Best Way to Do a Raffle Drawing: The 6 Step Process for a Smooth, Legal & Exciting Event

Quick Answer

The best way to do a raffle drawing is to keep it fair, legal, and transparent. Follow your state’s raffle laws, track ticket sales, and use a trusted random method, like a clear tumbler or a certified digital randomizer such as Paybee. Announce and record the drawing publicly to show fairness and build trust. When the process feels honest and fun, people will gladly join your next fundraiser.

Key Takeaways

1. Fairness Builds Trust — Always use a transparent method (physical or digital) with witnesses or live video to prove every entry has an equal chance.
2. Legal Compliance Matters — Check state raffle laws, obtain required permits, and keep clear records to protect your organization.
3. Energy Counts — Treat the drawing as an event: add music, countdowns or livestream excitement to boost engagement.
4. Celebrate and Thank Supporters — Publicly announce winners, share impact updates, and express gratitude to maintain loyalty.
5. Document Everything — Keep detailed records of sales, winners and prize distribution for accountability and future improvement.

There’s definitely the right and wrong way of doing a raffle, and since raffles are regulated by almost every state in the USA, if you don’t do them right you can easily find yourself with a huge fine and even at risk of loosing your 501(c) nonprofit status. This is why you need to aim for yours to be fair, transparent and fun. Whether you’re raising money for a local school, animal rescue, or community project, the way you run your raffle drawing determines how much trust and excitement your supporters feel.

Using specialized platforms like Paybee and some others, today’s organizers can choose from both traditional paper raffles and digital or hybrid systems that automate everything from ticket tracking to winner selection. Each has its own advantages, but fairness and clarity must always come first. Before you ever pull a ticket or press “generate winner,” it’s extremely important to make sure you’re in compliance with your local raffle laws and you use a transparent method for drawing.

Throughout our article we’ll be discussing the best raffle drawing methods from simple in-person setups to verified online tools so your next nonprofit fundraising raffle runs smoothly, feels fair and leaves everyone excited to play again.

6 Steps to a Legal and Profitable Raffle

Running a successful raffle isn’t just about selling tickets and drawing names, it’s about building trust, staying compliant, and giving your supporters a fun, transparent experience. Whether you’re a small community group or a registered nonprofit, following these six key steps will keep your raffle legal, fair and memorable so your supporters look forward to each one.

Raffle Planning Overview

Step 1: Understand Raffle Rules and Legal Requirements

Sometimes raffle rules and legal requirements can become confusing as they vary between states and even from country to country. What might be perfectly acceptable in one region could result in fines or disqualification in another. Most U.S. states classify raffles as a form of gambling, which means they’re often subject to strict licensing, reporting and charitable use regulations. In general, only registered nonprofits, schools, religious organizations and certain community groups are allowed to host raffles legally.

This means you’ll need to start at the sate level, or country if you’re abroad to see exactly what’s allowed and what’s not when it comes to specific raffle legality and licensing rules. Some states require an application and small fee before you begin selling tickets, while others may limit the number of raffles you can hold each year or the total value of prizes.

For example, California requires that at least 90% of all proceeds go directly toward charitable purposes, ensuring the event benefits the intended cause rather than administrative costs. And many states still have major restrictions on online raffles including even selling tickets or drawing winners entirely online since they see them as a form of gambling. So be crystal clear of your local laws before using a platform like Paybee to run your raffle.

Next, define your raffle’s eligibility and selection process clearly. Who can enter? Are board members or staff eligible? How will winners be drawn, manually or through a digital randomizer? It’s important to get these right as some states require you literally print this information on each ticket to stay complaint. Other states also require a person as a point of contact and a phone number.

At the very least, even if your state doesn’t require it, post the rules on your website or any advertising you use to show you are adhering the best you can. Transparency not only keeps your organization safe but also builds confidence among donors and participants. If people trust the fairness of your raffle, they’re far more likely to participate again.

