How to organise a lottery draw from start to finish

Start by fixing the date, venue and legal requirements before promoting the lottery. Then set clear raffle terms, confirm prizes and sponsors, and build a registration and ticket-sales process that can be checked quickly. In the final week, prepare numbered tickets, label every prize, print the visitor list and test the draw procedure. On the day, volunteers should have defined roles for arrivals, sales, catering, prize handling and announcements.

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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

1
Confirm date and location
2 people
2
Check permits
3
Set raffle terms and conditions
2 people
4
Compile price list
2 people
5
Buy prizes
2 people
6
Confirm prize sponsors
2 people
7
Draft invitations
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Determine catering quantities
2 people
12
Order drinks and snacks
13
Reserve tables and chairs
14
Reserve audio equipment
15
Check insurance
16
Book host
17
Choose music and announcements
2 people
18
Prepare sales materials
2 people
19
Number the raffle tickets
3 people
20
Label prizes
2 people
21
Test draw procedure
3 people
22
Assign volunteers
2 people
23
Print the run sheet
24
Print the visitor list
25
Do the shopping
3 people
26
Collect prizes
2 people
27
Open venue
2 people
28
Check deliveries
2 people
29
Set up tables
4 people
30
Set up chairs
3 people
31
Set up registration desk
2 people
32
Set up the sales table
2 people
33
Set up prize presentation
3 people
34
Connect sound equipment
2 people
35
Hang decorations
3 people
36
Chill drinks
2 people
37
Prepare snacks
4 people
38
Set out coffee and tea
2 people
39
Check raffle materials
3 people
40
Count cash
2 people
41
Brief volunteers
5 people

Event

42
Welcome visitors
3 people
43
Check off registrations
2 people
44
Sell raffle tickets
3 people
45
Register donations
2 people
46
Serve coffee and tea
2 people
47
Serve snacks
3 people
48
Refill drinks
2 people
49
Keep tables clean and clear
2 people
50
Announce the draw
51
Arrange independent witnesses
2 people
52
Draw the winning tickets
3 people
53
Register winners
2 people
54
Present prizes
3 people
55
Process the final tickets
2 people
56
Thank visitors
57
Secure cash
2 people

Aftercare

58
Pack leftovers
2 people
59
Dismantle furniture
4 people
60
Switch off equipment
2 people
61
Wash dishes
3 people
62
Collect waste
3 people
63
Clean the venue
4 people
64
Return supplies
2 people
65
Return rental items
2 people
66
Follow up on unpaid prizes
67
Publish the results
68
Archive raffle items
69
Deposit donation proceeds
2 people
70
Handle lost and found

What to bring

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

Furniture

Tablesqty 10
Chairsqty 100
Bar stoolsqty 6
Tableclothsqty 10
Bollardsqty 8

Equipment

Microphonesqty 2
Speakersqty 2
Mixer
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
Laptop
Printer
Calculatorsqty 3
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Tableware

Glassesqty 120
Coffee cupsqty 80
Platesqty 120
Forksqty 120
Napkinsqty 300
Serving traysqty 8

Kitchen

Pitchersqty 8
Scissorsqty 4
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 4
Small bowlsqty 16
Storage binsqty 10
Thermos flasksqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 6
Welcome sign
Table signsqty 12
Directional signsqty 8
Prize displaysqty 12

Lighting

String lightsqty 6
LED lampsqty 8
Batteriesqty 24

Catering

Cash register
Cash boxqty 2
Payment terminal
Raffle ticketsqty 500
Lottery drum
Spare raffle drum
Drawing ballsqty 100
Raffle bowl
Markersqty 12
Pensqty 30
Clipboardsqty 6
Name stickersqty 120
Envelopesqty 120
Prizesqty 25
Gift bagsqty 30
Cash change
Groceries

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Hand soap dispensersqty 4
Toilet brushesqty 2
Glovesqty 12

Tips

Check permits, insurance and the raffle terms before sending invitations. Leave at least 2–3 weeks for any approval or correction, rather than discovering a requirement after tickets are sold.
Confirm each prize and sponsor in writing, then compile one prize list with names and descriptions. Label prizes before guests arrive so the host can announce winners without searching.
Number the raffle tickets in one controlled sequence and keep a record of issued numbers. Test the draw procedure with at least 10 sample tickets before the event, including how unclaimed prizes are handled.
Print the run sheet and visitor list on the day before the draw, with spare copies for the host and registration desk. Assign volunteers in shifts of 2–3 hours so ticket sales and prize collection are covered throughout.
Order drinks, snacks and tableware from the registration numbers, then add a small buffer rather than guessing. Set up tables, microphones, speakers, extension cords and power strips early enough for a full sound check before doors open.

Frequently asked questions

How far in advance should I organise a lottery draw?: Start at least 6–8 weeks before the event. Use the first 2 weeks for the venue, permits, insurance and raffle terms, then allow 3–4 weeks for invitations, registrations, prizes and catering.
How many volunteers do I need for a lottery draw?: Plan on at least 1 volunteer per 25–30 guests, with a minimum of 4 people for a small draw. Cover registration and ticket sales, prize handling, catering and support for the host as separate roles.
When should I number the raffle tickets?: Number and check the tickets 3–7 days before the event. Keep the sequence record with one responsible person, and reserve time on the day for a final count before sales begin.
When should I test the lottery draw procedure?: Run a full test at least 24 hours before guests arrive, using 10–20 sample tickets. Check the ticket selection, announcement, prize handover and the process for a winner who is absent.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.