Lottery night checklist: what to arrange and when

A lottery night runs smoothly when the paperwork, prizes, ticket sales and room setup are handled in the right order. Start by checking the permit and confirming prize suppliers, then open registrations and track dietary requirements. In the final week, prepare winning tickets, label and inventory every prize, and assign volunteers to each station. On the day, allow time for the entrance desk, sales point, prize table, raffle table, drinks and seating 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

Check the lottery permit
Record the prizes
2 people
Contact prize suppliers
2 people
Send invitations
2 people
Open sales channels
2 people
Process registrations
2 people
Collect dietary requirements
Reserve prizes and materials
2 people
Order raffle tickets and sales tickets
Create the volunteer schedule
2 people
Hang up promotion
2 people
Collect prizes
2 people
Inventory the prizes
2 people
Label prizes
2 people
Prepare winning tickets
2 people
Do the shopping
2 people
Check tickets and cash box
2 people
Set up tables and chairs
4 people
Set up the entrance desk
2 people
Set up the sales point
2 people
Set up the prize table
3 people
Set up the raffle table
2 people
Hang decorations
3 people
Chill drinks
2 people
Set up coffee and tea station
2 people
Prepare snacks
3 people
Test sound system
2 people
Brief front desk staff
2 people
Brief the drawing team
3 people

Event

Open the entrance
3 people
Sell raffle tickets
3 people
Register sign-ups
2 people
Explain the prizes
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep tables and hall tidy
2 people
Announce the draw
Draw the winning tickets
3 people
Register winners and prizes
2 people
Award prizes to winners
3 people
Close sales and cash register
2 people

Aftercare

Wash dishes
3 people
Collect waste
2 people
Clear the hall
4 people
Put tables and chairs back
4 people
Clean the hall and kitchen
3 people
Switch off equipment
2 people
Store leftover stock
2 people
Return materials
2 people
Deliver unclaimed prizes
2 people
Securely deposit cash float
2 people
Publish the winners list

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Tableclothsqty 10
Stoolsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Cable reelsqty 2
Raffle drum
Cash boxqty 2
Calculatorsqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Forksqty 100
Spoonsqty 100
Knivesqty 100

Kitchen

Serving plattersqty 12
Serving spoonsqty 8
Pitchersqty 6
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Cool bagsqty 4

Decorations

Balloonsqty 100
Buntingqty 12
Table numbersqty 10
Price listsqty 6
Arrowsqty 12

Office

Ticket rollsqty 10
Ticket traysqty 4
Pensqty 20
Markersqty 6
Clipboardsqty 6
Paper envelopesqty 100
Prize slipsqty 200
Labelsqty 200

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom setsqty 2

Catering

Groceries

Tips

Check the lottery permit before opening sales channels. Keep the permit details with the event paperwork so the person at the entrance desk can answer questions quickly.
Record each prize as soon as it is confirmed, including its supplier and collection status. Collect and inventory the prizes before labelling them; missing items are much harder to trace on the event day.
Order raffle tickets and sales tickets early enough to allow delivery and a counting check. Prepare the winning tickets before setup, then store them separately from unused tickets and the cash box.
Create the volunteer schedule with specific stations and time slots, including the entrance desk, sales point, raffle table and prize table. Give each station at least one named replacement for breaks or late arrivals.
Finish the room setup before doors open: tables and chairs first, then the entrance and sales points, followed by the prize and raffle tables. Chill drinks and set up coffee and tea only after the power leads, extension cords and equipment have been checked.

Frequently asked questions

How early should I start planning a lottery night?: Start at least 6 to 8 weeks before the event. Check the lottery permit first, then contact prize suppliers before opening registrations or ticket sales.
When should I order lottery tickets and sales tickets?: Order them at least 3 weeks before lottery night. This leaves time to check the quantities, prepare winning tickets and correct a delivery problem.
When should prizes be collected and labelled?: Collect the prizes no later than 3 to 5 days before the event. Inventory and label them immediately, so the prize table can be arranged without last-minute searching.
How early should volunteers arrive for lottery night setup?: Have the setup team arrive 2 to 3 hours before guests arrive. Use the first hour for tables, chairs and stations, then check tickets, the cash box, drinks, coffee and tea.

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