To avoid common pitfalls and again to show you’re doing the right thing, document everything from the total ticket numbers sold to the total funds raised and how your prizes were distributed. Keep these records for at least a year, but understand some states require up to four years, in case of audits or disputes. And whenever possible, use a neutral individual or team to conduct your drawing and have an independent witnesses and a live and recorded video stream for added accountability. There’s no reason not to go a bit further just to be safe.

Pro tip: Visit your state’s Secretary of State, Attorney General, or Gaming Commission website before planning your raffle. Most provide downloadable forms, FAQs and compliance checklists specifically for charity raffle regulations.

Step 2: Choose the Right Drawing Method

Once all the legal stuff is out of the way, the next step is choosing the best drawing method for your specific raffle. It should matches your event’s size, audience and be completely transparent. It doesn’t matter if it’s a small local drawing or a nationwide fundraiser, the way you draw winners has everything to do with trust and transparency. And each type, physical, digital or hybrid has their different strengths and weaknesses. The trick is to pick a system that feels fair, visible, and verifiable to everyone watching.

A. Physical Drawings

Traditional paper-ticket raffles remain one of the most trusted and exciting methods, especially for small in-person events like school fundraisers, church fairs or local charity dinners. People still positively react to the sight of their ticket tumble while getting excited to see if there is drawn, that is if they think things are fair.

So always mix your tickets long enough people feel you’re being fair. Whatever you decide to mix them in, make sure the vessel is clear so everyone can clearly see the tickets being mixed up. Even a large goldfish bowl works for this. And be sure the person doing the mixing is impartial, don’t use someone connected to the cause. If you can, just request a guest to pull one out.

For even more added transparency, consider recording or live-streaming the draw so you can document that your draw was totally transparent and fair in case anything should come up later. This builds trust and keeps you covered, plus you can do this with your phone, so there’s literally no reason not to take the extra step. In fact, you should even publish the video on your social media to both build trust and show how exciting your event was.

B. Digital & Online Raffles

For larger fundraisers or organizations that sell tickets across multiple locations, online raffle drawings can save hours of manual work. Platforms like Paybee offer automated tools that track every purchase, generate digital tickets and even select winners through built-in randomizers.

These systems use Random Number Generators (RNGs) to pick winners fairly. An RNG assigns each ticket a unique number and then selects one at random using secure algorithms. This is basicaly the same exact idea behind big state wide lotteries.

Again it’s best to record the entire process for transparency and consider doing the draw live via Zoom, YouTube, or Facebook Live. Just show your screen during the draw, demonstrate the randomizer so everyone understands it’s completely random and immediately announce the results publicly. This way no one will ever question that there was bias of any sort.

Tip: Even if your raffle is 100% digital, try to replicate that “event feel.” Add music, a countdown or short thank-you messages from your team before revealing the winner. The more memorable the experience, the more likely supporters will come back next time.

C. Hybrid Methods

More and more charities are looking to use hybrid raffles which include selling your tickets online while conducting a live drawing on camera or at an in-person event. This method combines the reach of digital sales with the authenticity of a physical drawing. For example, you can sell tickets via Paybee, export the digital list into numbered slips, print them and then draw the winners live during your event.

Hybrid raffles are especially powerful because they allow your local supporters to be part of the event in person while also allowing people that can’t make it or in another part of the country to still be involved in the fun while also supporting your cause all at the same time. Just be sure to announce the date, time, and platform of your live draw well in advance so everyone can witness the fairness of the process.

Whether you choose a paper-based, online, or hybrid raffle, the goal remains the same, to run a random, transparent, and trusted drawing that feels as rewarding for participants as it is for your cause. By selecting the right raffle software or physical setup you’ll demonstrate that your raffle is being run professionally and no one will ever question how fair it was.

Step 3: Set Up the Drawing Space

A successful raffle event setup starts long before the first ticket is drawn, so give yourself plenty of time to actually plan your event correctly. The environment you create, whether physical or virtual, sets the tone for how fair it is and how much fun your supporters enjoy it. So make sure your space is clean and professional looking and it also looks good on camera if you’re going virtual or hybrid.

