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Choosing the Right Fulfillment Company for Your Tabletop RPG Kickstarter

Art

15 Mar 2025 — 34 min read

Choosing a fulfillment partner is a critical decision for a tabletop RPG crowdfunding campaign. The right choice can ensure your books, dice, and game accessories reach backers on time and in good condition, while the wrong choice can lead to delays, extra costs, and unhappy backers. Below we break down the key factors to consider, common fulfillment challenges, best practices from successful creators, real case studies, and a comparison of popular fulfillment companies in the tabletop RPG space.

Key Factors to Consider

When evaluating fulfillment companies for a tabletop RPG project, keep the following factors in mind:

Costs and Fees: Fulfillment costs include postage, packaging, pick-and-pack labor, storage, and setup fees. These can be the single greatest expense besides manufacturing (Board Game Fulfillment & Why it Matters on Day 1 of Game Development) (Best crowdfunding fulfillment companies | Red Stag Fulfillment). Request detailed pricing from candidates and watch for hidden fees (fuel surcharges, storage fees for slow shipments, address correction fees, etc.). Make sure you budget shipping costs into your Kickstarter from the start – many creators who forget to factor in full shipping costs end up losing money on fulfillment (Best crowdfunding fulfillment companies | Red Stag Fulfillment).
Shipping Regions & Customs: Ensure the company can ship to all regions where you have backers, or be prepared to use multiple fulfillment centers. Many successful game campaigns split inventory to regional hubs (e.g. US, EU, UK, Canada, Australia) to offer “EU-friendly” or “Australia-friendly” shipping and avoid surprise import taxes for backers (4 Ways Your Kickstarter Can Handle Customs & VAT) (Crowdfunding Reward Redemption and Fulfillment - Monte Cook Games). Check if the fulfillment partner offers customs-friendly shipping (handling VAT/GST and duties) in regions like the EU. If you ship internationally from one location, backers may be hit with customs fees, so clarify how a company handles customs paperwork and if they can send packages duty-paid. (For example, some companies will manage EU VAT so EU backers “will not pay import duties and taxes,” as Monte Cook Games does via a UK hub.
Reliability and Track Record: Look at the company’s experience with crowdfunding projects, especially tabletop games or books similar to your RPG. A reliable fulfillment partner should have a track record of professionalism and client satisfaction (10 Best Board Game Fulfillment Centers). Research reviews or ask other creators about their experiences. Fast, responsive customer service is a must (Best crowdfunding fulfillment companies | Red Stag Fulfillment) - you want a partner that communicates well and resolves issues quickly. On-time delivery is important, but also consider error rates: a slightly slower partner who packs items carefully (few missing or damaged rewards) may be preferable to a faster one with more mistakes (Kickstarter Fulfillment: GamesQuest VS. Fulfillrite).
Warehousing & Inventory Management: Different fulfillment companies offer different levels of warehousing. Determine if they can store your products before and during fulfillment, and how much it costs. If your RPG has multiple books or lots of add-ons, you might need storage for components to be kitted. Some companies specialize in small, lightweight items with low SKU counts, which might fit an RPG book + a couple of extras, whereas others handle large inventories. Ensure the provider can receive your bulk shipment (e.g. pallets from the printer) and has capacity to store and organize thousands of books, minis, or other rewards as needed.
Packaging and Shipping Options: Check what packaging options the fulfiller offers. Can they kit multiple items (e.g. book + GM screen + dice) into one package? Do they offer custom packaging or branding if that matters to you? Good partners will pack items securely (especially important for books to avoid dented corners). Some carriers charge based on dimensional weight (size of the box as much as weight), so see if the company will optimize packaging to avoid oversized boxes that increase costs. Also ask if tracking and insurance are standard – low-cost shipping methods without tracking can save money but risk more headaches if packages vanish (Chapter 2: Shipping Strategies | BackerKit). A quality fulfillment service will help you pick the right shipping methods for each region (e.g. media mail for domestic books, courier for international) and advise on packaging to balance cost and safety.
Scalability: Consider the scale of your campaign and whether the fulfillment company can handle it. Some fulfillment centers have minimum order volumes or monthly fees and may not be cost-effective for a small project. Others might get overwhelmed by a very large project if they’re a small operation. Make sure the partner can scale with you – if you end up with 5,000 backers, can they still process all orders in a reasonable timeframe? If you only have 200 backers, will they still give you attention? Inquire about their throughput (orders per day) and whether they have peak-season delays. The best partners have systems to ship at any scale, from hundreds to tens of thousands of packages, without drama (Integrations: Which fulfillment services can I use with BackerKit?) ( Project Updates for Avatar Legends: The Roleplaying Game on BackerKit Page 4 ).
Integration with Kickstarter/BackerKit: Your fulfillment solution should smoothly integrate with your pledge management. Most leading fulfillment companies can accept data exports from Kickstarter surveys or integrate directly with pledge managers like BackerKit. In fact, almost all major crowdfunding fulfillment companies can integrate with any platform – typically via CSV import or APIs. Check if the company has an online portal where you can upload orders or if BackerKit can “push” orders directly to them (BackerKit has a Fulfillment Integration system for certain partners (Integrations: Which fulfillment services can I use with BackerKit?). Good integration means less manual work and fewer errors in transferring backer addresses and reward details. Before your campaign ends, know how you will get the address data to the fulfiller - last-minute scrambling to format spreadsheets is something to avoid.
Communication & Support: Throughout the process (from campaign end until final delivery), you’ll want a fulfillment partner that communicates proactively. Gauge their responsiveness during your initial inquiries – it often reflects how they’ll be during crunch time. Do they assign an account manager or point person for your project? Many companies will, and some even help with logistics planning and advice (for example, some partners will flag if your plan has too many shipping combinations or offer tips on optimizing package weight). Clear communication is also key for handling any issues that arise (lost packages, customs questions, etc.). Essentially, you want a fulfillment company that will act as a partner in your project’s success, not just a vendor.

