21 Lessons learned after running 100 sessions

September 11, 2024

This July we celebrated the 100th session of Conquering the Barbarian Altanis campaign. Our first session was on March 8, 2022. Time flies! Below are my reflections and answers to some questions I have received about running the campaign.

Background

Our campaign is located in the Wilderlands Barbarian Altanis. We play weekly (Tuesdays evening) for three hours, online, using Discord and Owlbear Rodeo. Between the sessions we sometimes engage in play-by-post, especially for downtime activities. That way we can really focus on action in every session.

Each player makes three characters when they join the game. They pick one they begin with and start playing. They can activate another character in case the first one dies, or gets stuck somewhere (e.g. in another dungeon delve we are not continuing because more than half of the players aren't present).

I've allowed anyone interested to join us and try out our game. Since we've begun there have been dozens of players that came and went, with around twenty sticking around. Roughly a quarter of those are active non-stop, another quarter is active but joins live sessions a bit rarer, and remainder joins whenever life allows.

Our campaign is very open ended, with a lot of freedom for the players. This also puts onus on them to decide what to do, what do prioritise, and how to organise themselves. Over time this has led to players controlling multiple characters, embarking on concurrent expeditions, racing against time, causing and fixing trouble in the land, and so on.

In other words—we are playing an open ended sandbox where the world is alive and is actively shaping and being shaped by the players.

