Are you planning to organise a bingo night? Whether it’s for fundraising, a community activity, or simply for a fun time, organising a bingo event requires careful preparation.
Luckily, this detailed guide will walk you through every step, from planning to the end of the event. Follow the guide!
What is a bingo night and why and how to organise one?
You may know it by different names, such as "Quine" or "Lotto." First and foremost, a bingo night is a game of chance where participants purchase number cards and hope their combination will be drawn to win prizes. It is often organised by associations, schools, or sports clubs to raise funds while offering a fun and community-building activity.
Step 1: Define the objectives of the bingo night
Before diving into organising your bingo event, it’s essential to clarify your objectives. What do you aim to achieve?
The reasons can vary, but the most common ones include fundraising, community entertainment, and strengthening bonds within the association. This step is crucial to determine the necessary resources and the type of lottery you will organise.
Fundraising for an association
A bingo night is often organised to raise funds for a specific project, such as purchasing equipment or supporting an activity of the association. It’s an ideal operation for associations looking to increase their budget without relying on traditional donations. Participants buy bingo cards, and all profits go to the organiser.
Strengthening social bonds and promoting the association
Organising a bingo night is not just about fundraising; it’s also an excellent opportunity to gather members, parents, and students in a friendly atmosphere. In addition to entertainment, the bingo night helps strengthen the sense of belonging to the community or association, while attracting new participants.
Entertainment and local animation
A bingo night is a popular activity that attracts everyone, from young people to the elderly. It provides welcome local entertainment, especially in small towns and communities. Participants enjoy the suspense of the draw, the element of chance, and the opportunity to win various prizes like vouchers, gift cards, or other rewards.
Step 2: Choose the date and venue for your bingo night
The choice of date and venue is a crucial step to ensure the success of your bingo night. Choose a date that does not clash with other local events to attract as many participants as possible. Also, take into account the availability of volunteers and the weather, especially if the event is outdoors.
Selecting the venue
Choosing the right venue is essential for organising a bingo night. Preferably, choose a community hall, a party hall, or a large space at the association's headquarters. Ensure that the space is large enough to accommodate all participants and provide enough room for them to play comfortably.
It is important to check the available equipment: tables, chairs, sound system for announcing the draws, and materials to display the drawn numbers.
Accessibility and safety
Ensure the venue is easily accessible by car or public transport, with parking available nearby for participants. Consider safety too: emergency exits should be clear and clearly marked, and the equipment used (like the bingo cage and cards) should be in good condition to avoid accidents.
Step 3: Obtain the necessary gambling permits
To know how to organise a bingo night, it is crucial to follow the current regulations. Lotteries, tombolas, and bingo nights governed by Article D. 322-1 are considered gambling and are subject to strict rules, especially to ensure transparency and prevent abuse within an association.
Complying with legal obligations is essential to run your event safely and avoid penalties.
Regulation of lotteries
In France, organising an association bingo night is regulated by law. If the bingo is open to the public, an authorisation request must be submitted to the town hall of the event’s location. This process is mandatory for any bingo event with prizes such as gift cards, vouchers, or other items of low value.
Lotteries restricted to a private circle, such as members of an association or parents of students, are subject to less stringent rules, but still must meet certain conditions to avoid being classified as illegal games of chance.
Requesting authorisation and practical advice
The authorisation request should include information about the organising association (headquarters address, event objectives), as well as details about the draw, the planned prizes, and the number of games. Prepare your application thoroughly and submit it several weeks in advance to the prefecture or town hall to allow enough time for approval.
Step 4: Form a team of volunteers
Volunteers are essential for the success of your event. Define roles in advance (ticket sellers, hosts, card checkers) and ensure everyone knows their tasks.
Step 5: Prepare the prizes
Preparing the prizes is a key step in organising a bingo night. Attractive prizes increase participant enthusiasm and guarantee the event's success.
Basic equipment for the draw
Ensure you have all the necessary equipment for the game: numbered bingo cards, tokens to mark off the squares, a cage for the draw, and grids to track the drawn numbers. These items are essential for smooth and professional organisation.
