What you need for a lottery night

A lottery night needs more than raffle tickets and prizes. You’ll need a clear setup for ticket sales, prize display, refreshments and the entrance desk, with enough supplies for both guests and volunteers. Buy or collect tickets, labels, cash-handling supplies and signage early, then match cups, plates and drinks to your guest count. This checklist also covers the items people often remember too late, such as extension cords, table numbers and prize labels.

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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
- Coffee - 6 packs
- Tea assortment - 4 boxes
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Milk - 8 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
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 5 bags
- Cocktail nuts - 4 bags
- Cheese biscuits - 5 packs
- Crackers - 6 packs
- Hummus - 4 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilograms
- Serano ham - 1 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 40 pieces
- Mini raisin buns - 80 pieces
- Mini muffins - 80 pieces
- Cookies - 8 packs
- Brownies - 50 pieces
- Lemons - 10 pieces
- Ice cubes - 10 kilograms
- Stir sticks - 200 pieces
- Napkins - 500 pieces
- Paper cups - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Disinfectant wipes - 2 packs

Tips

Plan at least one ticket or sales point for every 50 guests, and keep a separate cash box there so sales do not mix with event takings.
Prepare one prize label and one winning ticket for every prize at least 24 hours before doors open. Record the prize list in the same order as the display table.
For drinks, allow 2–3 servings per person for the first hour, then about 1 serving per person per hour. Chill bottled drinks in coolers before guests arrive.
Count cups, glasses and plates at 1.5 per expected guest if you cannot wash up during the evening. Set aside extra coffee cups for volunteers and the entrance desk.
Check power access at least one day beforehand: coffee machines, kettles, speakers and lighting may need separate extension cords, power strips or cable reels.

Frequently asked questions

What do I need to buy for a lottery night?: Plan for raffle and sales tickets, prizes and labels, a cash box, price lists, table numbers, arrows, drinks and serving supplies. Add about 10% extra disposable tableware and prizes should be recorded at least 24 hours before the event.
How many raffle tickets do I need for a lottery night?: Order enough for every expected entry plus 10% spare tickets. For 100 guests, prepare at least 110 tickets, and keep sales tickets separate from winning tickets until the draw.
How many drinks should I buy for a lottery night?: Allow 2–3 drinks per person during the first hour and around 1 per person for each additional hour. For 100 guests at a three-hour event, that means roughly 400–500 servings, including non-alcoholic options.
When should I prepare the prizes for lottery night?: Collect and check all prizes at least 48 hours before the event. Label each one and prepare the winning tickets no later than the day before, so missing items can still be replaced.

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