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vPromotions Prize Closet

The Prize Closet is where you can create and manage prizes and prize packages

Prizes can be created and managed in the Prize Closet. If you have the required abilities, you can access the Prize Closet by hovering over your name in the upper-right corner of your account. 

Each prize is tracked to provide a clear picture of what has been given away, what is still available, and what has expired. As prizes are awarded, their value is logged to the winner record and the values will tabulate throughout the year to provide good value tracking in the event that winner requires a tax form.

Prizes are station-based to help ensure they are awarded on the correct outlet.

Prizes will also include a value. Keep that in mind when creating prizes of different values for the same promotion. For example GA tickets for a concert and front row tickets for a concert would be created as separate prizes since they will be a different value.

Please scroll to the bottom of this article for an overview of all the available icons/tools in the Prize Closet.

Prizes are entered into the system through the Prize Closet and can be assigned individually to Contest Plays or grouped into Prize Packages.

The prize closet is divided into two sections: Prizes and Prize Packages. This allows you to assign either an individual prize to a contest or a group of prizes that are awarded together, such as a Dinner and a Movie package.

Prizes

Click the green + New Prize button and complete the New Prize form to add a prize to the Prize Closet

Name – Enter the name of the prize. Please be sure to be specific with your prize name to avoid searching through multiple prizes under the same name when running reports or looking up contest information. Ex. - Blake Shelton GA Tickets - Civic Center - April 2026

Type – Choose the type of prize being given away from the available options.

     NOTE: Choose Variable Cash only when On-Air Talent needs to enter a cash prize amount when      assigning a winner. This option is intended for contests in which the prize amount is determined by choices the contestant makes during Contest Play. Learn more about Variable Cash Prizes here.

Quantity – Enter the total number of these prizes being added to the Prize Closet.

     NOTE: For Variable Cash Prizes, enter the total number of dollars available in the contest budget. Each dollar is tracked to help ensure the budget is not exceeded.

Value – Enter the value of the prize. This defaults to $1 for Variable Cash Prizes. 

Exclude from Annual Prize Total - vPromotions will automatically tabulate values of prizes in a winner's history so that value total will be available for end of the year tax forms if the max is reached. If you not want this prize value to go towards the total, quantified value for that winner you will check this box. 

Expiration – If the prize is time-sensitive, such as concert tickets or gift certificates with expiration dates, enter the expiration date here.

Client – Enter the client or organization providing the prize.

Station – Select the station for this prize.

Prize in House - You can choose yes or no; do you currently have the prize or are you waiting for it. If you choose yes please skip down to the Description field.

If you choose no, three dependant fields will populate.

     1. Prize source -  you can provide the contact for when the prizes are expected to be in house

     2. Expected delivery - you can enter an expected delivery date.

NOTE: When that expected delivery date approaches, the contact you listed will receive a reminder  and will have the opportunity in their tasks tab to mark a prize in house directly from their tasks tab. Or they can give the prize a new expected delivery date. If the user clicks the Mark in House option, that will trigger the automatic prize in house emails to go out to the winners if your market is using that feature. - Prize in House Automatic Emails

     3. Send winners an email when available - if your market is using the automatic prize in house email tool, this is the box to choose to open the email template and edit as you need for this prize.

Description – Enter information that On-Air Talent and Front Desk staff can use to explain what the prize includes to the winner.

Fulfillment Method – Enter instructions the winner will need to receive the prize.

Fulfillment Notes – Enter any additional details about how the winner will receive the prize.

Require SS# - Check this box if you need the winner to provide their social security number to claim this prize.

Request Additional Docs - If your market is using - The Electronic Documents Feature - you can use this option to include other documents when the email goes out to the winner.

Send winners as email when assigned - If your market is using - The Automatic Winner Emails Feature - this is the box to choose to open the email template and edit as you need for this prize.

NOTE: Information entered in Description, Fulfillment Method, and Fulfillment Notes is displayed on the On-Air screen during each Contest Play, so it is best practice to provide as many details as possible to allow your on air staff to provide the necessary information to the winner about the prize and how to receive it.

