How to organise a raffle without last-minute problems

Start by deciding how the raffle will work, then lock in the venue and date before collecting prizes or inviting people. Keep one written prize list, register every item, and print tickets and rules with time to spare. On the day, separate the raffle desk from the prize tables, prepare payment and drinks, and brief volunteers before doors open. This order prevents missing prizes, unclear rules, and queues at registration.

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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
Set the Lottery Rules
2 people
2
Confirm location and date
3
Compile price list
2 people
4
Collect prizes
2 people
5
Register prizes
2 people
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Schedule volunteers
2 people
10
Reserve the hall and tables
11
Check permits
12
Design raffle tickets
2 people
13
Printing raffle tickets and receipts
2 people
14
Make price labels
2 people
15
Print rules
16
Do the shopping
2 people
17
Checking prizes
2 people
18
Pack prizes
2 people
19
Chill drinks
2 people
20
Set up tables
4 people
21
Set up chairs
3 people
22
Set up lottery desk
3 people
23
Display prizes
3 people
24
Hang decorations
3 people
25
Set up the coffee station
2 people
26
Test sound system
2 people
27
Count the cash float
2 people
28
Brief volunteers
2 people

Event

29
Welcome visitors
4 people
30
Sell raffle tickets
4 people
31
Process payments
2 people
32
Serve coffee and tea
2 people
33
Serve snacks
2 people
34
Refill drinks
2 people
35
Keep tables clean
2 people
36
Draw the winning tickets
3 people
37
Present prizes
3 people
38
Close the final cash register
2 people
39
Store raffle tickets and money safely
2 people

Aftercare

40
Sort prizes and materials
3 people
41
Clear tables and chairs
4 people
42
Wash dishes
2 people
43
Clean the room
4 people
44
Collect waste
2 people
45
Inventory materials
2 people
46
Return borrowed items
2 people
47
Contact winners by phone

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Folding table for the raffle deskqty 2
Waste binsqty 4

Raffle materials

Raffle drum
Raffle bookletsqty 12
Reserve ticketsqty 200
Prize basketsqty 12
Price labelsqty 100
Prize tablesqty 4

Equipment

Cash register
Payment terminal
Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4

Tableware

Glassesqty 100
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 10
Directional signsqty 8

Paperwork

Rules signsqty 4
Registration formsqty 100
Pensqty 30
Notepadsqty 6
Clipboardsqty 6
Receiptsqty 4

Lighting

LED string lightsqty 4
LED lampsqty 6

Cleaning

Broom and dustpanqty 2
Mop setsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the raffle rules before you design the tickets. Write down the ticket price, draw procedure, eligibility, claim deadline, and what happens to unclaimed prizes; print the rules and keep a copy at the raffle desk.
Build the prize list as soon as items arrive and check every prize twice: once when it is collected and again before packing. Add a price label or prize number to each item so the winner can be matched quickly.
Finish registrations before the event day and record dietary requirements in one list. Use the final number of attendees to plan seating, glasses, coffee cups, drinks, and serving quantities rather than guessing at setup.
Schedule volunteers in overlapping shifts instead of assigning one person to everything. Have at least one person on the raffle desk, one handling payments or tickets, and one available for prize questions during the draw.
Allow at least 90 minutes for room setup before guests arrive. Put the raffle desk near the entrance, display prizes where labels are easy to read, test the microphone and payment terminal, and place directional signs before opening.

Frequently asked questions

How far in advance should I organise a raffle?: Start at least 6 weeks before the raffle. Use the first 1–2 weeks for the rules, venue, date, permits, and prize collection, then allow time for invitations, registrations, printing, and volunteer scheduling.
How many prizes do I need for a raffle?: There is no fixed number, but register every prize before advertising the draw. Finalise the prize list at least 7 days before the event so labels, tickets, announcements, and prize baskets can be checked together.
How long does it take to set up a raffle?: Allow at least 90 minutes for tables, chairs, the raffle desk, prize displays, drinks, coffee, decorations, and signs. Add another 30 minutes if the venue layout is unfamiliar or the sound system has not been tested there before.
What should I print for a raffle?: Print the raffle tickets, receipts or raffle booklets, prize labels, and a clear copy of the rules. Complete printing at least 3 days beforehand and keep reserve tickets and spare copies at the raffle desk.

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.