Common Challenges in Fulfillment

Even with a good fulfillment partner, RPG creators often encounter a number of challenges during the fulfillment phase. Being aware of these can help you plan ahead to mitigate them:

Production and Shipping Delays: Delays can happen at multiple stages. If your book printing or manufacturing runs late, it pushes back fulfillment. International freight delays (e.g. cargo stuck in customs or port backlogs) can also throw off your schedule. Once at the fulfillment stage, companies might face their own backlogs or peak-season slowdowns. Many creators face delays in production and logistical hurdles that impact on-time delivery. The remedy is building padding into your timeline and communicating delays honestly to backers. Work closely with your fulfillment partner on scheduling: give them a heads-up when your inventory is en route, and get a realistic estimate for how fast they can ship once they receive stock.
Hidden or Unexpected Fees: It’s easy to be caught off guard by fees if you haven’t thoroughly reviewed your fulfillment contract. Common surprise costs include storage fees if your inventory sits for longer than expected, “bubble mailer” or boxing fees, customs brokerage fees for international shipments, or address correction and return-to-sender fees for bad addresses. Nearly every fulfillment company will charge DIM weight pricing for bulky items (as carriers do) which can suddenly make shipping more expensive if your game box is larger than you thought. Also, if postal rates increase between your campaign and ship date, you could owe more (in 2021–2022 many projects were hit by rising shipping costs after their campaign). If your campaign has a long lead time, shipping costs may go up before you fulfill, so plan a buffer. To avoid hidden fee surprises: ask for a full breakdown up front and understand the fine print, and always budget a contingency for unforeseen expenses.
Customs and Import Complexities: Shipping internationally introduces customs and VAT challenges. You must decide whether to send rewards duty-unpaid (backers pay any import fees on delivery) or duty-paid (you pre-collect or cover those fees). Many backers in the EU, UK, Canada, etc., expect “friendly” shipping that spares them extra charges on delivery. Achieving this often requires multiple fulfillment centers so that packages ship from within their region (4 Ways Your Kickstarter Can Handle Customs & VAT) (Crowdfunding Reward Redemption and Fulfillment - Monte Cook Games). The downside is coordinating freight to those hubs and dealing with customs when importing bulk goods into each region. Coordinating multiple international freight shipments to different warehouses can become complex, and each will incur customs clearance on entry. On the other hand, not doing so means some backers get hit with VAT or duties, which can lead to frustration if they weren’t warned. Hidden customs issues (incorrect paperwork, HS codes, etc.) can also cause delays. A good practice is to explicitly communicate to backers how you will handle VAT/customs before they pledge, and work with fulfillment partners experienced in international shipping – they can guide you through IOSS (for EU VAT), customs forms, and the best approaches for your scale. Ignoring this area can lead to negative backer experiences if people are surprised by additional fees upon delivery.
Logistics Management and Coordination: Fulfillment is more than just mailing packages – it’s a logistics project. Creators often underestimate how much coordination is required, especially for larger campaigns. If you have to ship pallets of books from your printer to 3 different fulfillment centers worldwide, arrange that early and confirm each address, contact, and import procedure. Even within one fulfillment center, managing inventory for many different SKU combinations is tricky. Complex reward combinations (lots of add-ons or variant packages) can slow down packing and increase error rates. Creators who offered dozens of different book covers, extras, and stretch goal items might find the fulfillment center struggling to assemble 2,000 completely unique orders. The challenge here is twofold: (1) simplify your reward structure if possible (to minimize unique pack-out scenarios), and (2) provide the fulfillment partner with clear instructions and sorting of your inventory. Many experienced creators recommend limiting the number of distinct item combinations and SKUs – too many variations can complicate fulfillment and lead to mistakes. Logistics complexity also includes maintaining an accurate backer address list (last-minute address changes can be chaotic if not cut off in time) and deciding on staggered shipments (if one item is delayed, do you split shipping or wait and send everything together?). All these moving parts need management. It’s easy to feel overwhelmed if it’s your first time – which is why having a seasoned fulfillment company that “can help you with the process” is invaluable.
Communication Issues: Poor communication can turn small hiccups into big problems during fulfillment. Some common issues include: lack of updates from the fulfillment partner (you’re in the dark about whether packages have gone out or if there are problems), or miscommunication of backer info (e.g. address lists not updated, leading to shipping to old addresses). Also, if you as the creator don’t communicate clearly with backers, you might get swamped with individual “where is my reward?” messages. Solve this by establishing regular contact. Internally, frequent updates with your fulfillment partners are key – many creators email their partners at key milestones (when the campaign funds, when production starts, when goods leave the factory, when goods arrive) (My current approach to Kickstarter fulfillment - The City of Games). This keeps everyone aligned on timelines. Externally, provide backers with a fulfillment timeline and country-by-country shipping status if possible. Many big projects post updates like “EU rewards are shipping this week, US next week” etc. A common communication issue is not tracking the fulfillment progress; using tools or getting a report from the fulfiller can help so you know, for example, 75% of packages have gone out and 25% are pending. Finally, watch out for time zone differences – if your fulfillment center is on the other side of the world, plan communication accordingly (you might lose a day waiting on answers if you email at the wrong time). Clear, responsive communication between all parties reduces anxiety and catches issues early.
Backer Support and Mistakes: Once fulfillment starts, expect that some packages will get lost or damaged, or a backer will get the wrong item. Even the best companies have a small error rate or things happen in transit. Handling these efficiently is part of fulfillment too. Decide upfront: will the fulfillment company handle customer service for missing/damaged items, or will they require you to coordinate replacements? Many companies will send replacements if an item was packed wrong or got lost (you’ll pay the cost, but they’ll do the logistics). Have a plan for lost shipment claims and ensure you’ve set aside a few extra copies of items as spares for replacements. The challenge is keeping backers happy while managing the cost and effort of fixing mistakes. It helps to have a dedicated channel for backer issues (e.g. a support email) and perhaps a shared doc with the fulfillment center to track re-shipments. This way communication issues (above) don’t compound a simple reship. While this is more about process than choosing a fulfillment company, a company with good customer service will assist you greatly here. Look for those whose testimonials mention responsiveness and client support.

