Raffle event checklist: what to arrange and when

A raffle runs smoothly when the rules, prizes, tickets and payment process are settled before guests arrive. Start by confirming the date and venue, then work through registrations, prizes, printing and volunteer cover. In the final week, check every prize, pack it clearly and prepare the raffle desk. On the day, allow time for tables, chairs, ticket sales, prize displays, drinks and the coffee station—not just the draw itself.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the Lottery Rules
2 people
Confirm location and date
Compile price list
2 people
Collect prizes
2 people
Register prizes
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Schedule volunteers
2 people
Reserve the hall and tables
Check permits
Design raffle tickets
2 people
Printing raffle tickets and receipts
2 people
Make price labels
2 people
Print rules
Do the shopping
2 people
Checking prizes
2 people
Pack prizes
2 people
Chill drinks
2 people
Set up tables
4 people
Set up chairs
3 people
Set up lottery desk
3 people
Display prizes
3 people
Hang decorations
3 people
Set up the coffee station
2 people
Test sound system
2 people
Count the cash float
2 people
Brief volunteers
2 people

Event

Welcome visitors
4 people
Sell raffle tickets
4 people
Process payments
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep tables clean
2 people
Draw the winning tickets
3 people
Present prizes
3 people
Close the final cash register
2 people
Store raffle tickets and money safely
2 people

Aftercare

Sort prizes and materials
3 people
Clear tables and chairs
4 people
Wash dishes
2 people
Clean the room
4 people
Collect waste
2 people
Inventory materials
2 people
Return borrowed items
2 people
Contact winners by phone

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Folding table for the raffle deskqty 2
Waste binsqty 4

Raffle materials

Raffle drum
Raffle bookletsqty 12
Reserve ticketsqty 200
Prize basketsqty 12
Price labelsqty 100
Prize tablesqty 4

Equipment

Cash register
Payment terminal
Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4

Tableware

Glassesqty 100
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 10
Directional signsqty 8

Paperwork

Rules signsqty 4
Registration formsqty 100
Pensqty 30
Notepadsqty 6
Clipboardsqty 6
Receiptsqty 4

Lighting

LED string lightsqty 4
LED lampsqty 6

Cleaning

Broom and dustpanqty 2
Mop setsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the rules and prize list before sending invitations. State the ticket price, how winners are selected, how prizes are claimed and whether winners must be present; print the rules and keep a copy at the raffle desk.
Check prizes at least 3–5 days before the raffle. Match each item to its registration record, add a price label and place it in a basket or on the correct prize table so nothing is still being identified during the event.
Print tickets, receipts and reserve tickets at least 2 days in advance. Count them into separate batches for the raffle desk and keep one clearly labelled reserve batch in case tickets are damaged or sales exceed expectations.
Schedule volunteers in shifts rather than relying on one person all evening. Cover registration and payments at the start, ticket handling during sales and prize collection after the draw, with at least 15 minutes of overlap between shifts.
Set up the hall 2–3 hours before guests arrive. Put the raffle desk near the entrance, leave a clear route to the prize tables, test the microphone and payment terminal, and prepare chilled drinks and coffee before registration begins.

Frequently asked questions

How far in advance should I plan a raffle?: Set the date, venue and raffle rules at least 4–6 weeks ahead. Use the remaining weeks for invitations, registrations, permits, prize collection, printing and volunteer scheduling.
How many prizes do I need for a raffle?: There is no fixed number, but register every prize before printing the final prize list. Finish checking and labelling all prizes at least 3 days before the event, including any reserve prizes.
When should raffle tickets be printed?: Print the main ticket batch and receipts at least 2 days before the raffle. Keep reserve tickets separate and count both batches before ticket sales begin.
How long does it take to set up a raffle event?: Allow 2–3 hours for the final setup, depending on the hall size and number of prize tables. Set up the raffle desk, seating, displays, signs, sound system, drinks and coffee station before guests arrive.

Start this plan in Lizzt

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