Animal lottery checklist: what to arrange and when

An animal lottery needs more than prizes and raffle tickets. You will need to confirm the charity, check permits, set clear raffle terms, register prizes and arrange a reliable way to take payments. Work backwards from the event date so invitations, promotion and registrations have time to build. On the day, the prize table, raffle desk, signs, microphone and run sheet should be ready before guests arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve venue
Check permits
Confirm the charity
Collect prizes
2 people
Register prizes
2 people
Draft raffle terms and conditions
Determine prize categories
2 people
Create raffle numbers
2 people
Order raffle books
Send invitations
2 people
Post promotion online
Hang posters
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
Check payment method
2 people
Assign volunteers
2 people
Print the run sheet
Label prizes
2 people
Do the shopping
2 people
Set out prizes
2 people
Set up tables
4 people
Set up chairs
3 people
Signpost the entrance
2 people
Set up the raffle desk
2 people
Set up the prize table
2 people
Hang up decorations
3 people
Test sound
2 people
Chill drinks
2 people
Set out snacks
3 people
Set up the coffee station
2 people

Event

Staff the registration desk
2 people
Sell raffle tickets
3 people
Register donations
2 people
Welcome visitors
2 people
Lead the animal presentation
2 people
Serve snacks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Announce the interim standings
Draw the winning tickets
3 people
Check the winners
2 people
Present prizes
3 people
Announce the proceeds
Wave goodbye to visitors
2 people

Aftercare

Pack leftovers
2 people
Secure cash
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Return materials
2 people
Deliver prizes after the event
2 people
Transfer Proceeds
Inform winners
Publish the results

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 80
Cloth for prize tableqty 2
Bar stoolsqty 4
Waste binsqty 6

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Payment terminalqty 2
Laptop
Printer
Coolersqty 4

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Ice cube traysqty 4

Decorations

Animal balloonsqty 80
Animal garlandsqty 10
Table décorqty 12
Information boardsqty 8
Directional signsqty 10

Lighting

String lightsqty 6
LED lanternsqty 8

Cleaning

Trash bag holdersqty 6
Cleaning bucketsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Confirm the charity, venue and any required permits before promoting the lottery. Aim to have these three points settled at least 6–8 weeks before the event so invitations do not go out with missing details.
Collect and label every prize before the event, then register each one against its prize category. Finish this at least 7 days beforehand; late prize changes make the raffle desk and printed materials harder to manage.
Prepare raffle numbers, raffle books, terms and conditions, information boards and directional signs together. Print the final set 2–3 days before the lottery and keep spare copies at the raffle desk.
Ask for dietary requirements when processing registrations, then confirm catering numbers 5–7 days before the event. Check that coffee machines, kettles, thermos flasks, cups, glasses, plates and cutlery match the expected attendance.
Assign volunteers to specific jobs rather than simply asking for general help. Have at least one person on the raffle desk, one handling payments and one checking prizes and the run sheet during setup; test the payment terminal, microphone and sound system before doors open.

Frequently asked questions

How early should I start planning an animal lottery?: Start at least 6–8 weeks before the event. Use the first two weeks to secure the venue, check permits, confirm the charity and determine the prize categories before sending invitations or posting promotion.
When should prizes be collected for an animal lottery?: Try to have all prizes collected and registered at least 7 days before the event. Label them by category and place them with the final raffle records so the prize table can be set up without last-minute sorting.
How many volunteers do I need for an animal lottery?: For a small event, plan on at least 3 volunteers during setup and the lottery: one for the raffle desk, one for payments and one for prizes and the run sheet. Add more people if registrations, catering or the room layout require separate support.
When should I confirm catering and dietary requirements?: Collect dietary requirements during registration and confirm the final catering numbers 5–7 days before the lottery. This leaves time to adjust the order and check that serving platters, tableware and drink equipment are available.

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