Preparation Checklist

Before the drawing begins, take a few moments to ensure everything is organized and transparent:

• Clear Workspace or Livestream Setup: Keep your drawing area clutter free so your tickets or devices are clearly visible at all times. Check your lighting and camera angle to clearly show the tumbler, screen, or randomizer if you’re hosting a live raffle drawing online.
• Numbered Tickets Matching Your Sales Log: Have a master list and make sure every single ticket sold, physical or digital matches it. This prevents errors, disputes or missing entries. Keep all stubs or digital files accessible in case verification is needed.
• Camera or Phone to Record the Drawing: Recording adds accountability and gives you great marketing material afterward, and with today’s easy tech there really is no reason not to do it.

Energy and Showmanship

Treat your drawing as an event, not just an administrative step. The entire point of someone buying a ticket is they want that little energy boost when the drawing happens, it’s what make it fun to be a part of. You can add more by adding a countdown before the big reveal or playing upbeat background music to build anticipation. Have your host engage the audience by thanking your supporters and sharing how much was raised. And mention what your cause is and the impact of their donations just to remind them that even if they don’t win, their money is going to a great cause.

Step 4: Draw the Winners Fairly and Transparently

This is definitely one of the most important aspects of holding a raffle to focus on, because if people think they were cheated they’ll never participate again. And they’ll tell their friends too! Your supporters must be able to view it as trustworthy and fair. The following steps will help you conduct a random raffle drawing that’s transparent from start to finish and gives everyone an equal chance at winning.

1. Check Your Entry List

Before anything begins, confirm how many tickets were actually sold or handed out. Match that count against your records or online sales report so every entry is accounted for and no numbers are missing or doubled. If you’re running things digitally, download the final ticket list and keep it somewhere safe.

2. Explain What’s About to Happen

Start the event by reviewing the basics: what the raffle supports, how many prizes there are, and how the winners will be chosen. Thank everyone for being part of it and make sure the camera or the crowd can clearly see the drawing area. A quick, friendly overview builds trust right from the start.

3. Draw the Winners Live

Here’s the exciting part. If you’re using paper tickets, mix them well in a tumbler or container before pulling one out by hand. Hold it up so everyone can see the name or number. If the drawing is online, use a well-known random number generator or raffle app that records the results. Share your screen and click “draw” so the process is visible to everyone. Then announce the winner right away and keep the energy high.

4. Double-Check the Winner

Before celebrating too hard, verify that the ticket number and buyer match your official records. Confirm the name, contact info, and payment if needed. When multiple prizes are involved, separate each round so the process stays clear. Unless your rules allow repeat wins, remove drawn tickets from the pool.

5. Announce and Follow Up

Once confirmed, announce the winner publicly. Say their name clearly or display it onscreen and thank everyone again for supporting your cause. Afterward, contact the winner privately to arrange how they’ll receive their prize. A quick, polite follow-up keeps your reputation for fairness intact and leaves people eager for the next one.

Prize Claim Timeframes

Announce and post the timeframe for claiming prizes in advance. For example, winners may have 30 days to collect their reward before a new draw is held. Clear rules protect both you and participants from misunderstandings later.

By following all of our steps above you’ll know exactly how to draw raffle winners fairly, create a moment of excitement for your audience and preserve the credibility that turns one successful event into a lasting community tradition.

Step 5: Announce and Celebrate the Winners

This is where you make your supporters really feel part of your cause and not just another number. Close the night out with announcements that celebrate success, showcase gratitude, and build anticipation for what’s next. Make people feel special with a raffle winner announcement that helps deepen their commitment to your charity and also shows how their contributions will help pushing positive results through your cause.

Make the Announcement Exciting

Start by deciding how you’ll reveal your winners. A live reveal whether on Facebook, Instagram, YouTube or Zoom adds energy and transparency. You want people to be excited while also completely feeling everything was fair. Begin with a quick recap of your fundraising goal and total amount raised before announcing the big winner. Then show the winning ticket or number so everyone can see the final results.

For smaller raffles it’s smart to follow up with an email announcement that thanks everyone and lists the winners by name or ticket number if people want to remain anonymous. Talk about how the funds will be used and their impact on real sceneries. This helps people build an emotion connection to your organization.

