How to organise an animal lottery from start to finish

An animal lottery needs more than donated prizes and numbered tickets. Start by confirming the charity, venue and any permits, then set the rules before promoting the event. Give yourself time to collect, register and label prizes, and keep ticket sales, payments and dietary information in one place. On the day, the raffle desk, prize table, signs, sound system and volunteer rota 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

1
Reserve venue
2
Check permits
3
Confirm the charity
4
Collect prizes
2 people
5
Register prizes
2 people
6
Draft raffle terms and conditions
7
Determine prize categories
2 people
8
Create raffle numbers
2 people
9
Order raffle books
10
Send invitations
2 people
11
Post promotion online
12
Hang posters
2 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Book catering
16
Check payment method
2 people
17
Assign volunteers
2 people
18
Print the run sheet
19
Label prizes
2 people
20
Do the shopping
2 people
21
Set out prizes
2 people
22
Set up tables
4 people
23
Set up chairs
3 people
24
Signpost the entrance
2 people
25
Set up the raffle desk
2 people
26
Set up the prize table
2 people
27
Hang up decorations
3 people
28
Test sound
2 people
29
Chill drinks
2 people
30
Set out snacks
3 people
31
Set up the coffee station
2 people

Event

32
Staff the registration desk
2 people
33
Sell raffle tickets
3 people
34
Register donations
2 people
35
Welcome visitors
2 people
36
Lead the animal presentation
2 people
37
Serve snacks
3 people
38
Refill drinks
2 people
39
Serve coffee and tea
2 people
40
Announce the interim standings
41
Draw the winning tickets
3 people
42
Check the winners
2 people
43
Present prizes
3 people
44
Announce the proceeds
45
Wave goodbye to visitors
2 people

Aftercare

46
Pack leftovers
2 people
47
Secure cash
2 people
48
Collect waste
3 people
49
Wash dishes
3 people
50
Clear tables and chairs
4 people
51
Clean the venue
3 people
52
Return materials
2 people
53
Deliver prizes after the event
2 people
54
Transfer Proceeds
55
Inform winners
56
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 and raffle terms before sending invitations. Write down the prize categories, ticket process and payment method so volunteers give every guest the same information.
Collect and register prizes as soon as they arrive, rather than waiting until event week. Label each item with its category and winning number once the raffle numbers are final.
Set a clear deadline for registrations and dietary requirements, ideally 7 to 10 days before the event. This gives the caterer time to confirm quantities and lets you plan plates, glasses and cutlery.
Assign volunteers to specific jobs, including the raffle desk, prize table, payments, entrance and prize handover. A short run sheet printed for each volunteer prevents gaps when several draws happen close together.
Finish the room setup at least 60 minutes before doors open. Put the prizes on the covered table, test the microphone and sound system, check extension cords and power strips, and place directional signs at the entrance.

Frequently asked questions

How far in advance should I organise an animal lottery?: Allow at least 6 to 8 weeks. Use the first 2 weeks to confirm the charity, venue, permits and rules, then leave several weeks for prize collection, promotion and registrations.
How many prizes do I need for an animal lottery?: There is no fixed number, but decide the prize categories before creating the raffle numbers. Register every prize and keep a written record so each winning ticket can be matched to one item without confusion.
When should I collect dietary requirements for the event?: Set the deadline 7 to 10 days before the lottery. Share the final numbers and requirements with the caterer immediately, rather than trying to adjust portions on the event day.
How early should the raffle desk be set up?: Set it up at least 60 minutes before guests arrive. Check the raffle books, numbered tickets, laptop or printer, payment terminal and any information boards before registration begins.

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