100 Club Draw Record

Who this is for

The book for a 100 club. It records who holds each number and what they have paid, and it keeps a line for every draw: who drew it, who witnessed it, which numbers came out and whether the prizes went out. The totals show what was collected, what was paid in prizes and what the club kept.

The promoter or treasurer of a club, school, church or community group 100 club, and the committee member who checks the book before the year's figures go to the AGM.

What this helps you track

• Who holds each number and how to reach them
• How many draws each holder has paid for, and the amount
• Every draw, with the person who drew it and the witness
• The winning numbers and the prize money paid out
• What was collected, paid in prizes and kept for club funds

How to use it

1. Write the organisation, the 100 club year, the promoter and your own subscription per number per draw at the top, with the prize share your committee agreed.
2. Give every number sold a line in the number register, tick it as sold and note the holder's contact details.
3. Record how many draws each holder has paid for as money comes in; the amount column is worked out from your subscription in the browser and the workbook.
4. At each draw, write the date, who drew and who witnessed it, the three winning numbers and the prize money, and tick paid out once winners have their money.
5. Check the summary before each committee meeting: numbers sold, subscriptions collected, prizes paid and the amount retained.
6. Print the register for the draw itself, or fill it in online, where it saves in your own browser.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Does the sheet say what share should go in prizes?

No. The prize share is whatever your committee agreed, and you enter it in the header. The summary then shows the prize fund at that share next to what was actually paid out, so the two can be compared.

Do we need permission to run a 100 club?

Small lotteries are regulated differently from place to place, and some need registering. Check the rules where you are before selling numbers; this sheet only keeps the record and makes no statement about what applies to you.

How do I record someone who pays for the whole year at once?

Enter the number of draws they have paid for in the draws paid column, however they paid. The amount column multiplies that by your subscription, so a year paid up front and twelve monthly payments end up as the same figure.

Why have a witness column?

A named witness at each draw shows members that the numbers were drawn fairly, and it answers the question later if anyone asks. Many clubs draw at a meeting and name someone who is not the promoter.