Complete Fulfillment Checklist for Musicians
Your campaign succeeded. Congratulations. Now the real work begins: delivering on your promises. This checklist walks you through every step of fulfilling your rewards, organized by phase and reward type.
The golden rule of fulfillment: Communicate early, communicate often, and never go silent. Backers who hear from you regularly will wait patiently. Backers who hear nothing will get frustrated.
Phase 1: Immediate Post-Campaign (Week 1)
| Task | Notes | |
|---|---|---|
| Send thank-you message to all backers | Personal, heartfelt, within 24 hours | |
| Export complete backer list from platform | Include names, emails, pledge amounts, reward tiers | |
| Calculate net funding after platform and processing fees | Your actual budget is 8-10% less than total raised | |
| Organize backers by reward tier in a spreadsheet | Track fulfillment status per backer | |
| Send backer survey to collect shipping addresses | Set a 2-week deadline for responses | |
| Review and confirm all reward commitments | Make sure you can deliver everything promised | |
| Create a master production timeline | Work backwards from promised delivery date | |
| Set up dedicated email for backer communications | Keep campaign correspondence separate | |
| Post first campaign update with timeline | Set expectations for what happens next |
Phase 2: Production
Recording and Production
| Task | Notes | |
|---|---|---|
| Book studio time (if not already done) | Confirm dates, rates, and cancellation policy | |
| Complete recording sessions | Share studio photos/updates with backers | |
| Complete mixing | Budget 1-3 weeks depending on tracks | |
| Complete mastering | Get both digital and vinyl masters if pressing vinyl | |
| Approve final masters | Listen on multiple systems before approving |
Vinyl Production (if applicable)
| Task | Notes | |
|---|---|---|
| Submit vinyl master to pressing plant | This is different from your digital master | |
| Finalize artwork for jacket, labels, and inserts | Get print specs from your pressing plant | |
| Approve test pressing | Listen carefully for pops, skips, level issues | |
| Place final pressing order | Order 10-15% extra for replacements and future sales | |
| Track production status with plant | Typical timeline: 12-16 weeks from order to delivery | |
| Inspect vinyl upon delivery | Check 5-10 copies for quality before shipping to backers |
CD Production (if applicable)
| Task | Notes | |
|---|---|---|
| Finalize CD artwork and booklet | Standard jewel case or digipak | |
| Submit to duplication/replication facility | Duplication (burned) for small runs, replication (pressed) for 500+ | |
| Approve proof copy | Check artwork, track order, and audio quality | |
| Receive and inspect finished CDs | Spot-check 5-10 copies |
Merchandise Production
| Task | Notes | |
|---|---|---|
| Finalize merch designs | Ensure print-ready files at correct DPI and color profile | |
| Collect size information from backers | Include in backer survey | |
| Place production orders | Order based on actual survey data, not estimates | |
| Inspect sample before full production | Check print quality, sizing, and materials | |
| Receive and quality-check finished merch | Pull one of each size/color to verify |
Phase 3: Pre-Shipping Preparation
| Task | Notes | |
|---|---|---|
| Confirm all backer addresses | Follow up with non-respondents via email and platform message | |
| Purchase packaging materials | Vinyl mailers, padded envelopes, poly mailers, boxes | |
| Purchase shipping supplies | Tape, labels, packing material | |
| Create packing lists for each reward tier | Print a checklist for each tier level | |
| Sign items that need signing | Set aside a dedicated signing session | |
| Write handwritten notes (if promised) | Do a few at a time to avoid hand cramps | |
| Create shipping labels | Use Pirate Ship or similar for discounted USPS rates | |
| Sort international shipments separately | Different customs forms, higher postage, longer timeline | |
| Fill out customs forms for international packages | Mark as “merchandise” with declared value |
Phase 4: Shipping
| Task | Notes | |
|---|---|---|
| Ship domestic orders first | Start with highest-tier backers as a thank-you | |
| Ship international orders | Allow extra time, 2-8 weeks for delivery | |
| Record tracking numbers for every package | Update your backer spreadsheet | |
| Send tracking information to backers | Most platforms allow bulk tracking updates | |
| Post campaign update: “Rewards are shipping!” | Include a photo of the packed rewards | |
| Set aside replacement inventory | Keep 5-10% of each item for damaged/lost packages |
Phase 5: Digital Reward Delivery
| Task | Notes | |
|---|---|---|
| Upload digital album to delivery platform | Bandcamp, DistroKid download codes, or direct link | |
| Generate download codes or links | Unique codes per backer prevent sharing | |
| Send digital rewards via email | Deliver ASAP, ideally within 2-4 weeks of campaign end | |
| Deliver bonus digital content | Demos, acoustic versions, behind-the-scenes video | |
| Confirm all digital deliveries received | Follow up with any bounced emails |
Phase 6: Experience Fulfillment
| Task | Notes | |
|---|---|---|
| Schedule house concerts and private performances | Coordinate with backers on dates and locations | |
| Schedule online events (Zoom concerts, workshops) | Set up calendar invites and reminders | |
| Arrange studio visit experiences | Confirm with studio for guest policies | |
| Coordinate producer/songwriter credits | Ensure names are spelled correctly in liner notes | |
| Send calendar invites to all experience backers | Include all details, parking, what to expect |
Phase 7: Post-Delivery Follow-Up
| Task | Notes | |
|---|---|---|
| Send “Did you receive your rewards?” check-in email | 2 weeks after shipping | |
| Handle damaged or missing package claims | Ship replacements promptly and professionally | |
| Ask backers for reviews and testimonials | Use for future campaigns and social proof | |
| Post final campaign update: “All rewards delivered!” | Celebrate the milestone together | |
| Thank backers publicly on social media | Tag backers who are comfortable being named | |
| Invite backers to your alumni community | Masters Radio Community or your own Discord/group |
Special Tips: Shipping Vinyl Records Safely
Vinyl is fragile and expensive to replace. Follow these guidelines:
- Use purpose-built vinyl mailers (not regular cardboard boxes)
- Add cardboard stiffeners on both sides of the record
- Mark packages “FRAGILE” and “DO NOT BEND”
- Ship vinyl separately from other items when possible
- Consider insurance for orders over $30
- Avoid shipping vinyl in extreme heat (summer months can cause warping)
- Use USPS Media Mail for the cheapest domestic rates (vinyl qualifies)