Add Visuals and Gratitude

Photos and videos are powerful raffle celebration ideas and you should definitely be including them every chance you get. Capture your team holding up the winning ticket, smiling with the winner, or presenting the prize. Pair each image with heartfelt thank-you messages to sponsors, volunteers and participants to show how much it meant that they participated.

Use engaging captions like:

“Thank you for helping us raise $4,200 for our youth program! Congratulations to our lucky winner, Sarah T., and to everyone who joined in the fun. Stay tuned for our Holiday Raffle coming next month!”

Smart posts like these not only celebrate the winner but also keep your audience emotionally connected to your mission.

Encourage Ongoing Engagement

The celebration shouldn’t end with the drawing. Invite followers to stay connected by joining your email list, following your page or donating again. Add a call-to-action button like “Support Our Next Raffle” or “Become a Monthly Donor.”

By turning your winner announcement into a joyful and inclusive event, you build excitement that carries forward and makes sure your next social media raffle attracts even more enthusiasm leading to bigger crowds and more donations.

Step 6: Document Results and Follow Up

Once the excitement settles it’s time to build on long term relationships through documenting your raffle results and following up. Careful raffle recordkeeping ensures your event remains transparent, repeatable and easy to audit it that situation arises. It also helps you identify what worked best so each future raffle can raise more funds with less effort.

Keep Detailed Records

Start by organizing your final documents. Maintain a written or digital record that includes:

• All ticket numbers sold and corresponding buyer information.
• The names of winners, their contact details, and the prizes awarded.
• The total revenue collected, itemized by payment type (cash, online, etc.).
• Any expenses, such as printing, licenses, or platform fees.

Store these files in a safe place. For optimum record-keeping keep your files in both digital and print formats. And remember, some states require you to keep these records for up to four years if they end up demanding a raffle audit, so make sure you’re following your own state’s guidelines.

Send Personalized Thank-Yous

Never underestimate the impact of gratitude. Within a few days of the event send out thank-you emails or certificates to participants, donors and all of your volunteers. You’ll want to include all the relevant information like the total amount funds you raised for the night and how your charity plans to use them.

For sponsors or large donors, go the extra mile and mail them a printed thank-you letter, tag them in your recap post or share photos of their logo at the event. These little additional personalized touches can really help your organization stand out and encourages their continued future involvement.

Analyze and Improve

To build ongoing nonprofit raffle success, take time to reflect. You just had an event, and whether it was successful or not, you should have learned an awful lot about running one successfully and what matches or repels your supporters. There will be prizes that everyone seemed to go in on, while other were mediocre and didn’t really seem to fit your attendees. This is all gold as far as data, as using this knowledge can only help you improve all of your future events.

Did ticket prices feel right for your audience? What brought more excitement or funds than other items? Did people stay the entire night? Was there a buzz or did it feel like a meditation center? Details like these mater and you should be recording them so you will always know what worked and what needs to be improved on. These insights help refine your strategy for next time.

Common Mistakes to Avoid

There are always things that can go wrong as raffles do have a few moving parts. But most raffle mistakes are simply overlooked or simply not thought about before hand. So we’ve put together a list of the most common mistakes we see charities make when holding a raffle, and how you can be sure to prevent them for you own. So below are the most common raffle errors that can derail an otherwise great fundraiser.

1. Forgetting to Verify Legality

One of the biggest and most damaging mistakes we see is skipping the legal review. Each state (and sometimes municipality) has its own rules for raffles, charity gaming and prize drawings and they’re not just ‘guidelines’. Some require a registration forms and license numbers printed on all of your tickets while others place limits on the total prize value. Some states restrict online participation entirely. Even if you conduct an unlicensed raffle accidentally, the costs of doing so can be steep! So always confirm local raffle legality before selling a single ticket.

2. Mixing Online Payments with Unlicensed Raffles

Online payments are super easy to use, but they’re also super easy to get into trouble with. It’s because in many states it’s actually against the law to collect raffle money through PayPal, Venmo, or credit cards unless you’ve been specifically approved to do so. Selling tickets online without the right paperwork can look a lot like unlicensed gambling.

