What to expect from your fulfillment company
Fulfillment may be one of the last steps involved in running a sweepstakes or contest, but it is just as important as writing the official rules, advertising and selecting winners. Some Sponsors choose to award prizes on their own, but oftentimes they hire a fulfillment company like ours to manage the process. Here’s what you should expect if you hire a fulfillment company too:
Although we procure prizes for our clients all the time, there are plenty of times when we receive a shipment of pre-purchased or brand specific prizing directly. Upon receipt of the prizing, we immediately inventory each box (and the contents therein), create a spreadsheet with a detailed list of each item and the quantity received, notate any potential damages and send it off to the client for review.
First impressions are everything right? All prizes should be neatly packaged before it’s shipped. Rather than haphazardly filling the box with the prizing, each item should be positioned with upward facing branding and any accompanying printed materials, square and also facing upwards. Corresponding paper or bubble wrap should be carefully wrapped around the product and taped where necessary. A good fulfillment company will perform a “shake test” before the box ships, to ensure items within the box are tightly packed and not moving around in the container.
Prizes should ship in accordance with the schedule set forth, providing any unforeseen issues (such as damaged or delayed product receipt).
Unless otherwise determined by Client, prizing should be sent via a trackable form of delivery, and if the prize is of a certain value, signature may be required. Tracking information should be supplied to Client once all prizing is shipped to ensure all prize winners receive their prizes.
Once all prizes are fulfilled (or in the case of on-going fulfillment – weekly) client should receive an activity report that includes all of the information regarding the prize(S) including, the inventory log information, ship to information, date shipped, tracking number and any applicable notes surrounding damaged or returned prizing.
Let us know if you have prizes to fulfill and we will get the ball rolling! Although we have a standard process for prize fulfillment, each project is customized based upon individual needs – contact us to chat and get a quote.