Easy & Affordable Raffle Tickets
How to Run a Raffle Drawing: Steps for a Fair and Organized Event
Selling raffle tickets is only part of running a successful fundraiser. The drawing is the moment buyers have been waiting for, and it is also when your organization needs to demonstrate that the event has been handled fairly.
A disorganized drawing can lead to confusion, unanswered questions, or doubts about whether every eligible entry had an equal opportunity to win. A well-planned process, on the other hand, helps volunteers stay prepared and gives participants confidence in the results.
Whether you are organizing a school raffle, church fundraiser, nonprofit event, or community prize drawing, preparation makes a difference.
This guide explains how to run a raffle drawing, prepare tickets, select a winner, document the results, and avoid common mistakes.
1. Review Your Raffle Rules Before Drawing Day
Start by reviewing the rules that were shared with ticket buyers before sales began. Your drawing should follow the advertised terms rather than introducing new conditions at the last minute.
Confirm important details such as:
The official drawing date and time
The location or online format of the drawing
The prizes being awarded
The deadline for ticket purchases
Who is eligible to participate
Whether winners must be present
How winners will be contacted
What happens if a winner cannot be reached
Your organization should also confirm that it has followed applicable state and local raffle requirements. Rules differ across the United States, including who can conduct a raffle, whether registration is required, and how proceeds must be handled.
Check the relevant state authority before the event. Do not assume that rules in another state apply to your organization.
2. Prepare All Eligible Raffle Entries
Before selecting a winner, establish exactly which tickets are eligible for the drawing.
For a traditional printed raffle, this usually means collecting the completed ticket stubs from buyers. Each stub should correspond to a valid ticket and contain the information required by your raffle rules.
Check that:
The ticket number is readable.
The buyer's required information is complete.
The ticket was sold before the stated deadline.
The entry has been recorded correctly.
Any voided or canceled tickets are handled according to the rules.
Sequential numbering makes this process easier because each ticket has a unique identifier. If you are still planning your ticket format, see our guide to raffle ticket numbers and how numbering works.
For additional guidance on what information belongs on each ticket, review what to include on a raffle ticket.
3. Reconcile Ticket Sales Before the Drawing
Do not wait until the winning ticket is selected to discover that your records do not match.
Before drawing day, compare the number of tickets sold with your sales records and collected ticket stubs.
For example, suppose your organization printed 500 tickets. Your records show:
Ticket statusQuantityTickets printed500Tickets sold375Unsold tickets110Damaged or voided tickets15Total accounted for500
The numbers should balance. If they do not, investigate the difference before proceeding.
Also compare recorded sales with the payments received. If tickets were sold through several volunteers, collect their final records and confirm that all sold entries are accounted for.
This step helps prevent unsold, missing, or incorrectly recorded tickets from entering the drawing.
4. Choose a Fair Raffle Drawing Method
The drawing method should be appropriate for your event and consistent with the rules participants received.
Here are common options:
Drawing methodHow it worksBest suited forPhysical drawing containerCompleted stubs are placed in a container and one is selectedCommunity events and in-person fundraisersNumber-based drawingA winning number is selected and matched against the sales recordsRaffles with organized numbered entriesApproved electronic systemEligible entries are entered into a suitable random selection systemEvents with digital records or remote participants
For a traditional paper raffle, a drawing container is a familiar and straightforward choice. Make sure it is large enough to hold all eligible entries and that the stubs can be mixed thoroughly.
For electronic drawings, use a system that supports your raffle rules and applicable requirements. Keep a record of the entries included and the selection process.
No matter which method you choose, the goal is the same: every eligible entry must have a fair opportunity to be selected.
5. Set Up the Drawing Area
A little preparation helps the event run smoothly.
Before participants arrive, prepare the drawing area and make sure the necessary supplies are available.
You may need:
A suitable container or approved drawing system
All eligible ticket stubs or entries
A copy of the raffle rules
A list of prizes
A recordkeeping sheet
A microphone or speaker for larger events
A camera or recording device, if you plan to document the drawing
For an in-person event, position the drawing area where attendees can see what is happening.
If you are using a physical container, make sure it is easy to inspect and that entries can be mixed properly. Avoid placing additional entries into the container after the drawing process has started unless the published rules specifically allow it.
6. Explain the Drawing Process to Participants
Before selecting a winner, briefly explain how the drawing will work.
Tell attendees:
How entries were collected
What makes a ticket eligible
How the winner will be selected
How many prizes will be awarded
How winners will be announced
What happens after a winning entry is selected
This does not need to be a long speech. A clear explanation helps participants understand the process and reduces unnecessary questions.
If your organization is drawing several prizes, explain whether a person can win more than once. Follow the rules announced before ticket sales began.
7. Select the Winning Ticket
Once all eligible entries are ready and the procedure has been explained, conduct the drawing.
For a physical drawing, mix the entries thoroughly and select the required number of stubs. If possible, have an authorized volunteer or event representative perform the selection in front of attendees.
