What you need for a lottery night

A lottery night needs more than tickets and prizes. You will need clearly marked entry materials, a reliable way to draw and announce numbers, serving supplies, drinks, cash-handling items and labels for every prize. Plan quantities from your guest count, then add a small buffer for spare tickets, cups and change. The checklist below covers the items to buy or bring, including supplies that are easy to remember only after registration and setup have started.

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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
- Coffee - 3 packs
- Tea bags - 100 pieces
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 2 liter
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 6 bottles
- Spa Rood - 3 bottles
- Beer - 48 cans
- Alcohol-free beer - 12 cans
- White wine - 6 bottles
- Red wine - 3 bottles
- Apple juice - 3 liters
- Orange juice - 3 liters
- Lemons - 8 pieces
- Ice cubes - 8 kilos
- White rolls - 80 pieces
- Brown bread rolls - 40 pieces
- Butter - 500 grams
- Young cheese - 2 kilos
- Back ham - 1.5 kilos
- Chicken breast fillet - 1,5 kilo
- Hummus - 1 kilo
- Cucumbers - 5 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Cheese cookies - 3 packs
- Mixed nuts - 2 bags
- Cookies - 5 packs
- Miniature prizes - 40 pieces
- Gift vouchers - 10 pieces
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Disinfectant wipes - 2 packs

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Cleaning

Vacuum cleaner
Broom and dustpanqty 2
Mop setsqty 2

Tips

Order raffle tickets and entry cards at least 10–14 days before the event, especially if they need numbering or printing. Buy 5–10% extra so a damaged or incorrectly filled card does not stop registration.
For drinks, allow 2–3 drinks per person during the first hour, then 1–2 per person for each additional hour. Chill them in coolers several hours before doors open and keep water available alongside other drinks.
Match plates, cups, glasses and cutlery to the confirmed participant count, then add 10% spare. Serving trays and small bowls are easy to overlook when snacks and prizes are prepared at separate tables.
Prepare the cash box with enough small change before the event begins, and keep receipt booklets, calculators and prize money pouches together. Do not leave cash-handling supplies at the raffle table where tickets are being sorted.
Label every prize before guests arrive and prepare envelopes for winners who cannot collect immediately. Keep waterproof markers and clipboards at the registration table, not in a general supply box.

Frequently asked questions

How many raffle tickets do I need for a lottery night?: Plan one ticket or entry card per paid entry, plus 5–10% extra for mistakes, replacements and late registrations. For 100 expected entries, prepare at least 105–110 tickets or cards.
How many drinks should I buy for lottery night?: Allow 2–3 drinks per person for the first hour and 1–2 per person for each hour after that. For a three-hour event with 50 guests, that works out to roughly 200–350 drinks, depending on the serving size and whether coffee, water and soft drinks are included.
When should I buy the lottery night prizes?: Buy or confirm the prizes at least 7 days before the event so you have time to check the price list, label each item and replace anything unavailable. Keep a final prize list with the setup supplies.
How much spare tableware do I need for lottery night?: Prepare tableware for the full participant count plus 10% spare. For 60 guests, have at least 66 plates, cups or glasses as appropriate, and enough cutlery sets for the same number.

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