Fundamental to coordinating the ballot is communication, with all the hunters, within the committee and with a great many other groups and organizations involved. We recognize how important it is that the process is accurate, consistent and transparent.

Key to the success of the ballot process is systematic and thorough procedures and record keeping and we continually review the ballot process to look at ways to improve things for the following years’ ballot.

The tasks undertaken by the Ballot Committee of the FWF to ensure a successful ballot process are listed below:

1. Ballot applications are made on-line through the ballot entry system site, ballot.fwf.net.nz
2. All applications accurately completed and received by the deadline are registered and recorded.
3. The committee then holds the ballot draw on a specified date as advised through the FWF website. We welcome anyone who would like to come along to the ballot to view the transparent process.
4. The parties are then advised of the draw outcome, both successful and unsuccessful parties. Also the results are posted on the FWF website as soon as possible after the draw.
5. Accurate records are kept of the successful hunting parties, registering the hunters that accept their block and identifying the blocks that are not accepted and that then move into the waiting list process.
6. The ‘waiting list’ process is effectively managed and timely contact is made with those parities on the waiting list with the aim of optimizing the ballot blocks.
7. Those parties that accept their hunting block are then sent all the information they require regarding the Wapiti block, which includes details of the Briefings where they will pick up their permits.
8. The FWF then coordinate and manage two Briefing sessions which gather all the hunters that are about to depart into the Wapiti blocks. This is the time where the FWF record hunter’s information on DOC permits and obtain all necessary details from them, guest speakers talk to the hunters on relevant issues, DOC and the Te Anau Police pass on any safety information, beacon/radios and packet meals are distributed and any other relevant information is communicated to the hunters. This also provides a good opportunity for the hunters to gather and discuss the promotion of the Wapiti.
9. At all stages of the process, the Ballot Committee aims to regularly liaise with all parties involved in the ballot process and effectively deal with any problems as they arise, ensuring a fair, efficient and transparent process.