Best Practices for Efficient Fulfillment

To navigate these challenges, learn from what successful tabletop creators do. Here are some best practices to manage fulfillment efficiently, from pre-campaign planning to final delivery:

Plan Fulfillment Early (Pre-Campaign): Don’t wait until your Kickstarter is over to think about shipping logistics. Savvy creators start planning 2–3 months before launch – during the campaign planning phase. Early planning means you can get shipping quotes and weight estimates to properly budget your shipping costs and set realistic backer shipping fees. It also lets you mention in your campaign how you’ll handle international shipping (important for attracting overseas backers). At a minimum, before you launch you should know: the weight and dimensions of each reward item or bundle, the likely shipping cost to each major region, and which fulfillment partners you might use. As creator Frank West notes, fulfillment is often the most expensive part of a project, so a small miscalculation (even £2 off per package) could cost tens of thousands in a large campaign. Early planning helps avoid those costly mistakes.
Weigh and Size Your Rewards: During development, actually weigh prototypes or samples of your books and accessories. This is crucial for getting accurate shipping quotes. One common mistake is not accounting for the weight and dimensions of packaging on top of the product weight (Chapter 2: Shipping Strategies | BackerKit). Don’t guess – if you can, put together a full mock package (book + extras in a box with padding) and weigh it. Also measure the box dimensions. These numbers determine postage costs. If you can’t get a physical sample, ask your manufacturer for estimated weights/sizes of each item. With these, you can create a spreadsheet of all reward tiers and calculate shipping for each country or region by plugging in rates from potential shippers. Many creators use shipping calculators or even take a test package to the post office. This work upfront means no nasty surprises later. It also helps you potentially adjust your product design to save on shipping (for example, knowing “the smaller and lighter your game is, the lower your costs will be to ship” (Board Game Fulfillment & Why it Matters on Day 1 of Game Development) might influence you to use lighter paper or more compact packaging if feasible).
Get Quotes from Multiple Fulfillment Companies: Treat choosing a fulfillment partner like a serious shopping exercise. Reach out to several companies well before your campaign ends (even before it launches). Provide them with your project info – what the items are, dimensions/weight, how many backers (estimate), and which regions you need to ship to. Good companies will respond with detailed pricing and information. Compare their price tables, which typically show pick/pack fees, postage estimates by country for various weight ranges, storage fees, etc. Also compare their responsiveness and how helpful they are with questions – this often indicates their future service quality (My current approach to Kickstarter fulfillment - The City of Games). By getting multiple quotes, you’ll see who offers the best value for your needs. For example, one company might have cheaper North America shipping, while another has better EU rates. You might end up using more than one to leverage their regional strengths. As one guide advises, research your fulfillment company and get quotes for shipping costs ahead of time — do this before you set your Kickstarter shipping fees. This ensures you charge backers correctly and have a solid budget. Don’t forget to update these quotes closer to fulfillment time, especially if a year has passed (rates can change annually).
Choose Experience with Similar Projects: Fulfillment for a book-heavy RPG campaign might differ from that for electronics or general merchandise. Try to work with companies that have crowdfunding and game/RPG experience. They will be familiar with the expectations of backers (like needing to carefully pack collector’s edition books or include stretch goal items). The best partners have trained staff and established processes for Kickstarter fulfillment. They might even offer advice on how to optimize your shipments. During your vetting, ask if they’ve handled projects of a similar scale or type. An experienced fulfillment provider can warn you of pitfalls and “help you avoid costly mistakes.” For example, they might suggest freight forwarders for getting your goods from the factory to their warehouse, or recommend splitting a shipment. Leveraging their expertise will save you headaches – it’s almost like adding an logistics expert to your team.
Simplify and Organize Rewards: Successful creators often keep their fulfillment tasks simpler by structuring pledge levels and add-ons in a fulfillment-friendly way. This might mean limiting the number of unique SKU combinations as mentioned earlier, or bundling items logically. For instance, if every backer of a certain tier gets the same 5 items, that’s easy to pack in assembly-line fashion; if everyone has a different mix, it slows things down. When planning stretch goals and add-ons, think about the fulfillment impact. It’s “wise to shoot for a small number of possible combinations” of items and avoid adding dozens of one-off extras. Also, lock down your product list early – adding a late surprise item can complicate shipping weights and packaging needs. Use a pledge manager (like BackerKit) to let backers select add-ons in a controlled way and lock orders by a certain deadline. This ensures you can provide final counts to your fulfillment partner and they can prepare packaging accordingly. In short, organization is key: maintain a clear spreadsheet of exactly how many of each item goes to each region. Many top creators share such data with their fulfillment centers so everyone knows the plan. A bit of extra planning and discipline here goes a long way to an efficient fulfillment process.
Maintain Frequent Communication with Partners: Treat your fulfillment partners as part of your team. Keep them in the loop at major stages. For example, creators will often email their fulfillment companies “the day a campaign goes live” (especially if they’ve decided to use them), and again when the campaign ends with the final backer count. Let them know your manufacturing timeline and update if there are delays. As Frank West outlines, he typically contacts each of his partners at these milestones: a few months before launch (for latest pricing), when the Kickstarter funds, when production starts, and when production ends (to coordinate inbound freight). This kind of regular contact means the fulfillment centers can plan capacity for your project and you build a good working relationship. Once shipping is underway, get status reports. Don’t be afraid to ask for frequent updates or even a shared dashboard. Clear communication also extends to backers: as you get info from the fulfillment folks (like “EU shipment has cleared customs, will start dispatch on X date”), pass that on in updates. Being communicative and transparent can turn a potentially tense fulfillment period into a smooth, predictable one. And if anything is confusing, ask questions. Fulfillment pros are usually happy to explain how something works – it’s better to clarify than to assume wrongly and have an issue later.
Use Pledge Management Tools: While not a fulfillment company per se, tools like BackerKit, Crowd Ox (now part of BackerKit), or Gamefound can greatly assist in the fulfillment process. These tools help you collect accurate backer addresses, organize orders with add-ons, and even charge shipping fees after the campaign (which can be useful if you need to adjust for actual costs). Once you lock orders, you can export finalized data for your fulfillment partner. Some pledge managers offer direct integrations with fulfillment services (for example, BackerKit can directly interface with certain 3PL systems to send orders (Integrations: Which fulfillment services can I use with BackerKit?). This reduces manual data entry. At minimum, a pledge manager ensures you have clean data – each backer’s reward items, address, and any special notes – all in one place to hand over for shipping. The best practice here is to budget for a pledge manager in your project and use it unless you have a very small number of backers. It adds a bit of cost but can prevent so many errors (like missing addresses or forgotten add-ons). Kickstarter’s built-in survey is okay, but lacks the sophistication needed for complex fulfillment (for example, Kickstarter surveys can’t automatically calculate additional shipping for add-ons, whereas pledge managers can). So, especially for RPG campaigns with lots of extras, leverage these tools. They also help with messaging backers for address confirmation and handling late pledges or pre-orders, all of which feed into fulfillment.
Prepare for Customs & VAT Early: If you are doing multi-region fulfillment, decide on your strategy for customs/VAT in advance. This was mentioned in challenges, but as a best practice: if you promise EU/UK-friendly shipping, make sure you actually set up the needed VAT registration or work with a partner who will handle it. Some fulfillment companies will handle VAT by shipping under their IOSS number or charging you the VAT to remit. Coordinate this before shipping begins. If instead you plan to make backers pay their own import, at least warn them in the campaign FAQ and in updates. Transparency is key. Also, prepare the necessary commercial invoices or data for international shipments – often your fulfillment partner will generate these, but you need to supply product descriptions, values, and HS tariff codes in some cases. To avoid border issues, ensure every package has the correct paperwork (this is largely your partner’s job, but give them clear info about the product). Essentially, treat international fulfillment as its own mini-project within your campaign, and get expert help (many creators consult with their fulfillment company or a customs broker about how best to handle EU VAT, etc., during the planning phase.
Budget for Contingencies: Even with all the best planning, things can change. Currency exchange rates might shift (affecting international postage), a shipping carrier might introduce a new surcharge, or you might simply find you need to ship a few replacement packages. Successful project managers always have a cushion. This could be a combination of extra funds (e.g. 5–10% of your shipping budget reserved for contingencies) and extra product (print a bit more than needed in case of lost/damaged items). Frank West mentions he adds contingency on top of shipping quotes to account for annual price increases. That way, if prices go up or a small mistake is made, the budget can handle it. If everything goes perfectly and you have leftover funds, that’s great – but if not, you’ll be very thankful for the safety net. It’s far better to be slightly conservative in your budgeting for fulfillment than to be caught short. Backers will understand if you had to charge a bit more for shipping up front (or in the pledge manager) to ensure everything is covered; they won’t be as understanding if you run out of money to ship their rewards. So plan for the worst-case costs, not the best-case.
Take Care of Backers During Fulfillment: Finally, remember that fulfillment is the last mile of your campaign’s customer service. How you handle it can affect your reputation and chances of those backers supporting you again. Best practices include: providing tracking numbers to backers (usually via the pledge manager or email) so they know when their package ships, being prompt and courteous in addressing any issues (lost package, missing item, etc.), and maybe even adding a personal touch (some creators include a thank-you note in the package or update with photos of the packing process). While the fulfillment company does the heavy lifting, you should still oversee the process – check in daily or weekly, keep backers informed, and be ready to solve problems. Successful RPG Kickstarters often turn first-time backers into long-term fans by handling this phase professionally. It may not be glamorous, but smooth fulfillment = happy backers = better odds of success on your next project.