Prize Packages

Prize Packages are groups of prizes that are treated as a single prize when assigned to a contest. Before creating a prize package, all individual prizes must be created first. Once the individual prizes are complete, click the green +New Prize Package on the right side of the Prize Closet to begin. 

Station – Select the station for this Prize Package.

Package Name – Enter a name for the package. This can be edited later if needed.

# of Packages - Enter of total number of packages should be created/you are going to give away

Pick a Prize Package - This option should be checked if you are creating a package where the winner can either pick from a variety of possible prizes or you will be assigning the winner one of several available prizes. Learn more about Pick A Prize Package contests here.

+Add Prize to Package - Click this to begin choosing what prizes will be part of the package you are creating. Here you will choose the Prize and the Qty (the number of each prize ONE winner will receive). In the above example, each winner will receive one free burger, one free Friday prize and $500 cash.

Send winners an email when assigned - If your market is using - The Automatic Winner Emails Feature - this is the box to choose to open the email template and edit as you need for this prize package.

Once prizes and Prize Packages are created, they can be assigned to your contest PRFs. They will live under the Packages button rather than the Prizes button when going through the contest set up.

If any prize within a package expires, the entire Prize Package expires. When a Prize Package is awarded, the value of each prize in the package is tracked for tax purposes. The quantity of prizes assigned to contests through Prize Packages is also tracked.

As prizes are assigned to Prize Packages, they are removed from the individual prize's Available Quantity.

Prize Closet Overview

You way want to zoom in on your browser to better see the whole screenshot




  1. + New Prize. As noted previously, this is the button you will start with when creating any new prize.