For a number-based drawing, select the winning number using the method described in your raffle rules. Then verify that the number belongs to a valid sold ticket.
Do not substitute a different selection method simply because the original process is inconvenient.
If you are using an electronic system, retain the information needed to document the selection process.
The most important principle is consistency: use the same fair procedure that your organization communicated to buyers.
8. Verify the Winner Before Announcing the Result
After selecting an entry, check its information before declaring the winner.
For a printed raffle, compare the stub with the matching ticket number and available sales records.
Confirm that:
The ticket number is valid.
The entry was sold and eligible.
The required buyer information is available.
The entry was not canceled or voided.
The result follows the published raffle rules.
If an entry is incomplete or there is a question about its eligibility, follow the procedure stated in your rules. Do not make an informal decision that could appear unfair to participants.
Once verified, announce the winning ticket number and contact the winner using the information collected.
9. Document the Results and Notify Winners
Keep a written record of the drawing, including:
Date and time of the drawing
Drawing location or format
Number of eligible entries
Selection method
Winning ticket number
Prize awarded
Winner notification status
Names of the volunteers or representatives overseeing the process
If the winner is not present, use the contact method described in your published rules.
Avoid sharing personal contact information publicly. When announcing results online or at an event, disclose only the information your organization is authorized to share.
You should also keep records of prize delivery or collection. This gives your organization a clear record of how the fundraiser concluded.
10. Thank Participants and Share the Fundraising Results
The drawing is not the end of your relationship with supporters.
After announcing the winners, thank ticket buyers, volunteers, prize donors, and everyone who helped organize the event.
If appropriate, share how much the fundraiser raised and explain how the money will support your organization's goals.
For example, a school might explain how the funds will support classroom supplies, while a nonprofit could share how the proceeds will contribute to its community programs.
This follow-up helps supporters see the value of their participation and can encourage them to take part in future fundraisers.
Common Raffle Drawing Mistakes to Avoid
Even a small raffle can run into problems if important details are overlooked.
Including unsold tickets: Only eligible entries should be included. Keep unsold tickets separate from completed entries.
Skipping the final ticket count: Reconcile your sales records and ticket stubs before the drawing.
Changing the rules at the last minute: Follow the terms participants were given before purchasing tickets.
Using an unclear selection method: Explain how the winner will be selected and apply the same procedure consistently.
Failing to verify the winning entry: Confirm the ticket number and eligibility before announcing a winner.
Forgetting to document the result: Keep a record of the drawing and prize delivery for your organization's files.
Choose Printed Raffle Tickets That Make Drawing Day Easier
The right ticket format can simplify the drawing process from the beginning.
For most traditional paper raffles, numbered tickets with detachable stubs are a practical choice. Buyers keep their ticket portion, while the organization collects the matching stub for the drawing.
When choosing tickets, consider:
Consecutive numbering: Helps identify each entry and verify the winning number.
Perforated sections: Makes it easier to separate the buyer's ticket from the drawing stub.
Clear information fields: Gives buyers space to provide the details your organization needs.
Readable design: Makes ticket numbers, prize details, and drawing dates easier to identify.
Suitable ticket size: Provides enough room for the information without making the ticket difficult to handle.
You can compare raffle ticket sizes and learn more about perforated ticket printing before choosing a format.
Raffles For Less offers custom printed raffle tickets with consecutive numbering, perforation, multiple paper colors, and several size options. You can also explore raffle ticket pricing to plan your printing budget.
Frequently Asked QuestionsHow do you run a raffle drawing?
Prepare all eligible entries, reconcile ticket sales, explain the selection procedure, and choose a winner using the method stated in your raffle rules. Verify the winning entry and document the result.
How do you pick a raffle winner fairly?
Use a selection method that gives every eligible entry an equal opportunity to win. For a traditional paper raffle, mix all eligible ticket stubs thoroughly before selecting one.
Should raffle ticket stubs be collected before the drawing?
Yes. For a traditional stub-based raffle, collect the completed stubs before the drawing deadline and organize them so all eligible entries can be included.
What happens if the winning ticket holder is not present?
Follow the rules announced before ticket sales began. If winners do not need to be present, contact the selected person using the information recorded on the ticket stub.
How many people should oversee a raffle drawing?
There is no universal number. Having at least two authorized people oversee the process can help with preparation, verification, and recordkeeping.
Should a raffle drawing be recorded?
Recording can provide an additional record of the event, particularly for larger fundraisers or remote participants. Make sure recording and publication follow applicable privacy requirements and your organization's policies.
Final Thoughts
A successful raffle drawing depends on preparation, accurate records, and a consistent selection process. When your organization verifies entries, explains the rules, selects winners fairly, and documents the results, participants can feel more confident about taking part.
Start with well-organized tickets and a clear plan. Explore custom raffle tickets from Raffles For Less to find numbered and perforated printing options for your next fundraiser.