Case Studies: Examples of RPG Kickstarter Fulfillment

Examining how other tabletop RPG creators handled fulfillment can provide valuable insight. Here are a few case studies illustrating different approaches and outcomes:

Monte Cook Games (Multi-Hub Fulfillment) – Monte Cook Games has run numerous successful RPG Kickstarters (Numenera, The Strange, Invisible Sun, and most recently the Old Gods of Appalachia RPG). They have refined a fulfillment strategy that emphasizes regional hubs to minimize backer import hassles. For example, MCG ships US backers from a US center, but fulfills UK and EU backers from a UK warehouse, and Australian backers from an Australia/New Zealand hub. This means UK/EU backers of their projects “will not pay import duties and taxes,” as their rewards are delivered locally. Monte Cook Games effectively partnered with fulfillment centers in those regions (such as Kixto in the UK, and Aetherworks in Australia) to handle last-mile delivery. They even built their own system where backers redeem a coupon on the MCG web store to claim their rewards and pay shipping at that time - ensuring addresses are up-to-date at shipment time. The result has been generally smooth fulfillment on a global scale. By planning for international shipping from the start, they avoided the pitfall of unexpected VAT bills. Monte Cook’s approach is a great example of using multiple fulfillment companies in concert: a primary one in the US and trusted partners abroad, coordinated to give backers a local delivery experience. This approach requires more upfront coordination, but it has paid off in backer goodwill and efficient delivery for their campaigns.
Magpie Games – Avatar Legends RPG (Massive Campaign at Scale) – In August 2021, Magpie Games launched the Avatar Legends RPG Kickstarter, which became one of the biggest TTRPG crowdfunding successes ever (over 81,000 backers). Fulfilling a project of this magnitude was a huge undertaking. Magpie split fulfillment across multiple partners to handle different regions and product types. For instance, they worked with Quartermaster Logistics for North America, and likely partners like GamesQuest or Spiral Galaxy for Europe, plus others for Oceania and Asia (Magpie noted “five local hubs: US, UK, EU, Australia, and Canada” for shipping in campaign updates). Despite some delays and the complexities of the worldwide supply chain in 2022, Magpie managed to deliver the vast majority of rewards within about 1 to 1.5 years of the campaign. By early 2023, they reported that “over 80,000 packages have made their way into the hands of backers” across all regions - a testament to their fulfillment execution. They did encounter “bumps on the road,” including freight slowdowns and a few remaining shipments to Asia and isolated orders that took longer. However, Magpie’s transparent updates and use of reliable fulfillment partners kept backers mostly satisfied given the scale. A key takeaway from this case is the importance of choosing partners that can handle volume – Magpie essentially created a network of fulfillment centers worldwide to ship tens of thousands of boxes. They also leveraged BackerKit as a pledge manager to organize all those orders. For RPG creators, Avatar Legends shows that even a gigantic project can be fulfilled successfully by dividing the work among region-specialist companies and maintaining strong project management over the whole network.
Self-Fulfilling with DriveThruRPG Print-on-Demand – Not every project needs a traditional 3PL (third-party logistics) warehouse. Smaller RPG creators or those with primarily book products sometimes use DriveThruRPG’s Print-on-Demand (POD) service to fulfill backer copies. Gaming Ballistic, a small publisher, discussed using DriveThruRPG as his “go-to for Kickstarter fulfillment” (Three POD Comparisons (Lightning Source/DriveThru, CreateSpace, PubGraphics) - Gaming Ballistic). The process works like this: you upload your book files to DriveThruRPG (which prints via Lightning Source/Ingram in the US and UK), and you can send backers either discount codes or directly ship books to them at cost. The advantages are significant for low-volume or globally-dispersed campaigns. DriveThru can print in both the US and UK, which “really got past the cross-border US → everywhere else fees” for international backers. Essentially, backers order their copy through DriveThru’s system and it ships locally from the nearest printer, dramatically cutting down international shipping costs and customs issues. It also means you don’t have to pay upfront to print thousands of books and store them. However, the trade-offs are a higher per-unit cost and less custom packaging. Gaming Ballistic noted his 52-page book cost about $7.70 per copy via DriveThru, whereas printing a larger offset run could lower that to ~$6.00 per unit. That eats into margins – in his case, selling a book for $15 yielded very little profit after the POD cost. Additionally, using POD means each backer gets a package from DriveThru (typically a plain mailer) rather than any branded extras, and you can’t easily include non-book items (dice, cards) in the same shipment. Despite that, many indie RPG Kickstarters (especially those producing just a rulebook) have successfully fulfilled through DriveThruRPG or similar POD services. It simplifies logistics immensely: you sidestep the need to hire a fulfillment house at all. This approach works best when the product is print-on-demand friendly (books and cards) and when keeping costs low on a small campaign is more important than maximizing profit per unit. If you go this route, be sure to check Kickstarter’s rules – you often can’t charge for an item and then give a “coupon” that requires further payment (Kickstarter forbids coupons as rewards. The way to comply is usually to include the printing cost in the pledge and issue a code for a free copy on DriveThru (backers would only pay any shipping). Case in point, some creators offer a Kickstarter reward that says “you’ll get a DriveThruRPG code to print your book” and they’ve pre-paid a certain amount. In summary, POD fulfillment is a viable solution for certain RPG projects, trading a bit of profitability for ease-of-fulfillment and global reach.
Indie Creator In-House Fulfillment – As a contrast, consider a smaller-scale approach: some RPG creators choose to fulfill rewards themselves (packing and shipping from their home/office). For example, zine-style RPG projects or limited-run supplements with a few hundred backers might go this route. While not a “company” choice, it’s worth mentioning the challenges here because many first-timers consider it. In-house fulfillment gives you complete control over packaging (you can include personal touches, sign books, etc.) and can save money if your volume is low (avoiding setup fees). However, the logistics burden is significant: you must order shipping supplies, handle postage (through USPS or another carrier’s website or a tool like ShipStation), fill out customs forms for international packages, and physically pack and mail potentially hundreds of parcels. It’s essentially taking on the role of a fulfillment company yourself. Creators like Kevin Crawford (who has run popular OSR RPG Kickstarters) have famously done their own fulfillment, but they often caution how much time and labor it takes. If you go this route, it’s wise to recruit help and plan for it just as thoroughly (e.g., schedule a “shipping party” day to pack boxes). Many who start with self-fulfillment switch to a professional service as their campaigns grow, because scaling past a certain point becomes unmanageable. So, while in-house fulfillment can work for a very small project, the general advice for anything beyond a few dozen backers is to use a fulfillment company so you, as the creator, can focus on higher-level campaign management and your creative work.

Each case study shows there’s no one-size-fits-all solution – the right fulfillment approach depends on the size of your project, the nature of your product, and your backer distribution. The common thread, though, is planning and communication. Monte Cook, Magpie, and others succeeded by planning early, choosing reliable partners, and communicating clearly with both those partners and the backers.