Choose attractive and varied prizes
To motivate participants, offer a range of prizes. Choose gift vouchers, gift cards, hampers, and small electronic devices. Also, consider prizes of low value for children, so everyone has a chance to win. Offering varied rewards appeals to different types of participants, from families to game enthusiasts.
Tips for getting prizes
If your budget is tight, consider requesting donations from local businesses or partners of the association. This will allow you to offer attractive prizes without a significant financial impact, while also creating an opportunity to promote the event in the local area.
Step 6: Promote your event
Promotion is a crucial step to guarantee a high number of participants for your bingo night. The more visible the event is, the more people will be attracted, increasing your chances of success.
Use social media and digital marketing
Take advantage of social media to reach a wide audience. Create engaging posts on Facebook, Instagram, and share details about the bingo night: date, location, prizes (like gift cards and vouchers), and a reminder of the planned activities. Invite your followers to share the event to maximise its visibility.
Posters and flyers in the town
Create posters and flyers to distribute in public places, such as schools, local businesses, and community centres. Mention the attractive prizes, the game rules, and the practical details (address, hours).
Good local visibility will encourage interested people to participate in your bingo night.
Collaborate with local partners
Partner with local merchants or businesses to sponsor the event. In exchange, you can include their logo on your promotional materials. This will enhance your credibility and attract more participants.
Step 7: Ticket sales and registration
Selling tickets is a key step to ensure the financial success of your bingo night. Set an attractive price for each card to encourage participation while ensuring good funding for the association.
Pricing and promotional offers
Set an affordable price for the cards, considering the target audience and the value of the prizes. Offer attractive deals, such as "3 cards for the price of 2," to encourage participants to buy more. This strategy increases sales and makes the game more appealing.
Pre-sale and estimating participants
Organising a pre-sale helps estimate the number of participants and prepare the materials accordingly. Use Imagina, an online ticketing solution, to simplify the registration process and allow participants to reserve their spots in advance.
With Imagina, registrations are centralised, making participant management easier and providing a smooth experience.
Local sales points and On-site registration
Distribute tickets at partner shops, the association’s office, and during other local activities. On the event day, set up a table for on-site registration for last-minute participants.
Step 8: Set Up the venue
Arrange the tables to ensure enough space for participants to move around. Also, set up the equipment for the draw.
Step 9: Run the bingo night
The smooth running of the bingo night is crucial to ensure a pleasant and memorable experience for participants. The hosting plays a key role: it must be dynamic and clear to maintain attention and enthusiasm throughout the night.
Explain the rules and start the game
Start by clearly explaining the game rules to all participants. Describe the lottery system, how the cards work, and the prizes to be won, such as gift cards or vouchers. This introduction helps avoid confusion and ensures a smooth experience for everyone.
Announce the numbers for everyone
Use a microphone to announce the drawn numbers so that each participant can easily follow along. Create a friendly and engaging atmosphere: pause to build suspense and encourage reactions from the audience, especially during "quine" or tombola moments.
Maintain the atmosphere
Keep a good rhythm so that the game stays smooth but not too fast. Take time to check winning cards and announce the prizes, celebrating each winner. Successful hosting significantly contributes to the event's success and encourages participants to return for future bingo nights organised by the association.
FAQ
How far in advance should I start organising a bingo night?
It’s recommended to start planning at least 3 months before the scheduled date. This gives you time to gather materials (cards, tokens, prizes) and obtain the necessary permits from the town hall.
Is it mandatory to request permission to organise a bingo night?
Yes, if your bingo night is open to the public, authorisation from the town hall is necessary. This process ensures the event complies with gambling and lottery regulations.
What steps are needed to organise a bingo night?
The steps include: defining objectives, obtaining permits, choosing the venue, preparing the materials, and promoting the event. Good organisation and thorough planning are key to the success of your bingo night.
What types of prizes should I choose for a bingo night?
Offer a variety of prizes to appeal to all participants: vouchers, hampers, gift cards, and electronic devices. Be sure to include low-value prizes for children and attractive rewards for adults.
What budget should I expect to organise a bingo night?
The budget depends on several factors: venue rental, prize costs, printing of cards, and equipment. Set aside an amount to cover these expenses, taking into account available funding and the expected profits from the event.
⬇️ Would you like to learn more about setting up a ticketing system for your bingo night? ⬇️
