1. Choose the members carefully
The members matter more than anything else. One person who stops paying after receiving the pot can break the committee for everyone.
- Invite people you, or another member, know personally.
- Prefer people with a steady income, since the payment is due every month.
- Start small. Five to ten members is easier to manage for a first committee.
- Agree who can approve new members. Only add someone when existing members are comfortable.
2. Fix the amount, members and start date
Write down three numbers before anyone pays:
- Monthly amount: an amount every member can pay without strain.
- Number of members: this is also the number of months the committee lasts.
- Due date: the day each month that payment is due, and the day of the draw.
The pot is the amount times the number of members. Use the committee calculator to see the pot, the end date and the full monthly schedule.
3. Decide how the payout order is chosen
There are two common methods:
- A draw every month. Each cycle, one winner is picked at random from the members who have not yet received the pot.
- A fixed order. The order is agreed or drawn once at the start, and everyone knows their month in advance.
Some committees let a member with an emergency swap turns with someone who agrees. Whatever you choose, write it down. See how committee draws work for the pros and cons.
4. Write the rules and share them
Put the rules in writing and get every member to agree before the first payment. Cover late payments, what happens if someone leaves, who is eligible for the draw and how disputes are settled. You can start from our committee rules template.
5. Collect payments and keep proof
Ask members to pay by bank transfer or mobile wallet where possible, so there is a record. For every payment, keep the proof: a screenshot or receipt with the date and amount.
- Send a reminder a few days before the due date.
- Record each payment as soon as you have checked it.
- Share the list of who has paid with all members every month.
6. Run the draw openly
Only hold the draw once everyone has paid for that month, and only include members who are eligible: those who have not received the pot yet and are not behind on payments. Do it where everyone can see it, then announce the winner and the pot amount.
7. Close the committee cleanly
After the last payout, check that every member paid every cycle and received the pot exactly once. Settle any balances, share the final record with everyone, and only then start the next committee.
Doing all of this in Committee Book
Committee Book is built around these steps:
- Create the committee with the amount, number of members and cycle, then invite members or accept join requests.
- Add a co-admin and eligibility rules, so members who have already won or are behind are left out of the draw.
- Members upload a screenshot or PDF of each payment. You accept it, or reject it with a reason.
- Reminders go out before every due date.
- Run a seeded draw, or use a fixed order. Everyone is notified, and the seed lets any member check the result.
- Draws, proofs and admin actions are kept in an audit trail that cannot be edited.