Comparison of Popular Fulfillment Companies

There are several fulfillment companies that frequently handle tabletop game and RPG Kickstarters. Below is an overview of some popular options, along with their typical pricing approaches, strengths, and potential drawbacks. As always, you’ll want to contact these companies for specifics, but this comparison can serve as a starting point:

Quartermaster Logistics (QML) – QML is a premier provider of crowdfunding fulfillment based in Florida, USA (10 Best Board Game Fulfillment Centers). They specialize in tabletop games and have a strong reputation in the Kickstarter board game community. QML offers end-to-end services: receiving freight from manufacturers, warehousing, pick & pack, and global shipping coordination. They can even send product straight into retail distribution channels after backer fulfillment. Pros: Very experienced with large campaigns; integrated freight and fulfillment solutions; known for reliability and expertise in games. Often they will coordinate with partner hubs (like Spiral Galaxy or Aetherworks) for international orders as part of a package deal. Cons: QML may be a bit pricier than smaller outfits and might have minimum volume requirements. They’re an excellent choice if you have a sizable US/Canada backer base (they handle those regions directly) and need a partner who can project-manage complex logistics. Many mid-to-large RPG campaigns use QML for North America – for example, QML was reportedly involved in fulfilling Avatar Legends (NA region) and numerous big board game RPG hybrids. If your project is small (say 200 backers), QML might be overkill, but for 1,000+ backers they shine.
Fulfillrite – Fulfillrite is a U.S.-based fulfillment center that is very popular with Kickstarter creators, especially for smaller to medium campaigns. They offer crowdfunding fulfillment, kitting, and discounted shipping rates, and provide real-time order tracking and a dedicated account rep for each client (10 Best Board Game Fulfillment Centers). Pros: Fulfillrite is known for its efficiency, hands-on customer service, and tech-friendly platform. They often get praised for being responsive and helping creators navigate shipping options. They tend to specialize in smaller, lightweight items with low SKU counts (which can describe many RPG projects – e.g., a couple of books and maybe a few add-ons). They have experience shipping thousands of Kickstarter orders and integrating with pledge managers. Cons: Fulfillrite’s focus on small-to-mid items means they might not be the cheapest if your project has very large boxes or unusual shipping needs. They operate primarily out of New Jersey for worldwide shipping (no overseas warehouses of their own), so for international you might still need another partner or be prepared to pay international postage from the US. That said, Fulfillrite has handled international shipping by working with local partners as needed. Pricing-wise, they have no monthly minimums, making them friendly to indie creators. If your RPG is, for example, a single hardcover book plus maybe a deck of cards, Fulfillrite could be an ideal partner – numerous indie board game and RPG creators have had smooth experiences with them.
GamesQuest (and ShipQuest) – GamesQuest is a UK-based fulfillment company that is one of the go-to options for Europe (and often rest-of-world outside North America). They brand their crowdfunding logistics service as ShipQuest as well. GamesQuest offers worldwide, customs-friendly shipping and help with VAT, acting as a local EU hub. Pros: They are experienced with Kickstarter campaigns and know how to manage EU import regulations post-Brexit. Using GamesQuest for EU/UK means your backers there get local delivery with VAT handled – a big plus. They also serve as a hub for “Rest of World” countries that don’t have their own centers. They have a large warehouse in England and can receive container shipments from China or the US and then break down for individual fulfillment. Cons: In the past, GamesQuest had periods of being overextended, leading to delays. In 2020–2021, some campaigns reported slower fulfillment out of GamesQuest when the global shipping crisis hit and many projects piled up. They have since expanded capacity, but it’s something to monitor by asking around current clients. Also, communication can sometimes be slower due to the volume they handle. On the pricing side, their rates within Europe are competitive, but sending inventory to them incurs freight cost and import VAT (which you then claim back when shipping to backers). Many creators pair GamesQuest with a US partner (like QML or Fulfillrite) to cover both sides of the Atlantic. If a significant chunk of your backers are in Europe, using a service like GamesQuest or Spiral Galaxy (see below) is highly recommended to avoid the nightmare of EU customs for hundreds of individual packages. GamesQuest is one of the big players in that space.
Spiral Galaxy – Spiral Galaxy is another UK-based fulfillment specialist, similar to GamesQuest but a smaller company. They are often mentioned as a reliable partner for UK, EU, and “Rest of World” fulfillment. In Frank West’s recommendations, he lists Spiral Galaxy for UK, EU, and the rest of the world, indicating his trust in their services. Pros: Spiral Galaxy has a strong reputation for personal service and efficiency. They have experience with board games and RPGs. Because they’re a bit smaller than GamesQuest, some creators find their communication and flexibility to be better – you’re a somewhat bigger fish in a smaller pond. They also handle VAT and customs for EU shipping. Cons: Being smaller, their capacity might be a concern for extremely large projects (though they’ve done big board games with thousands of backers). Also, they are UK-based so similar considerations as GamesQuest regarding sending inventory to the UK apply. Often, the choice between GamesQuest vs Spiral Galaxy comes down to availability and subtle preference; both are good, and some creators use whichever gives a better quote or has bandwidth for their timeline. Cost-wise, expect storage and pick/pack fees similar to other UK fulfillers. Spiral Galaxy, like GamesQuest, can also ship to the rest of world countries that are otherwise hard to reach (they’ll handle the customs forms for, say, backers in Brazil or South Africa, which is something a US partner might not do as well).
