Raffle and Prize Draw Record

Who this is for

The raffle written down from the first ticket to the last prize. Prizes with donor, number drawn and winner; tickets sold per seller at the price you set.

Whoever is holding the ticket stubs at a fete, a quiz night, a school fair or a club dinner, and the treasurer who has to account for the money afterwards.

What this helps you track

• Every prize, who donated it and who won it
• Which prizes have been collected and which are still in the cupboard
• How many tickets each seller sold and what that comes to at your price
• The total tickets and takings, so the cash tin can be reconciled

How to use it

1. Write the event, the date of the draw, who is organising it and the ticket price you have set at the top.
2. List the prizes as they are promised, with the donor. Number them in the order they will be drawn.
3. Give each seller a line in the sales table and, as books come back, write the number of tickets sold. The amount is worked out from your price.
4. At the draw, write the ticket number and the winner against each prize. Tick collected when the prize leaves the table.
5. The totals and the summary are worked out in the browser and the workbook; on paper, multiply and add at the foot, and count the cash against it.
6. Keep the sheet with the stubs and the cash record. Uncollected prizes are the note at the bottom.

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

Do I need a licence or registration to run a raffle?

That depends on where you are, who is running it, where tickets are sold and what the prizes are. Check what is required where you are and who issues it before tickets go on sale. This record does not say what the rules are.

What ticket price should I charge?

Whatever you decide. There is a field for it at the top and the sales table uses it; nothing is suggested.

What if tickets were sold at different prices?

Enter the usual price at the top and put the odd ones — a discounted strip, a book sold for a round sum — on their own line with the actual takings in the note, or run a second sheet for the second price.

What happens to prizes nobody claims?

Write them in the notes with the ticket number. Whether you redraw or keep them for next time is your committee's decision, and what you told buyers on the ticket may settle it.