Lottery draw checklist and planning guide

A lottery draw needs more than numbered tickets and a prize table. You need to confirm the venue and permits, set clear raffle terms, secure prizes, manage registrations and prepare the draw procedure before guests arrive. This checklist puts the work in a practical order, from early planning through the final shopping trip. It also covers details that are easy to miss, such as dietary requirements, prize labels, visitor lists, equipment testing and enough volunteers for sales and announcements.

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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
Check permits
Set raffle terms and conditions
2 people
Compile price list
2 people
Buy prizes
2 people
Confirm prize sponsors
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Determine catering quantities
2 people
Order drinks and snacks
Reserve tables and chairs
Reserve audio equipment
Check insurance
Book host
Choose music and announcements
2 people
Prepare sales materials
2 people
Number the raffle tickets
3 people
Label prizes
2 people
Test draw procedure
3 people
Assign volunteers
2 people
Print the run sheet
Print the visitor list
Do the shopping
3 people
Collect prizes
2 people
Open venue
2 people
Check deliveries
2 people
Set up tables
4 people
Set up chairs
3 people
Set up registration desk
2 people
Set up the sales table
2 people
Set up prize presentation
3 people
Connect sound equipment
2 people
Hang decorations
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set out coffee and tea
2 people
Check raffle materials
3 people
Count cash
2 people
Brief volunteers
5 people

Event

Welcome visitors
3 people
Check off registrations
2 people
Sell raffle tickets
3 people
Register donations
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep tables clean and clear
2 people
Announce the draw
Arrange independent witnesses
2 people
Draw the winning tickets
3 people
Register winners
2 people
Present prizes
3 people
Process the final tickets
2 people
Thank visitors
Secure cash
2 people

Aftercare

Pack leftovers
2 people
Dismantle furniture
4 people
Switch off equipment
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Return supplies
2 people
Return rental items
2 people
Follow up on unpaid prizes
Publish the results
Archive raffle items
Deposit donation proceeds
2 people
Handle lost and found

What to bring

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

Furniture

Tablesqty 10
Chairsqty 100
Bar stoolsqty 6
Tableclothsqty 10
Bollardsqty 8

Equipment

Microphonesqty 2
Speakersqty 2
Mixer
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
Laptop
Printer
Calculatorsqty 3
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Tableware

Glassesqty 120
Coffee cupsqty 80
Platesqty 120
Forksqty 120
Napkinsqty 300
Serving traysqty 8

Kitchen

Pitchersqty 8
Scissorsqty 4
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 4
Small bowlsqty 16
Storage binsqty 10
Thermos flasksqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 6
Welcome sign
Table signsqty 12
Directional signsqty 8
Prize displaysqty 12

Lighting

String lightsqty 6
LED lampsqty 8
Batteriesqty 24

Catering

Cash register
Cash boxqty 2
Payment terminal
Raffle ticketsqty 500
Lottery drum
Spare raffle drum
Drawing ballsqty 100
Raffle bowl
Markersqty 12
Pensqty 30
Clipboardsqty 6
Name stickersqty 120
Envelopesqty 120
Prizesqty 25
Gift bagsqty 30
Cash change
Groceries

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Hand soap dispensersqty 4
Toilet brushesqty 2
Glovesqty 12

Tips

Set the raffle terms and conditions before sending invitations. Include the ticket price, closing time, eligibility rules and how winners will be contacted, then allow at least 2 weeks for questions or corrections.
Number the raffle tickets before sales begin and keep a written record of the number range issued to each seller. Prepare the visitor list and spare registration materials at least 1 day before the draw.
Confirm prizes and sponsors no later than 2 weeks before the event. Label every prize with a clear number and description so the host can match the winning ticket without interrupting the draw.
Test the complete draw procedure 1 day beforehand, including the microphone, speakers, laptop, printer and backup power connections. Run through how tickets are selected, checked and announced at least once.
Order catering only after registrations and dietary requirements are counted. For the final setup, allow enough tables and chairs for guests, a separate prize display, ticket sales and refreshments, plus 30 minutes to check the room and equipment before doors open.

Frequently asked questions

How far in advance should I plan a lottery draw?: Start at least 6 to 8 weeks before the event. This gives you time to confirm the venue and permits, secure prizes and sponsors, send invitations, process registrations and arrange equipment.
How many raffle tickets should I print?: Print the expected number of tickets plus a 10% spare supply. Number them in advance and record which ranges are issued, sold, returned or cancelled so the final draw can be checked.
When should I buy the lottery prizes?: Buy or confirm the prizes at least 2 weeks before the draw. Label each one with its prize number and keep a final prize list ready for the host and volunteers.
How early should I set up for a lottery draw?: Allow at least 2 hours for room setup, prize labeling, ticket sales, catering and equipment checks. Complete a full microphone and draw-procedure test before guests arrive, with 30 minutes reserved for last-minute fixes.

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.