Aetherworks – Aetherworks is the premier fulfillment provider in Australia, covering Australia and New Zealand. For campaigns with a decent number of Oceania backers, it’s common to send a batch of inventory to Aetherworks in Sydney and have them distribute locally. Frank West recommends Aetherworks for AU/NZ region (My current approach to Kickstarter fulfillment - The City of Games). Pros: Using Aetherworks means Australian backers avoid expensive international postage from the US or EU and don’t get stuck with GST or import fees, since packages are shipped domestically. Aetherworks is experienced with Kickstarters and partners with other fulfillment networks (they often receive stock forwarded from China or the US for campaigns). They also handle warehousing and can even do post-KS ecommerce fulfillment for creators in that region. Cons: Shipping within Australia can still be pricey (it’s a big country), and Aetherworks itself isn’t cheap for very small volumes (if you only have 5 backers in Australia, you might not bother). But for larger numbers, it usually lowers costs and transit times significantly to use them. They might have slightly longer processing times because of scheduling shipments that come by sea freight to them. Generally, any campaign advertising “Australia-friendly shipping” is likely using Aetherworks as the partner. If your RPG book is printed in China, one strategy is to split the print run shipment: send pallets directly to Australia (for Aetherworks), and the rest to your main US/EU hubs, to save double shipping. Aetherworks can also cover New Zealand addresses, which is a bonus (NZ backers also avoid import hassle this way).
VFI Asia – VFI (and its network) is a specialist in Asia fulfillment. They’re based in China and primarily known for distributing board game Kickstarter rewards throughout Asia (China, Southeast Asia, Japan, etc.). If you have backers in places like Singapore, Hong Kong, Malaysia, etc., many western fulfillment companies charge very high rates to ship there individually. VFI offers a solution where your inventory (often printed in China) stays in Asia and they send out regional packages at much lower local rates. Pros: Cost-effective for Asian backers – VFI has routes to many countries, often using local postal services or regional couriers, which can be far cheaper than mailing from the US or Europe. They also handle the complicated customs requirements of each country. Cons: The shipping times can be longer (sometimes they use surface mail or consolidated shipping, meaning backers might wait several extra weeks). Also, if your product is not manufactured in Asia, using VFI means shipping inventory to them (which could be an added cost). For many RPG campaigns, Asia backers might be a small percentage, but if you have a few hundred in the region, it’s worth using an Asia-friendly solution. Some creators opt to let those backers get shipped from the US or EU even at high cost, but that can deter those backers or lead to issues. VFI is basically the go-to in this category, and they often partner with the other companies (for instance, QML or GamesQuest might subcontract Asia orders to VFI). If your RPG has a Korean or Japanese audience, for example, VFI could significantly smooth delivery there. Just be sure to communicate that Asia deliveries might arrive a bit later due to the consolidated shipping approach.
ShipMonk – ShipMonk is a large tech-forward fulfillment company (with bases in the US and EU) that also courts crowdfunding campaigns. They have an “Ultimate Kickstarter Fulfillment Guide” on their site and have worked with creators across various industries (The Ultimate Kickstarter Fulfillment Guide - ShipMonk). ShipMonk specializes in direct-to-consumer e-commerce and fulfillment for small businesses, and their sweet spot is products under 5 pounds and 24 inches. Pros: They have multiple warehouses (US East, West, and in Europe) so they can distribute inventory and ship domestically in major markets. Their system is quite automated and integrates with many platforms. They welcome campaigns of different types and explicitly can handle fragile items or those needing careful packing. If your RPG campaign had, say, miniatures or special edition fragile items, ShipMonk’s experience with fragiles could be a plus. Cons: ShipMonk is a general 3PL and not game-specific, so you may not get the hand-holding or gaming community advice that a QML or Fulfillrite might give. Some users report that ShipMonk’s pricing can be complex (lots of line item charges). Also, if you have hazmat items (e.g. something with batteries or liquids – not typical for RPGs), they have limits (they don’t do heavily regulated goods). For a straightforward RPG with books and maybe some accessories, ShipMonk could do fine. They’re a good consideration if you want one partner that can place inventory in both US and EU warehouses under one system, potentially simplifying coordination. Be sure to get a detailed quote; their cost-effectiveness may depend on volume (they might have minimum monthly fees if you don’t ship enough orders).
Easyship – Easyship is a bit different: it’s primarily a shipping rate platform that integrates with fulfillment solutions. They have a crowdfunding shipping program and have worked with very large campaigns (including non-tabletop ones like e-bikes). Easyship doesn’t own warehouses in the traditional sense; instead, they connect you to courier services worldwide and help optimize shipping. They have had an office in Asia and experience with complex fulfillment. Notably, Easyship has shipped a high volume of board games and even handled some of the largest crowdfunding campaigns in recent years. Pros: Easyship’s platform can find the cheapest or fastest shipping method for each package, and they simplify things like generating customs documentation. They are open to heavy or hard-to-ship items and pride themselves on tackling challenging logistics . If your project has unusual distribution (e.g. 50 backers each in 50 different countries), Easyship might find efficient solutions where a single 3PL might struggle. They also support creators in planning VAT collection, etc. Cons: Easyship is more of a tool/service than a one-stop warehouse; you might still need a fulfillment center in conjunction. For example, you could store your inventory with a 3PL or even in your garage, and use Easyship’s software to buy labels and ship out. For a typical creator, Easyship may be most useful if you’re self-fulfilling or coordinating multiple centers. It may be overkill for a simple scenario. Also, using them could introduce another layer of complexity – you’ll be dealing with Easyship’s interface and the actual folks holding your goods. However, some creators have used Easyship effectively to manage region-friendly shipping without having to individually contract local fulfillers; Easyship sort of brokers that for you. If you’re tech-savvy and have a truly global backer spread, it’s worth looking into.
