How to organise a raffle from first planning to prize collection

A successful raffle depends on control of the details: a confirmed venue, a clear charity explanation, numbered tickets, registered prizes and enough people to run the tables. Start by fixing the date and checking permissions, then build the prize list before sending invitations. In the final week, confirm registrations, dietary requirements and volunteers. On the day, set up the tombola table, cash handling, refreshments and prize labels before guests arrive, so ticket sales do not compete with last-minute preparation.

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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
Reserve venue
2
Confirm date and times
3
Check required permissions
4
Explain the charity
5
Draft invitations
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Start prize collection
3 people
10
Collect prizes
2 people
11
Register prizes
2 people
12
Checking prizes
2 people
13
Pack prizes
3 people
14
Label prizes
2 people
15
Prepare raffle numbers
2 people
16
Print bingo rules
17
Print the price list
18
Schedule volunteers
2 people
19
Confirm reservations
20
Do the shopping
2 people
21
Chill drinks
2 people
22
Prepare snacks
3 people
23
Set out cash for the register
2 people

Event

24
Open venue
2 people
25
Set up tables
4 people
26
Set out chairs
3 people
27
Set up tombola table
2 people
28
Display prizes
3 people
29
Set up the sales point
2 people
30
Set up coffee station
2 people
31
Hang decorations
3 people
32
Test sound system
2 people
33
Set out raffle tickets
2 people
34
Brief volunteers
2 people
35
Welcome visitors
3 people
36
Sell Raffle Tickets
3 people
37
Record Payments
2 people
38
Serve coffee and tea
2 people
39
Serve snacks
2 people
40
Refill drinks
2 people
41
Keep tables and hall tidy
2 people
42
Draw the winning tickets
2 people
43
Check the winners
2 people
44
Present prizes
3 people
45
Handle the final raffle tickets
2 people

Aftercare

46
Close the register
2 people
47
Pack up leftover prizes
2 people
48
Collect materials
3 people
49
Sort waste
2 people
50
Wash dishes
2 people
51
Clean the venue
3 people
52
Put tables and chairs back
3 people
53
Return borrowed items
2 people
54
Call winners without a prize
55
Transfer Proceeds
56
Archive prize money and receipts
57
Send thank-you messages
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 100
Table skirtsqty 8
Stoolsqty 4

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 10
Serving spoonsqty 6

Office

Raffle ticketsqty 500
Tombola table
Cash box
Payment terminal
Calculatorsqty 2
Clipboardsqty 4
Ballpoint pensqty 20
Printer paper
Price labelsqty 150
Letterheadqty 100

Decorations

Balloonsqty 100
Buntingqty 12
Table floral arrangementsqty 8
Directional signsqty 8

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 6
Broomsqty 2
Dustpansqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Confirm the venue, date, opening time and any required permissions before you announce the raffle. Guests need one consistent set of details on the invitation, especially if registration is required.
Start prize collection early and keep a register as items arrive. Check each prize, add a clear label or number, and pack it before the event rather than trying to identify winners at the end.
Prepare the raffle numbers, tickets, price list and printed rules together. Keep pens, clipboards, calculators and printer paper at the tombola table so volunteers can answer questions without leaving their station.
Schedule volunteers in shifts instead of relying on one person all day. Assign separate cover for registration, ticket sales, refreshments, prize checking and cash handling, with a named person responsible for the cash box and payment terminal.
Open the venue early enough to test the microphone, sound system and power connections before guests arrive. Set out tables and chairs first, then drinks, snacks and serving equipment; chill drinks and put cash in the register only when the room is ready.

Frequently asked questions

How early should I start organising a raffle?: Start at least 6 to 8 weeks before the event. This gives you time to confirm the venue and permissions, explain the charity, send invitations, collect registrations and build a reliable prize list.
How many prizes do I need for a raffle?: There is no fixed number without knowing the expected attendance, but register every prize as soon as it arrives and match it to a number or label. Finish checking, packing and labelling all prizes at least 2 days before the raffle.
How many volunteers do I need for a raffle?: Plan for at least 1 volunteer per active station, plus 1 person coordinating the event. For registration, ticket sales, refreshments, prize handling and cash, a small raffle commonly needs 5 to 6 people, with shifts if it runs for several hours.
When should I set up the raffle venue?: Allow 2 to 3 hours before guests arrive for tables, chairs, the tombola table, signs, refreshments and payment equipment. Test the microphone and power strips before opening, and keep the raffle tickets, cash box and price list together at the sales point.

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.