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How to pair your wellness boxes with a wellness initiative

Many carriers want wellness fund spending tied to a specific program. Here's how to connect your box order to an initiative you're already running, with ideas you can use right away.

Why it matters

Many carriers want wellness fund spending to connect to a specific wellness initiative. It's not enough to say the boxes are for wellness in general. Carriers want to see the program, event or goal the spend supports.

The good news is that most companies already have something on the calendar that fits: a step challenge, a lunch-and-learn, open enrollment or a new benefit launch. Pairing your wellness boxes with that initiative makes carrier approval simpler, and it gives employees a reason to take part.

How to pair your boxes with an initiative

  1. Start with what's already planned. Look at your wellness calendar for the next few months, or ask your broker or carrier contact what they'd like to see supported.
  2. Match a box theme. Pick the theme that fits the initiative, like Exercise for a step challenge or Healthy Eating for a cooking webinar.
  3. Time the delivery. Send boxes as a kickoff, a reminder in the middle or a reward at the end, depending on what will drive the most participation.
  4. Add your materials. Include event details, sign-up steps, your EAP information or a note from leadership so every box points back to the initiative.
  5. Share the plan with your carrier. Send your proposal along with a short description of the initiative for approval.

Initiative ideas

Here are some of the most common pairings we see.

Walking or step challenge

Boxes give everyone a strong start and a reason to sign up.

Box theme

Exercise

Can include

Resistance bands, a water bottle, healthy snacks for the trail, a step tracking card and more

When to send

At kickoff, so employees have everything on day one

Healthy eating initiative or cooking webinar

Send what employees need to cook along, then keep the habit going after the session ends.

Box theme

Healthy Eating

Can include

Pantry staples, spices, healthy snacks, a recipe card and more

When to send

A week before the webinar, so boxes arrive in time to cook along

Mental health webinar or awareness month

A box turns a one-hour session into something employees can come back to.

Box theme

Mental Health, Stress Relief or Find Your Zen

Can include

Calming items, a journal, aromatherapy, self-care tools and more

When to send

Right before or right after the webinar

Open enrollment

Boxes get attention when you need it most and put your benefits information in every employee's hands.

Box theme

Open Enrollment or General Wellness

Can include

Wellness items paired with your benefits guide, enrollment dates and contacts

When to send

Two to three weeks before enrollment opens

New EAP or benefits resource rollout

Launching an EAP, telehealth option or new benefit? A box is a memorable way to announce it.

Box theme

Mental Health or General Wellness

Can include

Wellness items plus a printed flyer with your EAP phone number, how it works and who to call

When to send

The same week you announce the new resource

Online wellness portal or app launch

Drive sign-ups by tying the box to the launch and printing the login steps right inside.

Box theme

Any theme that fits your portal's focus

Can include

Wellness items plus a printed card with a QR code, login steps and any rewards for signing up

When to send

Launch week, with a reminder to register

More ways to pair

Almost any wellness program can be paired with a box. A few more ideas:

  • Health fairs and wellness days
  • Flu shot clinics and biometric screenings
  • Sun safety or skin checks in the summer
  • Sleep, heart health or dental wellness campaigns
  • Holiday wellness and year-end appreciation tied to healthy habits

How to describe it to your carrier

When you submit your proposal for approval, a short description of the initiative goes a long way. Something like this works well:

"We're running a four-week walking challenge starting March 2. Each employee will receive an Exercise wellness box at kickoff with items to support daily walking, along with challenge details and our EAP information."

Include the initiative name, dates, who's taking part and how the boxes support it. Our proposals list everything in the box, which you can attach as well.

Guides by carrier

Every carrier handles wellness funds a little differently, from what they call it to how they pay. If you know your carrier, start here:

Common questions

Why do carriers want wellness fund spend tied to an initiative?

Wellness funds are meant to support employee health, so many carriers ask what program or goal the spend supports. Tying your boxes to a specific initiative, like a step challenge or open enrollment, makes approval simpler.

What if we don't have a wellness initiative planned yet?

You can build one around the boxes. Pick a theme, add a short webinar, challenge or resource rollout, and send the boxes as the kickoff. We can help you choose a theme that fits.

Can you include our own materials in the boxes?

Yes. We can print and include your flyers, benefits information, EAP details or a custom note card in every box.

How far ahead should we order?

Plan on about 4 to 5 weeks before your event or launch date, plus time for carrier approval.

Have an initiative coming up?

Tell us about it, and we'll build a custom proposal around your theme, budget and dates.