Floship – Floship is a Hong Kong-based fulfillment company that originally made its name handling Kickstarter projects shipping out of China. They have expanded globally since. Floship provides a turnkey solution from factory to backer. They have multiple warehouses (about 12 locations worldwide) and strong software integrations to manage orders. Pros: If your RPG books or components are being manufactured in China, Floship can pick up directly from the factory and fulfill worldwide, often saving a leg in shipping costs (no need to first ship everything to your home country). They have experience in categories like electronics, apparel, and have done tabletop games as well. Their system can automatically route orders to the best fulfillment center in their network. Cons: Floship’s services are usually cost-effective for mid-to-large campaigns; they might have setup fees or minimum charges that could be steep for a small project. Also, while they can ship anywhere, you’ll want to ensure they offer good tracking and transit times to, say, North America or Europe (they do, but you may need to use premium couriers via them). Essentially, Floship is somewhat similar to using a combination of Easyship and a China fulfillment center – but under one company. They have been used by some board game Kickstarters that manufacture in China to quickly get rewards out globally. For an RPG, if you print in China and have a majority of backers overseas from you, it could make sense to consider Floship or a similar Asia-based 3PL to handle everything in one go. Just weigh the costs and also consider communication (time zone differences with a Hong Kong based team). Floship’s selling point is efficiency for campaigns that are basically global from day one.
Smaller and Regional Firms: There are many other fulfillment companies creators might consider depending on their region and needs:
- Happyshops (Germany) – A fulfillment service in Germany that has handled EU shipments for some game projects (pro: in EU for VAT, con: mostly focused on German market but does EU).
- Meeple Logistics (France) – Another EU option used via France, often by French game companies; could be useful if you have a partner in France or a lot of French backers.
- Gamerati (USA) – Gamerati provides warehouse and shipping services, historically for game distributors and some Kickstarters. They might be a good fit for small-to-medium publishers, especially those in the RPG industry, since they know the products (they’ve handled fulfillment for indie RPG publishers and also run a retailer distribution program).
- Red Stag Fulfillment (USA) – A US 3PL known for excellent handling and security, highlighted for e-commerce. They wrote articles listing other companies (so they’re aware of crowdfunding needs). Red Stag might be more aimed at ongoing store fulfillment, but they can do Kickstarter reward shipping too. Their focus is on large/heavy products and quality service, so maybe not the top choice for a simple book project, but if your RPG comes with, say, a hefty crate or miniatures, they could be an option.
- Amazon Fulfillment (FBA) – A few creators have tried using Amazon’s fulfillment network by essentially creating a product listing for the reward and giving backers promo codes. This is complex and not officially supported by Kickstarter, but it has been done for small tech projects. For RPGs, this is rarely used because Amazon doesn’t easily handle one-time bulk shipments to individual backers without them “ordering” through Amazon. It’s mentioned here just as something that comes up in discussions. Generally, traditional fulfillment companies are simpler for Kickstarter needs than trying to hack Amazon to do it.
- Other regional 3PLs: For example, in Canada, some use Pick & Pack Logistics (Canadian company Frank West mentioned or Snakes & Lattes (a game cafe that had fulfillment services in Toronto). In China, aside from Floship and VFI, there’s Send From China (SFC) which some miniatures projects used. If your backer distribution is heavily tilted to one country (say 80% in the US), you might primarily use a US partner and just do international via USPS or UPS. But once you have significant percentages abroad, regional specialists become worthwhile.
DriveThruRPG / Lightning Source – Not a fulfillment company in the traditional sense, but as discussed in the case study, DriveThruRPG offers print-on-demand and digital fulfillment services. They are even listed on Kickstarter’s official “Fulfillment from A to Z” resource page as an option for delivering physical books (Fulfillment from A to Z - Kickstarter). Pros: No need to deal with inventory or upfront printing; backers can get books printed nearest to them (US or UK) which saves international shipping cost and time. DriveThru handles all the packing and shipping once a backer orders their copy. Cons: Higher cost per unit and limited to book-able products. Also, you as the creator have to manage giving backers their print codes (and some backers might find it a bit convoluted to redeem). But it’s a very viable option for small press RPGs, especially if you’re already planning to sell via DriveThruRPG post-campaign. There’s also Indie Press Revolution (IPR) and Studio 2 Publishing which are more focused on indie RPG distribution but sometimes help with Kickstarter fulfillment for print items (they often combine it with offering retail distribution).

