What you need for a lottery draw

A lottery draw needs more than tickets and prizes. You also need a clear setup for registration, ticket handling, winner records, prize collection and payment. The shopping list covers the practical items for the reception desk, raffle table, refreshments and announcements. Check quantities against your guest count, then buy or borrow anything with a long lead time, such as numbered tickets, cash boxes, microphones and prize labels.

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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
- Coffee - 2 packs
- Tea assortment - 2 boxes
- Sugar - 2 kilos
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 12 bottles
- Beer - 4 crates
- White wine - 6 bottles
- Red wine - 4 bottles
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Snacks - 4 bags
- Mixed nuts - 3 bags
- Bitterballen - 200 pieces
- Vegetarian bitterballen - 60 pieces
- Mini frikandels - 150 pieces
- Vegetarian snacks - 50 pieces
- Mini cheese rolls - 100 pieces
- Mini vegetable spring rolls - 100 pieces
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Hummus - 6 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Satay sauce - 2 jars
- Apples - 50 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Cookies - 8 packs
- Gluten-free cookies - 2 packs
- Vegan snacks - 4 packs
- Napkins - 500 pieces
- Stir sticks - 200 pieces
- Ice cubes - 10 bags
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Paper towels - 6 packs
- Tape - 4 rolls
- Markers - 2 sets
- Pens - 20 pieces
- Notepads - 4 pieces
- Envelopes - 100 pieces
- Labels - 200 pieces
- A4 paper - 2 packs

Tips

Order numbered raffle tickets at least 2 weeks before the draw, especially if you need a specific ticket range or printed format. Keep one complete ticket record for checking winners and registrations.
Plan 2 to 3 drinks per person for the first hour, then add about 1 drink per person for each additional hour. Bring enough cups and glasses for one serving per guest plus at least 10% extra.
Allow 1 plate, 1 cutlery set and 2 to 3 snack portions per person. Serving platters, tablecloths and waste bins are easy to overlook when the food order is already confirmed.
Prepare the reception desk with a printer, laptop, extension cords, power strips and cash boxes at least 1 hour before doors open. Test every payment method and print spare registration or winner forms.
Set up the raffle table with a visible prize table sign, number signs and a ticket spinner. Label every prize before guests arrive so a winner can collect it without searching or relabelling during the draw.

Frequently asked questions

How many raffle tickets do I need for a lottery draw?: Order enough for every expected entry, plus 10% extra for spoiled, lost or last-minute tickets. For 100 expected entries, prepare at least 110 numbered tickets and keep the number range recorded.
How much food and drink should I buy for a lottery draw?: Plan 2 to 3 drinks per person for the first hour and 2 to 3 snack portions per person. Add about 10% extra cups, plates and cutlery so supplies do not run out during registration or the draw.
What equipment is needed to announce lottery winners?: Use a sound system, microphones, speakers and a laptop if the room or audience requires them. Test the full setup at least 1 hour before guests arrive and keep extension cords, power strips and spare batteries available.
When should I order lottery tickets and prepare prizes?: Order numbered tickets at least 2 weeks before the event. Collect and label prizes no later than 2 to 3 days beforehand, then check the ticket stock and winner registration materials again on the day.

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