Lessons Learned

Don't take it personally. People come and go. Life happens. Miscommunication happen as well. When somebody leaves the game without notice or stops playing I don't dwell on it.
Be consistent and predictable. Game is on Tuesdays evening. Game happens as long as someone signs up. Game event is put up three days ahead, and player roll call is broadcast the day before. Game happens every week. If there is change of days, that is communicated a week before.
Clear boundaries. I have only two hard rules that would make me act immediately: no player-versus-player behaviour and no sexual violence. I repeat these two rules to each new player. I state them in a direct, no chance to misunderstand, manner.
Keep a furious pace. We are playing for 180 minutes. That isn't much time. There are no breaks. “What are you doing next?” is my most common question. For longer discussion I activate a ten-minute timer that is visible to all players.
Keep interferences to a minimum. I do my best to ensure players need as little as possible to play. Currently they only need internet browser with three open tabs: Discord for voice chat and dice rolling, Owlbear Rodeo for simple VTT map, and Google Slides for their character sheets. I don't want them to waste time wrestling with tools.
Keep the game running and review rules after. If I can't look something up within 180 seconds, and it is not a life or death situation, then I'll make a ruling and tell players that I'll look up the exact rule or numbers after the game.
Don't correct. If I make a mistake while running a module or something I've written down, I do not retcon it. The “mistake” becomes canon and I work it in. One such “mistake” led to fifty memorable game sessions.
Be generous. My default stance is to rule in players' favour when uncertain or if I made a procedural error. For example, if I forgot to ask for declarations and one of the PCs was supposed to cast a spell, I will allow it. After all, it is me who made the error. There will always be another chance for that PC to die, no matter how generous I am.
Don't be afraid of exceptional PCs. Scroll with powerful spells? Magic weapons with strong bonuses and abilities? Large treasure cache that would allow everyone to level up? Gasp! Who cares! Let them have it! The stronger they are, the more fun we can have! Players always find novel ways to kill their characters anyway.
Fun isn't always right. Long-running open-ended sandboxes require some logistics and politicking and serious intelligence gathering. Sometimes a winding down session is welcome after a series of mentally intensive sessions. A “boring” session every two dozen sessions is a welcome respite that also allows players to realign regarding their goals.
Take great notes. I have created three templates that I use every session: day tracker, combat tracker, and session tracker. I take notes on every character, combat, and in-game day. I maintain in-game calendar. At any moment I know where and when each and every character is. That is critical for running an open-world sandbox with multiple player characters adventuring at the same time.
Do the math. After every session I list recovered treasure, earned experience (in bulk, as not to reveal how much XP each individual treasure or monster is equal, which is sometimes useful), and distribution of experience (what character are eligible for experience and what is their share). I also write out how much XP is each share worth, including bonuses. Since I take great notes this takes me less than five minutes and preemptively solves many questions. Players just need to find their character, share, and update experience.
Don't overprepare. I have an inexpensive egg timer. My partner hates its ticking sound. So I use a watch instead. 30 minutes for a session. That's how much I give myself. If I do something more than ten times, then I either automate it with a spreadsheet or script, or create a reusable template.
Do the bare minimum. I prepare everything in iterations. Published material is organised so I can easily access it, while everything else has just the essential ready. For example, if players suddenly decide to take a turn into some settlement, then I'll play with nothing but one to two sentence description and procedural charts in my Judge binder. If they remain in the settlement for longer than one session, then I will sketch it. If they stay longer, I'll flesh it out a bit more. Same goes for dungeons and wilderness locales. First they are rumours, then they are entrances with areas around them, then they are fleshed out.
Everything beyond the bare minimum should be a reward in itself. If I decide to spend more time on something it is because I want to, and have no expectation players will do anything with it. Creating a dungeon or locale, researching rules and procedures, polishing house rules... I do them because I find them fun, and might use them in game, but without any plan or expectation to force them on the players.
Prune the Judge binder regularly. Every quarter I go through my Judge binder and move sheets around. Those that get used during the game go up front. Those that get used during prep go to the back, separated by a coloured divider. Those that don't get used get removed.
Convene community. Since we are all on the same Discord server, the discussion is always flowing. We have a generic “lobby” channel where we discuss many non-game related topics. There are players from all walks of life so there is always something new to learn from each other. Memes and jokes are shared, new products and crowdfunding campaigns recommended so we all get a bit poorer, ideas are traded and critiqued, and so on and so forth. Everyone participates, regardless of how often they play.
Create a space that encourages mutual support and reflection. Many players mean many different personalities and play styles. Of course, those that remains are relatively similar, but that doesn't mean there is no room for improvement. I often use plurals and ask players to think “we” and “our,” especially when discussing their next steps.
Facilitate players outside of the game. Love for specific type of gameplay is what brought us together. It is fair to assume there might be more mutual interests. If someone wants to run a one-shot with different rules or their own game, or recruit people for a game they are starting, or needs help with something they are working on, or anything else, I do my best to connect them together.
Public praise, private punishment. I do my best to congratulate and reward good play, thinking, and cooperation with a kind word and explicit praise in front of everyone. If somebody is misbehaving, then I have a one to one conversation with them. Public shaming is for military and prisons, not games.
Don't absolve responsibility. At the end of the day I am the person responsible for our game and community. That isn't something that can or should be delegated.

Questions & Answers

I've received some additional questions about our campaign and my style that aren't covered with above lessons. I'm including these questions and my answers below.

If you have a question of your own feel free to email me or share it in the comment below, and I'll reply when I have time.

Question

How to handle dropping players into a sandbox game without them feeling lost, overwhelmed with so much potential choice that it feels like no choice at all, or lacking direction; and about how to encourage them to seek out adventure hooks and pursue their own goals. I wasn't there for the first session of Barbarian Altanis, but I'd love to hear about how you set up that first session, and how you prepared prior to the beginning of the game. Did you begin by giving the players a clear quest to go on? Did you give them a limited number of hooks from which they could choose? Or something else entirely?

Answer

Preparation: I read the Wilderlands material and picked region I liked the most, Barbarian Altanis.

Session 0: I introduced Wilderlands, Barbarian Altanis, type of game I will run (open-ended, player driven, no PvP, no sexual violence). Then I asked players to pick a starting point. They choose Kestizar.

Session 1: we begun playing. I read hexes around Kestizar and placed some dungeons within 25 mile radius. I collated hooks and gave them out randomly during the sessions. I mixed that with random tables. There was no clear quest; purely player driven.