  2. +New Prize Package. As noted previously, this is the button you will use to create a new prize package, once the individual prizes are created.
  3. Show Only Available. This is a filter button which will change the view in the prize closet to show only prizes with any remaining quantity available to be assigned to plays.
  4. Show Archived. Prizes in vPromotions should be archived when they are either expired or the prize will no longer be used to schedule for giveaways. This is a filter allowing you to go back and see any archived prizes for management.
  5. Unshipped prizes. This button will bring you to a view where you can search by dates and by station for any prizes which were created using the Mail/Ship fulfillment method and have not yet been marked as shipped.
  6. Print/export options for prizes. The list of Prizes can be exported to excel or PDF or printed off using these tools.
  7. Page views. Based on how many entries you are showing you may have several pages of prizes. You can move between the pages using this tool.
  8. Print/export options for prize packages. The list of Prizes Packages can be exported to excel or PDF or printed off using these tools.
  9. Page entry numbers for prizes. You can choose how many prizes you would like to have on each page. 10, 25, 50 or 100. 
  10. Page entry numbers for prize packages. You can choose how many prize packages you would like to have on each page. 10, 25, 50 or 100.
  11. Search tool for prizes. You can use this search tool to quickly find a prize. The search column functions for several options, including the title or station or expiring date.
  12. Search tool for prize packages. You can use this search tool to quickly find a prize package. The search column functions for several options, including the title or station or expiring date.
  13. The bulk actions checkbox for prizes. You can check multiple prizes to delete or archive.
  14. Bulk Actions tool for prizes. Once you have multiple prizes checked the bulk actions tool will populate and allow you to bulk delete or archive prizes. 
  15. The bulk actions checkbox for prize packages. You can check multiple prize packages to delete or archive.
  16. Bulk Actions tool for prize packages. Once you have multiple prize packages checked the bulk actions tool will populate and allow you to bulk delete or archive prize packages. 
  17. Name. The name column shows the name of the prize as it was created. This is a sortable column.
  18. Avail Qty. This column gives you a quick view of how many prizes you have left to assign out to contests. 98 of 100 explains the prize was created with a total quantity of 100. Two have been assigned to a contest so 98 remain available. Remember this does not reflect the number of prizes which have been assigned to a winner, but rather the number of prizes which have been assigned to a play. This is a sortable column.
  19. $$. This column tells you the value of the prize. This is a sortable column.
  20. Station. This column shows the station the prize was created for. This is a sortable column.
  21. Created. This column tells you the date the prize was created/entered into the prize closet. This is a sortable column.
  22. Expiring. This column shows the expiration date for a prize, if there is one. This is a sortable column.
  23. Actions for prizes. The actions tab is where you can further manage the prize. The actions tab will hold several icons for various actions. 
    1. The house icon is visible if, when you created a prize, you marked it as not being 'in house', meaning you are still waiting for the prize. Once that prize does arrive you can click the house icon to mark it as being in house. If you are using automatic prize in house emails clicking that icon will trigger those emails to go out. Find out more about automatic prize in house emails - HERE
    2. The prize history icon will show you the history of that prize, from its creation to any edits to winner assignment. The icon will open to a popover view holding clickable action items, who performed the action, what was changed and when.
    3. The edit icon allows you to edit various prize details. Some fields may not be edited if they have already been assigned to a play or a winner. The edit tool helps with quick quantity changes (if a client gives you more of a prize to give away just update the prize quantity), a change in the expiration date, the description, fulfillment method and notes and more.
    4. The copy prize icon allows you to create a prize for another station to mirror the original prize without having to start from scratch. In vPromotions, prizes are created to be station specific. So you have a prize which is being shared by multiple stations, create the prize with the quantity for only one station first, then use the copy prize tool to create that same prize for an additional station. 
    5. The archive icon allows you to manually archive spots that are no longer relevant to move them out of your way in the prize closet. If you need to go back and see them at some point there is a Show Archived filter (#4 above). You can use the Bulk Actions tool to manually archive multiple prizes (#14 above). There is also a firm setting to automatically archive expired prizes. You will need firm admin ability to access that tool found in Settings > Firm Tab > Firm Options > Prize Closet.
    6. The delete icon allows you to manually delete a prize in the event it was created in error or you did not use it/need it. You can use the Bulk Actions tool to manually delete multiple spots (#14 above). Prizes which have been assigned to winners can't be/shouldn't be deleted. If a prize is no longer relevant and you would like it out of your view the archive tool is the recommended step (#e above).
  24. EXPIRED - The word EXPIRED in all caps and in red is a visual clue to let you know one or more prizes has reached it's assigned expiration date. 
  25. Avail Qty - This column gives you a quick view of how many prize packages you have left to assign out to contests. 98 of 100 explains the prize package was created with a total quantity of 100. Two have been assigned to a contest so 98 remain available. Remember this does not reflect the number of prize packages which have been assigned to a winner, but rather the number of prize packages which have been assigned to a play. This is a sortable column.
  26. Station - This column shows the station the prize package was created for. This is a sortable column.
  27. Actions - The actions tab is where you can further manage the prize package. The actions tab will hold several icons for various actions. 
    1. The view prize package icon will open a popover showing the lit of prizes in a package and how many of each prize are included in the package and how many will go to each winner. 
    2. The edit icon allows you to edit the prize package. Similar to the edit option for individual prizes, there are various details about the prize package which can be edited. You can also use the edit tool to add or remove prizes from the package.
    3. The archive icon allows you to manually archive prize packages that are no longer relevant to move them out of your way in the prize closet. If you need to go back and see them at some point there is a Show Archived filter (#4 above). You can use the Bulk Actions tool to manually archive multiple prize packages (#16 above).
    4.  The delete icon allows you to manually delete a prize package in the event it was created in error or you did not use it/need it. You can use the Bulk Actions tool to manually delete multiple prize packages (#16 above). Prize packages which have been assigned to winners can't be/shouldn't be deleted. If a prize package is no longer relevant and you would like it out of your view the archive tool is the recommended step (#c above).
  28. Page views. Based on how many entries you are showing you may have several pages of prizes packages. You can move between the pages using this tool.

If you have any questions regarding the Prize Closet, please feel free to reach out to the vCreative support team by emailing support@vcreativeinc.com or calling 800-605-9889.