Lottery Night Checklist

A lottery night runs smoothly when tickets, prizes, payments and the room are prepared in a fixed order. Start with the room and raffle rules, then manage registrations, prizes and supplies before event day. Keep the drawing order and participant list together so volunteers can work from the same information. On the day itself, allow time to chill drinks, set up the tables, test the microphone and check the cash box 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

Reserve the room
Check raffle terms and conditions
Compile price list
2 people
Buy prizes
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Order raffle tickets and entry cards
Sort raffle tickets
2 people
Label prizes
2 people
Prepare the drawing order
2 people
Assign volunteers
Arrange the cash box and change
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open hall
2 people
Set up tables
4 people
Set out chairs
3 people
Set the tables
3 people
Hang decorations
2 people
Set up the prize table
2 people
Set up the raffle table
2 people
Test sound system
2 people
Set up registration desk
2 people

Event

Receive participants
3 people
Issue raffle tickets
2 people
Record Payments
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Announce the draw
Conduct lottery drawings
3 people
Present prizes
2 people
Register winning tickets
2 people
Close out the final payments
2 people
Secure the cash and records
2 people

Aftercare

Remove decorations
2 people
Collect tableware
3 people
Collect waste
2 people
Wash dishes
3 people
Clean the room
3 people
Clear tables and chairs
4 people
Return borrowed items
2 people
Set out prizes for the winners

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Tableclothsqty 8
Clothing rack

Tableware

Platesqty 70
Coffee cupsqty 60
Glassesqty 100
Cutlery setsqty 70
Serving traysqty 8
Small bowlsqty 10

Equipment

Raffle drum
Numbered ballsqty 100
Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
Coolersqty 3
Cash box

Office supplies

Raffle ticketsqty 1000
Entry cardsqty 100
Pensqty 25
Waterproof markersqty 6
Clipboardsqty 4
Envelopesqty 100
Receipt bookletsqty 2
Calculatorsqty 2
Prize money pouchesqty 50

Decorations

Lottery banner
Balloonsqty 80
Balloon ribbonqty 2
Number cardsqty 20

Catering

Thermos flasksqty 4
Coffee machinesqty 2
Groceries

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Cleaning

Vacuum cleaner
Broom and dustpanqty 2
Mop setsqty 2

Tips

Confirm the raffle terms and conditions before printing tickets or entry cards. Keep the final rules beside the drawing materials so the host can answer questions without interrupting the event.
Set a deadline for registrations and dietary requirements, then update the participant list once more 24 hours before the lottery night. Use that final number when checking prizes, seating and snacks.
Prepare the drawing order before guests arrive and sort the raffle tickets in advance. Label each prize clearly, especially when several prizes look similar or include separate prize money pouches.
Assign volunteers to specific jobs rather than asking for general help. One person can manage the raffle table, another the prize table, and another the cash box, change and receipt booklets.
Open the hall at least 90 minutes before the advertised start time. Set out tables and chairs first, then tableware, snacks and drinks; finish by testing the portable speaker, microphone, extension cords and power strips.

Frequently asked questions

How far in advance should I plan a lottery night?: Reserve the room and check the raffle rules at least 6 to 8 weeks ahead. Send invitations 3 to 4 weeks before the event, with a registration deadline about 7 days before it.
How many prizes do I need for a lottery night?: Decide the number of prizes from the confirmed participant list and the raffle format, then buy and label them at least 7 days before the event. Prepare the drawing order no later than the day before.
When should I set up for a lottery night?: Allow 90 minutes for room setup and an additional 30 minutes for final checks. Drinks should be chilled several hours beforehand, while tickets, entry cards and the cash box should be placed at the raffle table before doors open.
What should I check before guests arrive at a lottery night?: Check the final participant list, dietary requirements, prize labels, ticket sorting, change and receipt booklets. Test the sound system 30 minutes before the start and keep the raffle rules and drawing order with the host.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.