Prize Fulfillment: What to Do If You Have 1000s of Sweepstakes Winners

First, What is Prize Fulfillment?

Prize fulfillment is selecting the prizes for your sweepstakes, preparing them, and delivering them to your winners.

  1. Run the process in-house
  2. Work with a company to source and send your prizes hassle-free

Plan Everything Ahead

First and foremost, you’ll need to have a plan in place for how you’re going to distribute the prizes. This is important both from a logistical standpoint and from a legal standpoint. You don’t want to have any confusion about who won which prize, so having a clear, concise, and traceable plan is essential.

Gather Information Effectively

Once you have your distribution plan in place, the next step is to start gathering first-party data. This can be done via an online form or through other means such as email or social media. Whichever method you choose, just make sure that you have a way to collect all of the necessary information (name, address, etc.) from each winner.

Prize Coordination

Getting your prize fulfillment correct will guarantee that your sweepstakes run smoothly from start to end.

  • Your prizes’ storage and warehousing expenses
  • Packing and kitting expenses such as branded boxes
  • How much will delivery costs be? Will they be part of the deal?

Notify the Winners

What’s the best way to notify your winner? You’ll have to describe the procedure in your sweepstakes rules. You should be clear so that your participants are aware of what to look out for. Will they be notified by email, phone call, or text message? As a Sponsor of the promotion, you determine the notification methods.

Send Out Prizes

Once you have all of the winners’ information gathered, you can start the process of sending out the prizes. Depending on the size and type of prize, this may be a simple matter of mailing it out. However, you may need to make arrangements for delivery or pick-up for larger or more complex prizes.

Customer Support


If you’re running sweepstakes with hundreds or thousands of winners, you’re undoubtedly concerned about how the prize delivery will work. This might be a difficult job, but it may be done successfully if handled appropriately and with experienced and support from a sweepstakes administrator like Sweeppea.



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