How to Run a Tombola: The Ultimate Guide for Fundraising Success

Key Takeaways 

• No licence needed for basic tombolas at events (under £500 prizes, £100 expenses)
• Charge 25p-50p per ticket depending on prize quality and audience
• 1 in 5 or 1 in 10 odds work best for keeping people happy
• Display is everything – attractive presentation drives sales
• Consolation prizes keep disappointed children (and parents!) sweet
• Donated prizes are cheapest but bought tombola kits offer better coordination

Right, let me tell you about tombolas – honestly, after helping out at school events for over 10 years and running them through my charity marketing work, I reckon I could set up a tombola stall in my sleep! They’ve been the absolute backbone of every Christmas fair and summer fete I’ve been involved with, from Freddie’s first primary school do when he was tiny, right through to Arlo’s current school events.

If you’re thinking about running a tombola for your next fundraising event, you’ve come to the right place. Whether it’s for your child’s school PTA, local charity, or community group, I’ll walk you through everything you need to know to run a successful tombola that actually makes decent money (not just covers costs!).

What Exactly Is a Tombola?

Let’s start with the basics, shall we? A tombola is essentially a game of chance where people buy tickets and immediately find out if they’ve won a prize. Unlike a traditional raffle where you wait for numbers to be drawn later, tombolas give instant gratification – which is probably why kids (and let’s be honest, adults too) absolutely love them!

Here’s how it works: prizes are numbered using raffle tickets, and matching numbered tickets go into a drum or container. People pay for a ticket, draw one from the drum, and if their number matches a prize, they win it. Simple as that!

The brilliant thing about tombolas is that they work at virtually any event. I’ve run them at school fairs, charity fun days, church fetes, and even smaller gatherings. They’re particularly perfect for events with families because there’s something for everyone to win.

How Do You Run a Tombola? The Step-by-Step Guide

Getting Your Prizes Together

This is honestly the most important bit – your prizes make or break your tombola. Over the years, I’ve learned that you need at least 30-40 prizes to create an attractive display that draws people in. The more prizes you have, the more tickets you can put in your drum, which means more people can play.

Where to source prizes:

1. Ask for donations – This is your cheapest option. Send a note to parents, members, or supporters asking for donations. Think fancy toiletries, chocolates, bottles of wine, books, small toys, or even homemade treats. Just make sure everything’s in good condition!
2. Approach local businesses – This takes more planning but can yield amazing results. Local shops, restaurants, and services often donate vouchers or products in exchange for a mention at your event. I’ve had brilliant success with this approach for charity events.
3. Buy a tombola kit – If you want coordination and less hassle, ready-made tombola kits include all prizes, sealed tickets, and professional-looking posters. They cost more upfront but often generate better profits because people are drawn to the professional display.

Setting Up Your Tickets

If you’re gathering your own prizes, here’s what you need to do:

1. Decide your odds – This is crucial! I usually go with 1 in 5 tickets winning (every 5th ticket) for events with lots of children, or 1 in 10 for adult-focused events. The better your prizes, the longer odds you can get away with.
2. Number your prizes – Use cloakroom tickets (available from any stationers). Attach the winning tickets to your prizes.
3. Prepare your drum – Take the matching numbered tickets, fold them up, and pop them in your tombola drum along with all the non-winning tickets.

The Magic of Display

Here’s where my marketing background really comes in handy – presentation is absolutely everything! A tatty table with randomly scattered prizes will make maybe £20. A properly staged display with good lighting, clear signage, and attractive layout? I’ve seen the same prizes make £100+.

Top display tips:

• Use coloured tablecloths or fabric to create an attractive backdrop
• Display MORE prizes than will actually be won – this creates psychological appeal
• Make sure your winning numbers poster is clearly visible
• Group similar items together (all chocolates in one area, toys in another)
• Ensure everything’s clean and well-presented

Staffing Your Stall

The person running your tombola can make a huge difference to sales. You want someone bubbly and engaging – think of them as your star salesperson! They need to be comfortable dealing with disappointed children (trust me, this happens!) and enthusiastic enough to draw people in.

I always brief my volunteers to:

• Explain how the game works clearly
• Stay upbeat even when people don’t win
• Have consolation prizes ready for upset little ones
• Keep the energy high to attract more players

How Much Should You Charge for a Tombola?

Pricing is absolutely crucial and depends on several factors:

Budget-Friendly Events (Schools, Community Groups)

• 25p per ticket works well for events with lots of families
• “Buy 4 get 1 free” deals encourage multiple purchases
• Good for donated prizes or mixed-quality items

Higher-End Events (Charity Galas, Adult-Focused)

• 50p-£1 per ticket if you have quality prizes
• Works when prizes include alcohol, luxury items, or vouchers

My Pricing Strategy

I always look at my audience and prizes together. For school fairs where parents might have three kids wanting to play, I keep tickets at 25p but offer deals like “5 tickets for £1”. For charity events with adult prizes, I’ll charge 50p straight.

Pro tip: Price your tickets so people can easily buy multiple goes without breaking the bank. Nobody wants to faff about with exact change!

