How to Run a Melbourne Cup Sweep
The step-by-step guide for pubs, clubs, and office sweep organisers.
Running a Melbourne Cup sweep is a simple way to get people involved in the race — whether you’re in a pub, club, RSL or just organising one at work. This guide explains the traditional paper method first, then shows where most organisers improve things to keep it cleaner and fairer.
Last Updated on October 11, 2025
What You Need Before You Start
Before collecting any names, make sure you have:
A set entry price (e.g. $2, $5 or $10 per person)
A list of all 24 Melbourne Cup horses
A sheet, whiteboard or clipboard to record names clearly
Strips of paper or printed horse names for the draw
A quick plan for how prize money will be split — see Prize Payouts guide (link: /prize-payouts)
If you don’t have a template, don’t stress — the Paper Sweep Templates Explained guide covers how to keep it tidy without downloading anything fancy.
Collecting Names and Entries
Start by taking names and payments before the draw begins.
To keep it fair and organised:
Write down each name immediately
Tick or mark paid entries so there are no disputes later
Set a clear cut-off time for entries, especially in pub settings
Clear tracking from the start helps avoid the classic “I paid but my name’s not there” problem.
For more fairness tips like this, check Keep Sweep Fair.
Drawing Horses (Traditional Method)
Once all names are recorded:
Fold horse names and place them in a hat, bowl or jug
Draw one horse per person — in view of others if possible
Say it out loud and immediately write the name next to their assigned horse
If there are more people than horses, start Sweep B or allow multiple entries per person — both are common
If you're unsure how to handle redraws or scratched horses, the Sweep Rules guide explains the standard methods used in most venues.
Displaying Who Got What
Once assignments are done:
Make the sheet visible — bar counter, lunchroom wall, staff board, etc.
Optionally take a photo of it so nothing gets lost
Let people confirm their horse so there are no surprises after the race
If you're looking at modern ways to display entries (like TVs or mobile updates), the Digital vs Paper guide shows how venues are starting to do it.
After the Race — Paying Out
Once the Cup finishes:
Check the official race result
Match winning horses against your list
Pay out according to your agreed split — see the Prize Payouts guide if you haven’t finalised yours yet
And that’s it — that’s the full traditional sweep process from start to finish.
Optional — When Digital Helps
Paper sweeps will always be part of the tradition. But many organisers now use digital sweep tools to handle names, payments and draw fairness automatically. You still get the fun of the sweep — just without handwriting, redraw issues or lost sheets.
You can stick with paper forever, or explore digital options later. The Digital vs Paper guide simply shows what changes, without trying to sell you anything.
FAQs — Running a Sweep
How many people do you need to run a sweep?
You can run a sweep with any number, but 24 entries matches all horses in the race. If you have more, start a second sheet or allow multiple entries per person.
Can people pick their horse instead of drawing randomly?
Traditionally no — sweeps are meant to be random. If people pick horses, it becomes more like betting odds than a sweep.
What if someone wants to join after the draw starts?
Most organisers close entries before starting the draw. Late entries should only be accepted if they haven’t missed the draw.
Do we have to use a printable sweep sheet?
No — any clear list or whiteboard works. If you prefer a cleaner layout, see the Paper Sweep Templates Explained guide.
This guide is part of our Melbourne Cup Sweep knowledge base, covering setup, rules, prize payouts, templates and digital sweep tools.