What do you need for a raffle?

A raffle needs more than tickets and prizes. You also need a clear way to register prizes, display prices, collect payments and serve drinks and snacks while volunteers keep the event moving. Buy or bring the core supplies before the final setup day, especially printed materials, cash-handling equipment, serving items and power accessories. Use your expected attendance and the number of prizes to adjust quantities, then keep a small reserve of tickets, pens and paper.

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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
- Coffee - 4 packs
- Tea selection - 200 bags
- Sugar - 2 kilos
- Milk - 8 liters
- Coffee cream - 4 packets
- Stir sticks - 200 pieces
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 10 bags
- Mini rolls - 150 pieces
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast topping - 2 kilos
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Nut mix - 4 bags
- Cookies - 8 packs
- Brownies - 100 pieces
- Apples - 6 kilos
- Grapes - 4 kilos
- Lemons - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Coffee filters - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles

Tips

Prepare at least 10% more raffle tickets than your expected number of entries. Keep spare numbered tickets, ballpoint pens and printer paper at the registration or tombola table so a shortage does not stop sales.
Plan one cup or glass per guest for a short event, plus 10% extra. If coffee and hot drinks are served throughout the raffle, add enough coffee cups for two servings per person and keep thermos flasks ready.
Set aside one cash box and one payment terminal for the register, then prepare a small float before doors open. Keep calculators and clipboards at the sales table so volunteers can total purchases and record prize information quickly.
Use one price label for every displayed prize or prize group, and print the price list before setup. Pack labels, printed raffle numbers and rules together rather than leaving them until the venue is open.
Check extension cords and power strips against the sound system, microphone, coffee machines and kettles before the event. Bring at least one spare extension cord and keep cables away from serving areas and walkways.

Frequently asked questions

How many raffle tickets should I buy?: Buy enough for your expected entries plus a 10% reserve. For 200 expected tickets, prepare at least 220 numbered tickets so damaged or lost tickets do not interrupt sales.
How many cups and glasses do I need for a raffle?: Start with one cup or glass per guest and add 10% extra. For 80 guests, that means at least 88 pieces, with additional coffee cups if guests can take more than one hot drink.
What do I need to run the raffle sales table?: Provide a cash box, payment terminal, calculator, clipboard, ballpoint pens, raffle tickets and printer paper. Have the cash float, price list and numbered tickets ready before doors open, ideally 30 minutes in advance.
When should I prepare the prizes and labels?: Register and check prizes several days before the raffle, then label and pack them at least one day in advance. Keep the final prize list and any missing price labels together so volunteers can check them during setup.

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