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How to Source Prizes From Vendors and Carriers

Prizes are optional but can make Highlights more engaging. If you’d like to offer prizes but don’t have budget set aside, you can often request donations from your vendors and carriers. This guide shows you how to ask and how distribution works.

In This Article:

  • Understand why vendors may provide prizes
  • Use Airbo’s prize request template
  • Know who should send the request
  • Manage how prizes are distributed
  • Follow best practices for vendor partnerships

Why Source Prizes From Vendors

We recommend budgeting at least $100 per month for prizes to maximize Highlight engagement.

However, many HR teams don’t have access to budget for prizes but still want to add extra excitement to their Highlights. That’s where vendors and carriers can help. 

  • Many carriers and vendors are happy to donate small prizes such as gift cards, swag, or service credits.
  • These prizes boost participation without increasing costs for your HR team.
  • Employees also gain exposure to vendor benefits while engaging with Highlights.

Using Airbo’s Prize Request Template

Airbo provides a ready-to-use email template you can send to your vendors or carriers:

Sponsor a Prize for [INSERT NAME]’s Virtual Benefit Fair

 

Hello,
 
Hope you’re doing well! I'm reaching out to let you know we’ll be hosting another Virtual Benefit
 
Fair in [insert date] this year. Like last year, the Virtual Benefit Fair is hosted on an engaging software called Airbo (www.airbo.com) and will highlight the various benefits available to our employees. It’s been a wonderful tool to get your benefits front and center.
 
We’re hoping that you could sponsor a few prizes to help reinforce employee engagement related to [insert vendor name] content. Is this something you would be able to do? We've seen prizes ranging from branded swag items to gift cards.
 
Additionally, can you please share any flyers, live sessions that you’ll hold during [insert dates] or any other materials that you’d like us to highlight to employees.
 
Please let us know your thoughts and if you have capacity to sponsor a prize by [insert date].
 
Thanks!
Insert name
 

The message explains that:

  • You’re hosting a virtual benefits fair or Highlight with Airbo.
  • You’d like to include their benefit in a fun, engaging way.
  • You’re requesting donations, such as gift cards, branded swag, or other small prizes.

Who Should Send the Request

  • The prize request should come from you or your broker, not Airbo.
  • Many vendors do not allow Airbo to reach out to them directly on behalf of customers.
  • You can copy Airbo on the request if you’d like us to help track and support the process.

How Prize Distribution Works

Most vendors prefer to manage the actual distribution of prizes.

Here’s how it typically works:

  1. Vendors hold on to the donated prizes until winners are selected.
  2. After the Highlight ends, you send the vendor the winners’ names, emails, or addresses.
  3. The vendor distributes prizes directly to employees.
  4. Airbo can guide you through each step to ensure everything runs smoothly.

Best Practices

With Airbo, it's easy to set up prizes within your Highlights to drive engagement. Regarding sourcing prizes, we also recommend:
  • Sending requests early: Reach out a few weeks before your Highlight launches.
  • Being clear about the prize type: Let vendors know if you’re looking for digital gift cards, physical swag, or service-based rewards.
  • Showing appreciation: Thank vendors publicly if appropriate. For example, mention them in your Highlight or a follow-up email to employees.