Raffle checklist: organise the event from start to finish

A raffle needs more than prizes and numbered tickets. You need a confirmed venue and schedule, permission to run the draw, a clear explanation of the charity, and a reliable way to register guests and handle payments. This checklist puts the work in order, from collecting and checking prizes to preparing tables, refreshments and volunteers on the day. It also covers details that are easy to leave until the last minute, such as dietary requirements, price labels, cash for the register and chilled drinks.

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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 venue
Confirm date and times
Check required permissions
Explain the charity
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Start prize collection
3 people
Collect prizes
2 people
Register prizes
2 people
Checking prizes
2 people
Pack prizes
3 people
Label prizes
2 people
Prepare raffle numbers
2 people
Print bingo rules
Print the price list
Schedule volunteers
2 people
Confirm reservations
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out cash for the register
2 people

Event

Open venue
2 people
Set up tables
4 people
Set out chairs
3 people
Set up tombola table
2 people
Display prizes
3 people
Set up the sales point
2 people
Set up coffee station
2 people
Hang decorations
3 people
Test sound system
2 people
Set out raffle tickets
2 people
Brief volunteers
2 people
Welcome visitors
3 people
Sell Raffle Tickets
3 people
Record Payments
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep tables and hall tidy
2 people
Draw the winning tickets
2 people
Check the winners
2 people
Present prizes
3 people
Handle the final raffle tickets
2 people

Aftercare

Close the register
2 people
Pack up leftover prizes
2 people
Collect materials
3 people
Sort waste
2 people
Wash dishes
2 people
Clean the venue
3 people
Put tables and chairs back
3 people
Return borrowed items
2 people
Call winners without a prize
Transfer Proceeds
Archive prize money and receipts
Send thank-you messages
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 100
Table skirtsqty 8
Stoolsqty 4

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 10
Serving spoonsqty 6

Office

Raffle ticketsqty 500
Tombola table
Cash box
Payment terminal
Calculatorsqty 2
Clipboardsqty 4
Ballpoint pensqty 20
Printer paper
Price labelsqty 150
Letterheadqty 100

Decorations

Balloonsqty 100
Buntingqty 12
Table floral arrangementsqty 8
Directional signsqty 8

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 6
Broomsqty 2
Dustpansqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Start collecting prizes as soon as the venue and date are confirmed. Register each item, check its condition, and record the donor so missing or unsuitable prizes do not surface during setup.
Send invitations early enough to process registrations and collect dietary requirements before shopping. Use the final guest count to plan chairs, tableware, snacks and drinks rather than guessing on the day.
Prepare raffle numbers, price labels, tickets, printed rules and the price list before the event week. Keep a spare set of printed materials with a clipboard and pens at the tombola table.
Schedule volunteers in shifts instead of asking everyone to stay all day. Assign separate people to registration, prize handling, refreshments and the cash box, and confirm each reservation before opening.
Set up the cash box, payment terminal, calculators and change before guests arrive. Chill drinks and place serving platters, cups, glasses, plates and cutlery where volunteers can reach them without leaving the raffle table unattended.

Frequently asked questions

How far in advance should I start organising a raffle?: Start at least 6 to 8 weeks before the event. That gives you time to confirm the venue, check permissions, send invitations, collect prizes and schedule volunteers without rushing the final week.
How many prizes do I need for a raffle?: Set the number of prizes after you know the expected attendance and the raffle format. Record every prize as it arrives, then allow at least 1 to 2 hours before opening for checking, labelling and packing the prize table.
What should I prepare the day before a raffle?: Print the raffle tickets, rules and price list, label the prizes, pack the office supplies and confirm volunteer reservations the day before. Chill drinks overnight where possible, but leave tables and electrical equipment for the venue setup window.
How much food and drink should I buy for a raffle?: Base quantities on the confirmed registrations and dietary requirements. For drinks served during the first hour, plan about 2 to 3 drinks per person, then add coffee, tea, water and snacks according to the event length.

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.