Do I Need a Licence to Hold a Tombola?

This is probably the question that gets asked most! The good news is that for most events, you don’t need a licence, but there are specific conditions you must meet.

No Licence Required If:

• The tombola takes place during another event (your fete, fair, or fundraiser)
• All tickets are sold and drawn during the event only
• You spend no more than £500 on prizes
• You spend no more than £100 on other costs (tickets, drum hire, etc.)

When You Might Need Registration:

If you want to sell tickets in advance or advertise to the general public, you’re looking at a “small society lottery” which requires registration with your local authority. This involves a small annual fee but allows much higher prize values (up to £20,000 in ticket sales).

For most school and community events, the basic tombola rules are perfectly adequate. The Gambling Commission website has full details if you need to check specifics for your event.

How Do You Play the Game Tombola?

Right, let’s make sure everyone understands the game – including how to explain it to punters on the day!

The Basic Game:

1. Customer pays for their ticket (or tickets)
2. They draw a folded ticket from the drum/container
3. They unfold it to reveal their number
4. If their number matches a prize, they win it!
5. If not, better luck next time (but maybe offer a sweet!)

Making It Fun:

• Let children spin the drum handle if you have a proper tombola drum
• Build excitement by asking “What number have you got?” before they look
• Celebrate winners loudly to attract more players
• Have backup activities for non-winners (I sometimes have a “lucky dip” box of small items)

Popular Variations I’ve Used:

Jam Jar Tombola: Fill jam jars with sweets, small toys, or treats. Winners get the entire jar contents. This is brilliant for school fairs because every prize is clearly visible.

Lucky Straw Draw: Roll tickets and insert them into drinking straws, then stand the straws in a sandbox. People pick a straw rather than drawing from a drum. Kids absolutely love this version!

Themed Tombolas: Match your prizes to an event theme. I once did a “Pamper Yourself” tombola with beauty products, bath items, and chocolate – it was incredibly popular with the mums!

Examples and Profits of Tombolas that we’ve run

Let me share some actual figures from tombolas we’ve helped to run over recent years:

School Christmas Fair (Donated Prizes)

• Costs: £3.20 (raffle tickets), £3.15 (drum hire), £10 (sweets for consolation prizes)
• 40 donated prizes, 1 in 5 wins, 25p per ticket
• Sold 180 tickets = £45 takings
• Profit: £28.65

Charity Event (Mixed Donated/Bought Prizes)

• Costs: £3.20 (tickets), £3.15 (drum), £20 (bought 10 prizes)
• 30 total prizes, 1 in 10 wins, 50p per ticket
• Sold 270 tickets = £135 takings
• Profit: £108.65

Bought Tombola Kit

• Costs: £113 (kit), £3.15 (drum hire), £55 (consolation prizes)**
• 98 prizes, approximately 1 in 12 wins, 25p per ticket
• Sold 1080 tickets = £270 takings
• Profit: £98.85

The lesson? Sometimes investing in better prizes pays off, but don’t overlook the power of well-presented donated items!

Essential Equipment and Setup

Here’s everything you’ll need:

Must-Have Items:

• Table for displaying prizes
• Raffle tickets (cloakroom style from stationers)
• Tombola drum or large container for drawing tickets
• Float of small change (£10-15 in 5p, 10p, 20p coins)
• Volunteer to run the stall
• Clear signage showing ticket prices and how to play

Optional But Recommended:

• Consolation prizes (sweets, small toys) for disappointed children
• Attractive tablecloth or display materials
• Good lighting if your event location is dim
• Chair for your volunteer
• Calculator for quick mental maths

My Setup Routine:

I always arrive at least 30 minutes before the event starts to set up properly. Good preparation makes everything run smoothly and helps avoid that last-minute panic when the first customers arrive!

Common Mistakes to Avoid

After years of experience, here are the biggest pitfalls I see people fall into:

Poor Prize Presentation

A jumbled table of random items doesn’t inspire confidence or desire. Group similar items, use attractive displays, and make sure everything looks clean and appealing.

Wrong Odds for Your Audience

If you’re running a kids’ event and only 1 in 20 tickets wins, you’ll have a lot of upset children and stressed parents. Match your odds to your audience’s tolerance for disappointment!

Inadequate Float

Nothing kills momentum like not being able to give change. Make sure you have plenty of small coins and notes.

No Backup Plan for Disappointment

Always have consolation prizes for upset children. A 5p sweet can turn a disappointed child into a happy one who tells their friends to come and play.

Unclear Instructions

Make sure your signage clearly explains how to play, what tickets cost, and what numbers win. I’ve seen people walk away confused rather than ask questions.

Advanced Tips for Maximum Profit

Want to really maximise your tombola’s success? Here are some professional tricks I’ve learned:

Psychological Pricing

Price tickets so people can easily buy multiple attempts without feeling like they’re overspending. “3 for £1” feels better than “35p each” even though it’s more expensive.

Strategic Prize Placement

Put your most attractive prizes at eye level where people can see them easily. Hide the less exciting ones behind or to the side.

