Lottery draw checklist: what to arrange and when

A lottery draw needs more than tickets and prizes. You must settle the rules, permissions, registration process and payment options before invitations go out, then keep ticket numbers and participant details under control. This checklist covers the full sequence, from booking the venue to labelling prizes, testing the sound system and preparing the reception and raffle tables. Use it to assign work and avoid last-minute problems on the day.

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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

Confirm date and location
2 people
Make reservations
Check permits
Set raffle terms and conditions
2 people
Confirm prizes and sponsors
2 people
Write out the raffle procedure
Prepare prize winner registration
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Order raffle tickets and ticket numbers
Collect prizes
2 people
Check and sort tickets
2 people
Update participant list
Label prizes
2 people
Write the presentation script
Assign volunteers
Check payment methods
2 people
Check the weather forecast
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up the raffle table
2 people
Connect the sound system
2 people
Hang lighting
2 people
Hang decorations
3 people
Display prizes
2 people
Lay out tickets and lists
2 people
Prepare coffee and tea
2 people
Arrange snacks on platters
2 people
Set up payment points
2 people
Check safety and escape routes
2 people

Event

Staff the reception desk
2 people
Register guests
2 people
Sell extra raffle tickets
2 people
Register cash and payments
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Announce the draw
Seal and mix the raffle tickets
3 people
Draw the winning tickets
3 people
Record winning numbers
2 people
Award prizes to winners
2 people
Record unclaimed prizes
Serve the final drinks round
2 people
Wave goodbye to visitors
2 people

Aftercare

Store money safely
2 people
Collect prizes and administration
2 people
Clear tables and chairs
4 people
Dismantle the sound system
2 people
Remove decorations and lighting
3 people
Wash the dishes and kitchenware
3 people
Collect and remove waste
3 people
Clean the venue
3 people
Return borrowed materials
2 people
Contact winners who haven’t picked up their prize
Close out proceeds and administration
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Reception desk
Raffle table
Waste binsqty 6

Equipment

Sound system
Microphonesqty 2
Speakersqty 2
Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Ticket spinner
Cash boxesqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Decorations

Tableclothsqty 8
Balloonsqty 100
Buntingqty 10
Number signsqty 20
Prize table sign

Lighting

String lightsqty 4
LED lampsqty 6
Flashlightsqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3

Cleaning

Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the date, location and reservations before promoting the draw. Check permits at least four weeks ahead, because a venue booking does not automatically cover every lottery or public-event requirement.
Write the raffle terms, draw procedure and prize-winner registration process before selling or distributing tickets. Print a copy for the reception desk and keep the presentation script with the person leading the draw.
Order numbered tickets early and check every ticket against the participant list before the event. Do a second check after registration closes so duplicate, missing or unreadable numbers are found before the draw starts.
Assign volunteers to specific jobs rather than asking for general help. For a small draw, plan at least one person at reception, one handling the raffle table and one recording winners and prizes.
Finish the room setup before guests arrive: place the reception desk, tables, chairs, prize table sign and number signs, then test the laptop, printer, microphones, speakers, extension cords and power strips. Chill drinks and prepare snacks only after the equipment has been checked.

Frequently asked questions

How early should I start organising a lottery draw?: Start at least 6 to 8 weeks before the draw. Use the first 2 weeks for the date, location, reservations, permits, terms and sponsors, then allow time for tickets, registrations and prize collection.
How many raffle tickets should I order?: Order the expected number of tickets plus 5% to 10% spare tickets. This covers damaged or misprinted tickets and gives you a small buffer if registrations increase before the deadline.
When should I collect prizes for a lottery draw?: Set a collection deadline at least 7 days before the event. That gives you time to check, sort and label every prize, update the presentation script and identify anything still missing.
How many volunteers do I need for a lottery draw?: Plan for at least 3 volunteers for a small draw: one at reception, one managing tickets and the raffle table, and one recording winners. Add one volunteer for roughly every 50 to 75 participants if registration and prize collection are busy.

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.