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- Contest details: filled example (CSV) · blank (CSV)
- Entry log: filled example (CSV) · blank (CSV)
- Judging: filled example (CSV) · blank (CSV)
- Winner and contact: filled example (CSV) · blank (CSV)
- Rules check: filled example (CSV) · blank (CSV)
In Google Sheets: File, Import, Upload, then pick the CSV.
What's inside
- Contest details: prize, entry method, dates, eligibility, judging and where the rules are published
- An entry log: every entry with date, platform, handle, the entry, eligibility and the reason
- A judging sheet that scores the shortlist against the published criteria
- A winner and contact log, including the backup if the winner doesn't reply
- A rules check from Meta's promotion policy and Instagram's promotion guidelines
- A filled example for Driftwood Ice Cream, a fictional shop (every handle is made up), and a blank CSV of each sheet
How to use it
- Write and publish the rules before the contest opens: prize, how to enter, dates, who can enter, how the winner is chosen and when.
- Log every entry the day it arrives, including ones you'll rule out, with the reason.
- Check eligibility against the published rules only. Don't add new conditions halfway through.
- For a judged contest, score the shortlist against the criteria in the rules, with more than one judge.
- Contact the winner the way the rules say, and record each attempt and the deadline to reply.
- Announce the winner, with their permission, and keep the tracker in case anyone asks how they were chosen.
Preview: Contest details
A filled example for a made-up small business, first 8 of 10 rows.
| Field | Detail | Note |
|---|---|---|
| Contest | Name our winter flavour | Example shop, made up for this template |
| Prize | A £50 voucher, and the winning name on the menu all winter | |
| How to enter | Comment a name for our new gingerbread and salted caramel flavour on the contest post, on Instagram or Facebook | No tagging, sharing or following required |
| Opens | Mon 16 Nov 2026, 09:00 | |
| Closes | Sun 29 Nov 2026, 23:59 | |
| Who can enter | UK residents aged 18 or over; not staff or their families | |
| Entries per person | One; if someone enters twice, their first entry counts | |
| Judging | Three staff score the shortlist on fit, fun and how it sounds when you order it | Criteria published in the rules |
Preview: Entry log
A filled example for a made-up small business.
| Entry | Date | Platform | Handle | Name suggested | Eligible? | Reason if not |
|---|---|---|---|---|---|---|
| E001 | Mon 16 Nov | @sandy_toes_example | Gingersnap Tide | Yes | ||
| E002 | Mon 16 Nov | R. Ahmed (example) | Salty Gingerman | Yes | ||
| E003 | Mon 16 Nov | @sandy_toes_example | Caramel Cove | No | Second entry: first entry counts | |
| E004 | Tue 17 Nov | @driftwood_staff_example | Winter Driftwood | No | Staff member | |
| E005 | Wed 18 Nov | L. Moore (example) | The Gingerbread Harbour | Yes | ||
| E006 | Fri 20 Nov | @pebble_and_pup_example | Snow Day Swirl | Yes | ||
| E007 | Mon 30 Nov | @late_again_example | Last Orders | No | After closing time | |
| Total | 412 entries, 391 eligible | Figures are made up for this example |
Preview: Judging
A filled example for a made-up small business.
| Entry | Name | Fit (1 to 5) | Fun (1 to 5) | Easy to order (1 to 5) | Total | Judges |
|---|---|---|---|---|---|---|
| E001 | Gingersnap Tide | 5 | 4 | 4 | 13 | Mo, Ali, Kate |
| E005 | The Gingerbread Harbour | 4 | 3 | 2 | 9 | Mo, Ali, Kate |
| E006 | Snow Day Swirl | 3 | 5 | 5 | 13 | Mo, Ali, Kate |
| E002 | Salty Gingerman | 4 | 5 | 4 | 13 | Mo, Ali, Kate |
| Tie-break | Rules say the judges' vote decides a tie | Vote: Gingersnap Tide, 2 to 1 |
Preview: Winner and contact
A filled example for a made-up small business.
| Step | Detail | Date | Done |
|---|---|---|---|
| Winner chosen | E001, @sandy_toes_example | Mon 30 Nov | Yes |
| Backup chosen | E006, @pebble_and_pup_example | Mon 30 Nov | Yes |
| Winner contacted | Reply to their comment asking them to message us; message sent from our account | Mon 30 Nov | Yes |
| Deadline to reply | Fri 4 Dec, 17:00, as the rules say | n/a | n/a |
| Winner confirmed eligible and happy to be named | Yes, by message | Tue 1 Dec | Yes |
| Winner announced | Post and Story naming the winner, with permission | Wed 2 Dec | No |
| Prize sent | Voucher posted | Thu 3 Dec | No |
Preview: Rules check
A filled example for a made-up small business.
| Rule | Where it comes from (checked 15 Oct 2026) | How we meet it |
|---|---|---|
| You're responsible for running the promotion lawfully, including official rules, offer terms and eligibility | Meta Pages, groups and events policies; Instagram promotion guidelines | Rules written and linked before opening |
| Participants must release Meta (or Instagram) from liability and acknowledge the promotion isn't sponsored, endorsed or run by Meta or Instagram | Meta policies; Instagram guidelines | Both lines are in the rules |
| A promotion on a Facebook Page must not require or incentivise people to share, repost, tag others or otherwise publicise it | Meta Pages, groups and events policies | Entry is a comment only; no sharing or tagging |
| Don't tag content inaccurately or encourage people to tag themselves in photos they aren't in | Instagram promotion guidelines | No tagging in this contest |
| Meta and Instagram won't help run the promotion | Meta policies; Instagram guidelines | We run and judge it ourselves |
| Check your own country's rules for prize promotions | Instagram guidelines mention official rules and regulatory approvals | Our rules: no purchase needed; the winner is judged on published criteria; we ask an adviser if unsure |
Tips
- Driftwood Ice Cream, every handle and every figure in the example are made up. Handles end in 'example'.
- Meta's Pages, groups and events policies, checked on 15 October 2026, say a promotion must not require or incentivise participants to share, repost, tag others or otherwise publicise it, and must include a release of Meta and an acknowledgement that Meta doesn't sponsor or run it.
- Instagram's promotion guidelines, checked on 15 October 2026, require a complete release of Instagram by each entrant, an acknowledgement that the promotion isn't associated with Instagram, and no inaccurate tagging.
- Rules for prize promotions vary by country. The tracker helps you show you followed your own rules; it isn't legal advice.
- Log ruled-out entries with the reason. If someone asks why they didn't win, you can answer in one line.
- Zolyp, which makes this template, doesn't run contests or pick winners. It can plan and publish the posts around a contest, such as the launch, reminders and the winner announcement, for you to approve.
Common questions
How do I keep track of social media contest entries?
Log every entry in one sheet as it arrives: date, platform, handle, the entry, and whether it's eligible with a reason. Then record how the winner was chosen and every attempt to contact them.
Can I ask people to share or tag friends to enter?
Not on a Facebook Page. Meta's policy, checked on 15 October 2026, says a promotion must not require or incentivise sharing, reposting or tagging others. Instagram's guidelines say not to encourage inaccurate tagging. A comment-to-enter contest avoids both problems.
What's the difference between this and a giveaway plan?
The giveaway plan covers setting up a promotion: prize, rules and timing. This tracker covers running it: logging entries, judging fairly and contacting the winner.
Are the entries in the example real?
No. The shop, every handle and every entry are made up to show how a filled tracker reads.
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