Organiser guide

📑 Paperwork & insurance

Depending on stakes, alcohol sales and your legal structure, requirements differ. Have your file checked by the competent authorities before you promote or sell squares.

• Town hall: event notification, use of public space, safety and neighbours.
• Prefecture / local services: associative lottery rules or declarations depending on total stakes or prizes — check early.
• Association insurance: liability, crowd management, possible property damage.
• Bar / temporary licence: regime depends on whether you sell alcohol and how.
• Treasury: dedicated account, income and expense records aligned with your statutes.

🧰 Essential equipment

Plan for the field, payments and safety: on the day, volunteers should focus on people and the cow.

• Marking kit: string line, stakes, chalk or line marker for even, readable squares.
• Clear numbering: robust markers to limit disputes.
• Fencing: separate public, backstage and meadow; wheelchair access where needed.
• Payments: cash float, card terminal (e.g. SumUp or another reader) for bar or on-site sales.
• Light PA, welcome desk, signage, rubbish bags, first aid.

🐄 Animal welfare

A calm cow with its farmer saves time and stress. Do not change feeding routine on event day.

• Choosing the cow: calm, used to people and noise; the farmer has the final say.
• Transport: suitable vehicle, reasonable journey time, water and shaded waiting.
• Feeding: keep the usual diet; avoid extras that slow digestion.
• Space: suitable meadow, water access, option to withdraw if stress builds.
• Farmer coordination: release times, rest area, emergency contact.

⚖️ Rules & referees

Publishing clear written rules before you sell any squares matters a lot: players know what they are signing up for, tricky situations (pat straddling two squares, maximum wait, fallback draw, prizes, cancellation or postponement) are handled against rules everyone has seen, and you build transparency and trust in your association.

LotoFarm provides a rules template you can customise to get started — adapt it to your event, your area and the stakes involved, and have it checked where needed with the authorities or your insurer.

Download the rules template (Word, DOCX)

• Document: number of squares, price, prizes, maximum wait time, fallback draw if no pat within the deadline.
• Pat on two squares: one clear rule (centre of pat, largest area covered, etc.) applied by referees.
• Small neutral referee group on the day.
• Keep copies: displayed rules and/or PDF version sent to online buyers.

🎪 Activities & stalls

Waiting can take a while: keep the crowd busy with local activities, a bar and family games.

• Association stalls: side raffle, toy swap, information about your projects.
• Bar and food: smooth queues, non-alcoholic options, waste management.
• Kids: supervised inflatables, face painting, treasure hunt, small-group workshops.
• Local tasting or sales: showcase the farmer or nearby producers (short supply chain, honey, cheese, etc.).
• Music or entertainment: volume mindful of the cow.