Draw day is when a raffle or prize competition earns, or loses, its reputation. Entrants want to see that the winner was chosen fairly. Regulators want records. And if something goes wrong on a livestream with thousands watching, everyone remembers.
We spent five years as the development and operations partner to a live prize competition business across Australia and New Zealand, including draws with well over 100,000 entries. This is the process we recommend for running a draw that is fair, visible and easy to prove afterwards. Always check the specific rules for your state and permit, as requirements differ.
Before the draw
1. Lock the entry pool at the cut-off
Sales must stop at the advertised time. The platform should close sales automatically and create a snapshot of every eligible entry at that moment: entry numbers, purchaser references and the total count. Store the snapshot so it cannot be edited.
2. Reconcile entries against payments
Before drawing, confirm that every entry in the pool matches a successful payment (or a valid free entry, where your terms allow them) and that refunded or charged-back entries have been removed. Record the final numbers.
3. Publish the pool size
Announce how many entries are in the draw. It sets expectations and makes the result easier to trust.
4. Confirm the method and the people
Decide in advance whether the draw is manual or uses a random number generator (RNG), who will run it and who will witness or scrutineer it. Some permits specify requirements, so check yours.
Running the draw
Using a random number generator
- Use a well-established, cryptographically secure RNG, not a spreadsheet’s RAND() function.
- Draw from the locked snapshot, not the live database.
- Log the time, pool size, method, random value generated and the winning entry.
- If you draw multiple prizes, decide beforehand whether winners can win more than once, and code that rule into the draw.
Livestreaming
- Show the pool size and the cut-off time on screen.
- Show the draw happening, not just the result.
- Do not show full names, phone numbers or emails on screen. Use entry numbers and first name plus suburb if your terms permit.
- Have a backup: a second machine ready to run the same draw on the same snapshot if the stream drops.
Need a draw engine you can defend?
We build draw platforms with locked entry pools, secure random selection and a complete audit log for every draw.
After the draw
1. Contact the winner, and record it
Call, email and SMS the winner as your terms describe, and log each attempt with the time. If you send SMS, make sure your sender ID is registered, or the message may arrive as “Unverified” and be ignored. See our SMS sender ID guide.
2. Verify before you hand over
Confirm the winner’s identity and eligibility (age, location, terms) before announcing details publicly or delivering the prize.
3. Publish the result
Publish results where your terms say you will, within the stated time.
4. Keep the records
Keep the entry snapshot, reconciliation, draw log, video, winner contact log and prize delivery evidence. If anyone challenges the result, these records are your answer.
5. Handle unclaimed prizes by the book
Follow your terms and your permit conditions for redraws. Do not improvise.
Common draw-day mistakes
- Leaving sales open “a few extra minutes” because they are going well.
- Drawing from a live database that is still changing.
- Showing winners’ personal details on a livestream.
- No backup plan when the internet drops mid-stream.
- No log, just a screenshot of the winner.
Related reading
- Raffle software checklist: 8 things your platform must do
- How to run an online raffle in Queensland
- Are raffles legal in Australia? A state-by-state guide
FAQ
Is a random number generator allowed for raffle draws?
Many organisers use RNGs, and some permits set conditions for them. Check your permit and state rules, and keep a full log of how the RNG draw was performed.
How long should we keep draw records?
Check your permit conditions and state regulator guidance. Keeping complete records for several years is a sensible default.
Sources
- Business Queensland: Competitions, raffles, bingo and other charitable games
- ACNC: Fundraising in Queensland
Plan your next draw with people who have run them
From entry pool to winner notification. Talk to an engineer about your platform and draw process.