How to organise a lottery night without last-minute gaps

A lottery night runs smoothly when the practical work is done in the right order. Start by checking the permit and securing prizes, then open sales channels and process registrations before planning volunteers and catering. In the final week, prepare tickets, label prizes and confirm dietary requirements. On the day, separate the entrance desk, sales point, raffle table and prize table so guests and volunteers know where to go.

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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
Check the lottery permit
2
Record the prizes
2 people
3
Contact prize suppliers
2 people
4
Send invitations
2 people
5
Open sales channels
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Reserve prizes and materials
2 people
9
Order raffle tickets and sales tickets
10
Create the volunteer schedule
2 people
11
Hang up promotion
2 people
12
Collect prizes
2 people
13
Inventory the prizes
2 people
14
Label prizes
2 people
15
Prepare winning tickets
2 people
16
Do the shopping
2 people
17
Check tickets and cash box
2 people
18
Set up tables and chairs
4 people
19
Set up the entrance desk
2 people
20
Set up the sales point
2 people
21
Set up the prize table
3 people
22
Set up the raffle table
2 people
23
Hang decorations
3 people
24
Chill drinks
2 people
25
Set up coffee and tea station
2 people
26
Prepare snacks
3 people
27
Test sound system
2 people
28
Brief front desk staff
2 people
29
Brief the drawing team
3 people

Event

30
Open the entrance
3 people
31
Sell raffle tickets
3 people
32
Register sign-ups
2 people
33
Explain the prizes
2 people
34
Serve coffee and tea
2 people
35
Serve snacks
2 people
36
Refill drinks
2 people
37
Keep tables and hall tidy
2 people
38
Announce the draw
39
Draw the winning tickets
3 people
40
Register winners and prizes
2 people
41
Award prizes to winners
3 people
42
Close sales and cash register
2 people

Aftercare

43
Wash dishes
3 people
44
Collect waste
2 people
45
Clear the hall
4 people
46
Put tables and chairs back
4 people
47
Clean the hall and kitchen
3 people
48
Switch off equipment
2 people
49
Store leftover stock
2 people
50
Return materials
2 people
51
Deliver unclaimed prizes
2 people
52
Securely deposit cash float
2 people
53
Publish the winners list

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Tableclothsqty 10
Stoolsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Cable reelsqty 2
Raffle drum
Cash boxqty 2
Calculatorsqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Forksqty 100
Spoonsqty 100
Knivesqty 100

Kitchen

Serving plattersqty 12
Serving spoonsqty 8
Pitchersqty 6
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Cool bagsqty 4

Decorations

Balloonsqty 100
Buntingqty 12
Table numbersqty 10
Price listsqty 6
Arrowsqty 12

Office

Ticket rollsqty 10
Ticket traysqty 4
Pensqty 20
Markersqty 6
Clipboardsqty 6
Paper envelopesqty 100
Prize slipsqty 200
Labelsqty 200

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom setsqty 2

Catering

Groceries

Tips

Check the lottery permit before announcing the event or selling tickets. Allow at least two weeks to resolve missing information or approval requirements.
Record every prize as it arrives, then label it and compare the physical stock with your prize list. Do this at least one day before the lottery so missing items can still be traced.
Close registrations early enough to collect dietary requirements and prepare food, plates and serving utensils. A deadline of 3–5 days before the event gives you time to shop and adjust quantities.
Schedule volunteers in shifts rather than asking everyone to stay all evening. Cover the entrance desk, sales point, ticket checking and prize table separately, with at least 15 minutes for handover.
Set up the room in a fixed sequence: tables and chairs first, then the entrance desk and sales point, followed by the prize and raffle tables. Test the microphone, speakers and extension cords before guests arrive, and chill drinks while the coffee and tea station is prepared.

Frequently asked questions

How far in advance should I organise a lottery night?: Start at least 6–8 weeks before the event. Use the first two weeks for the permit, prize suppliers and invitations, then leave the final week for tickets, volunteer shifts, stock checks and room setup.
When should I order lottery and sales tickets?: Order them as soon as the permit and ticket format are confirmed, ideally 3–4 weeks before the event. Keep a small reserve and prepare the winning tickets before the doors open.
How many volunteers do I need for a lottery night?: Plan for at least 1 volunteer at the entrance, 1 at ticket sales, 1 handling ticket checks or cash, and 1 at the prize table. Add extra people for busy arrival periods and schedule shifts of about 2 hours.
When should I prepare the prizes for a lottery night?: Collect and inventory prizes no later than 3 days before the event, then label them and reserve the required materials. Carry out a final count on the day before the lottery so the prize table matches the recorded list.

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.