Create Urgency

Announce when you’re running low on the best prizes or when the tombola closes. “Only 30 minutes left!” drives last-minute sales.

Bundle Deals

“Family ticket: 5 goes for £1” works brilliantly at school events where parents have multiple children wanting to play.

Social Proof

Nothing attracts customers like seeing others win. Celebrate victories loudly and make sure prize winners are visible to passersby.

Troubleshooting Common Problems

“We’re Running Out of Winning Tickets Too Quickly”

If you’re selling tickets faster than expected and running low on winning numbers, you have options:

• Start offering “any ticket ending in 5 OR 7 wins”
• Introduce consolation prizes for everyone
• Add more donated prizes if available

“Nobody’s Winning and People Are Getting Upset”

This usually means your odds are too long for your audience. Quickly adjust by accepting more number combinations as winners or offer consolation prizes to keep spirits up.

“We Have Tickets Left But No More Prizes”

Either stop selling tickets or switch to offering consolation prizes only. Be transparent with customers about the situation.

“Our Volunteer Can’t Handle the Crowds”

Have a backup person ready to step in, or ask someone confident to help manage the queue while your volunteer focuses on the game itself.

Seasonal and Themed Ideas

Christmas Tombolas

Focus on seasonal treats: mince pies, Christmas chocolates, festive candles, Christmas-themed toys. I always include at least one bottle of something alcoholic for the adults!

Summer Fair Tombolas

Think outdoor treats: picnic hampers, sun cream, outdoor toys, ice cream vouchers, garden items. Fresh fruit hampers go down surprisingly well.

Back to School Events

Stationery sets, books, educational games, lunch boxes, water bottles. Partner with local bookshops for donated items.

If you’re looking for more ideas for school events and PTA fundraising, check out my parenting posts where I share loads of practical tips from years of school involvement.

Legal and Safety Considerations

Beyond licensing, there are a few other things to keep in mind:

Child Safety

• Ensure all toys meet current safety standards
• Check for allergen information on any food prizes
• Supervise young children around the tombola drum

Insurance

Check that your event insurance covers tombolas and similar gaming activities. Most standard event insurance includes this, but it’s worth confirming.

Record Keeping

Even though you don’t need a licence, keep records of your costs and takings. This helps with future planning and satisfies any audit requirements if you’re raising money for a registered charity.

Accessibility

Make sure wheelchair users and people of different heights can reach the tombola drum and see the prizes clearly.

Environmental Considerations

As someone who’s increasingly conscious about sustainability, here are some eco-friendly approaches I’ve started using:

Sustainable Prizes

• Encourage donations of reusable items rather than single-use products
• Include eco-friendly prizes like reusable bags, bamboo products, or organic treats
• Partner with local businesses focused on sustainability

Reduce Waste

• Use recyclable or biodegradable materials for any decorations
• Encourage people to bring their own bags for prizes
• Donate any unsold edible prizes to local food banks

Frequently Asked Questions

Q: Can we run a tombola online? A: Traditional tombolas need to happen at physical events. Online versions would likely require different licensing as they’d be classified differently by the Gambling Commission.

Q: What if we don’t sell all our tickets? A: That’s absolutely fine! You only put the matching numbers of tickets you want to sell into the drum. Any unused ticket books can be saved for future events.

Q: Can we run multiple tombolas at one event? A: Yes, as long as each one meets the individual requirements (under £500 prizes, under £100 expenses each). I’ve run themed tombolas alongside general ones very successfully.

Q: What about Gift Aid? A: You can’t claim Gift Aid on tombola ticket sales because buying a ticket doesn’t count as a donation – the purchaser receives something in return (the chance to win).

Q: How early should we start planning? A: I usually start collecting prizes 6-8 weeks before an event. This gives plenty of time to approach businesses and gather donations without last-minute stress.

Q: What’s the best container if we don’t have a proper tombola drum? A: Large cardboard boxes work fine, as do plastic storage containers. The key is that people can’t see the tickets inside when they’re picking. I’ve successfully used decorated shoe boxes at smaller events.

Final Thoughts

Running a successful tombola isn’t rocket science, but it does require a bit of planning and enthusiasm. The key is understanding your audience, presenting everything attractively, and keeping the energy high throughout your event.

After all these years of running tombolas, I can honestly say they’re one of the most reliable fundraising activities you can organise. They work for all ages, don’t require special skills, and when done well, can be real money-makers for your cause.

Whether you’re helping with your first school fair or you’re a seasoned PTA veteran, remember that every successful tombola starts with good preparation and ends with happy participants – winners and non-winners alike!

The Fundraising Regulator website has additional guidance on all types of fundraising activities if you need more specific advice for your situation.

Good luck with your tombola – I hope it’s a massive success! And if you’ve got any questions or want to share your own tombola triumphs (or disasters!), I’d love to hear about them.

Have you found this guide helpful? Check out more of my event planning tips in my parenting section and also lifestyle section where I share loads of practical advice from years of school and community involvement!