If your state doesn’t allow digital raffles, keep things simple: sell tickets in person or use a verified fundraising platform such as Paybee. These services already handle most of the state-by-state rules so you don’t accidentally cross a legal line.

3. Forgetting to Set Prize-Claim Deadlines

Every raffle needs a clear deadline for winners to claim their prizes. Most groups give 30 to 60 days, long enough for people to respond, short enough to avoid limbo. Without that rule in writing, you risk arguments later or prizes that sit around unclaimed forever.

State the deadline before you draw, post it online or at your event, and include it in your official raffle rules. Once the window closes, either draw a new name or use the item for another fundraiser, just make sure you follow the terms you’ve shared.

4. Drawing Without Witnesses or Proof

If you couldn’t see the drawing, wouldn’t you feel something could be off? Of course most people would, regardless of how much they trust your organization. Always have at least one neutral witness when you draw and whenever possible record a short video of it. Even better, live stream it! It’s simple insurance as it protects your reputation, provides evidence if someone questions the results and doubles as shareable content for social media.

5. Weak Promotion or Confusing Rules

Marketing is still a huge part of your success, if no one knows about your event, how can you expect people to show up? So market in every way possible, and using all of it, make sure you are crystal clear on every important detail of your event. This means every message, flyer, post or email clearly explains who benefits, what the prizes are, how to enter and when the drawing happens. Keep it short and straightforward. Confusion kills participation, while clarity builds trust and excitement.

The Bottom Line

Avoiding raffle missteps isn’t complicated, just follow the rules, stay transparent and communicate everything to your supporters clearly. When people see that your event is organized and fair, they’ll not only come back for the next one, they’ll bring their friends too.

Raffle FAQ: Common Questions Answered

Can I draw a raffle live on Facebook?

Yes, in most places you can livestream your raffle drawing on Facebook, Instagram or even YouTube as long as the raffle itself follows local laws. A live video is actually one of the best ways to show transparency. Just make sure everyone can see the drawing clearly, whether it’s a tumbler spin or a digital randomizer on your screen. Announce each winner in real time, and save the video afterward in case anyone wants to verify how it was done.

How do I prove my raffle was fair?

The easiest way to prove fairness is to keep solid records and make the process visible. Save a copy of your full ticket list, video the draw (or stream it live), and have at least one neutral person present as a witness. If you’re using a random number generator, take a screenshot or export the result. These simple steps protect your reputation and make your supporters feel confident that everything was above board.

Can a business host a raffle for charity?

Usually yes, but the exact rules depend on your state or country. Some places require the business to partner directly with a registered nonprofit or to get a temporary raffle license. If you’re unsure, check your local gaming or charity bureau’s website before you start selling tickets. Many small businesses run charity raffles every year, you just need to keep the paperwork straight and make sure all proceeds go where you say they will.

What’s the best randomizer for raffles?

If you’re doing a digital drawing, look for tools that log results and can be shown live. Options like Random.org, Wheel of Names, or the built in systems from Paybee are popular because they record the draw for proof. Avoid any randomizer that doesn’t provide a clear record, transparency matters as much as the result.

Do I need a permit for a small fundraiser raffle?

It depends on where you live and who benefits. Some states or provinces allow small charity raffles without a permit if the total value stays under a set limit (for example, $5,000). Others require registration no matter how small it is. Always double check with your local authorities or city hall before you start selling tickets. A quick call now can save you a headache later.

Conclusion: Run a Raffle People Trust and Remember

When it comes down to it, there are just three important factors in running a compliant raffle that brings in money for your cause, fairness, excitement, and compliance. Keep things transparent from start to finish, bring some fun and energy to the drawing and make sure you understand your local regulations before you start selling tickets. That mix of clarity and enthusiasm is what keeps supporters coming back again and again. And Paybee makes all of this so much easier, from keeping track of prizes to selling tickets both in person and online, there’s really not much our platform can’t do to make your next raffle the most profitable event you’ve ever held. Check out our free demo to see all we can do.

‍