In summary, the most commonly used fulfillment companies for tabletop RPG projects tend to be those also popular in the board game space: for example, creators often use Quartermaster for US/Canada, Spiral or GamesQuest for Europe, Aetherworks for Australia, and perhaps VFI for Asia. These companies know how to work together, and some creators use a mix (multi-hub approach) to cover the globe. Others might choose one primary partner (like a Fulfillrite or ShipMonk) if most backers are in one region or if that partner can handle international shipping reasonably.

When comparing pricing, expect each to have a somewhat different fee structure:

Some charge a per-package fee plus postage, others have a flat per-backer fee if you hit certain volumes.
Warehousing might be free for a short period then cost monthly after (e.g., “30 days free storage, then $X per pallet per month”).
Pick/pack fees can range from $1 to $4 per package depending on complexity.
Postage costs will vary – get sample rates to key countries (US, UK, Germany, Australia, etc.) for your package weight.

Pros and Cons Quick Recap:

Quartermaster: +Specialized and full-service for games; +trusted by large campaigns; -costly for small projects.
Fulfillrite: +Hands-on support; +great for small/light items; -only US warehouse (needs partners for abroad).
GamesQuest/Spiral: +Solves EU/UK shipping and VAT; +experience with customs; -prone to delays if overbooked; -requires importing stock to UK.
Aetherworks: +Essential for Aussie-friendly delivery; -adds step if few AU backers.
VFI Asia: +Cheap Asia shipping; -longer delivery times; -best if manufacturing in China.
ShipMonk: +Multiple warehouses; +tech integration; -less specialized in games; -complex fee structure at times.
Easyship: +Great for finding optimal international rates; +handles heavy/fragile; -not a one-stop solution (needs coupling with a warehouse).
Floship: +Factory-to-backers streamlined; +global reach; -upfront costs and communication may be challenging for some; -best for larger campaigns.
DriveThruRPG POD: +No inventory management; +prints in US/EU; -high unit cost; -only for books/cards.

Ultimately, choosing the right fulfillment company comes down to matching their strengths with your project’s needs. A smaller RPG zine campaign might prioritize low setup costs and personal service, pointing to a partner like Fulfillrite or even POD. A huge campaign must prioritize capacity and global reach, pointing to a network of QML+GamesQuest+Aetherworks, for example. Always do your due diligence: talk to a few companies, get quotes, ask for client references if you want extra peace of mind, and read recent creator discussions. A good fulfillment partner will not only ship boxes but also act as an ally in solving logistical problems. With careful planning, clear communication, and the right partner, you can deliver your tabletop RPG to backers efficiently – turning your successful Kickstarter into a success story of fulfillment rather than a cautionary tale.