Reflection: in retrospect I think some of the players were a bit confused and/or lost. It took several sessions before they committed to a specific hook. Few of them led to very violent outcomes with few survivors. Our first year was a bit mudcore, to an extent because of player choices (since I never intended it to be as I placed plenty of treasure and magic items, but refused to railroad you to them). There were multiple (!) occasions where they'd give up right before hitting a big pile of treasure. But then the hydra lair changed everything. ;)

Question

Advice that worked or didn't work for you. Resources that you found useful—what books did you keep on hand during sessions and/or prep, sort of thing? Is there a book/resource that isn't made that you would have loved to have used?

Answer

Honestly, I did not seek advice beyond the rulebooks. First I spent a year or so reading B/X, then BECMI, and then Rules Cyclopedia. Then I read AD&D 1e DMG and PHB. In parallel, I spent a lot of time understanding TSR's catalogue, editions, publications, how they tie in together, what is their focus, and what are the differences. I don't remember why, but I decided to try out B/X and RC/BECMI, so I found a game of each and begun playing. I want to see the rules in action. From that experience I decided to run B/X first, so I master it and then in the future potentially upgrade into a more advanced system. After all, that was TSR's promise!

When I was exploring TSR's catalogue their main settings did not grab me. Mystara was fine, but not captivating. I liked Dark Sun, but wanted something closer to regular fantasy or sword & sorcery. Thunder Rift was cool, but felt too constrained. Then somehow, and I don't even remember when or how, I stumbled upon Wilderlands of High Fantasy. It blew my mind. It was fucking awesome.

CITY STATE OF THE INVINCIBLE OVERLORD.

BARBARIAN ALTANIS.

CITY STATE OF THE WORLD EMPEROR.

Hex one-liners with crazy hooks. Vast, but not too big. Populated, but not too dense. Ready for adventure as is, but easily expanded and filled out with anything. Setting that can take abuse. Setting that can be improvised with. I like the content, I liked the aesthetics, and I liked the ethos. That was the time I took a deep dive into Judges Guild and their catalogue.

Having picked the ruleset and setting, my next step was to get all the core books. By now I have acquired most of the TSR catalogue, so I begun hunting down Wilderlands publications. After studying the four booklets and Necromancer Games boxset, I felt like I was ready to run a life long campaign. My next step was to pick an area. I've selected because (1) I liked it so fucking much, and (2) it was in the middle of everything. My next step was to read up on adventures and shortlist a dozen or so I want to run.

I spent time making a list of best rated modules (usually starting with tenfootpole.org), and then I'd seek more reviews of publications I liked. If I was still hooked, then I'd buy and skim them. If I still liked them, on the list they would go. When the players selected their starting point on the map, I looked for few low level modules and placed them in the region.

Following all that, I made a binder with key notes on Barbarian Altanis, list of modules, empty papers for additional notes, and print outs of modules the players would be most likely to visit. Then I made another binder, the Judge binder, where I put all the procedures I use during play, including those for random procedural generation. I'm confident enough to improvise anything, but still like using good tables.

Bar none, my most references book is Ready Ref Sheets by Judges Guild. It is amazing. Some of the procedures are bad. Most are great. But the flavour is inimitable. Besides those, I frequently reference d30 DM Companion and d30 Sandbox Companion. Heck, I got d30s just because of them. I do have a collection of other tables as well, mostly from AD&D 1e and Arduin.

I don't feel like I need another book in life. With above two binders I could run a game until I die. That of course does not mean I am not acquiring more books... What can I say, I like reading stuff old and new.

Question

Did you find your preparation methods shifted, and how? and was that change from your own developing skill, or because of the length of the game? Is there anything you learned or did that you wish you'd known or done before you started, or that you wish you had done earlier in the campaign?

Answer

Over time I shortened my preparation even more, but the methods are still the same. Or at least I think they are.

Once I made a four-level tower with adjacent camp and underground dungeon with cave complex. I made it because players were dead-set on marching on it to fight barbarians there. Then, after mustering a mercenary army they decide to go somewhere else instead. I do not regret making it, but it was a good signal to maintain my usual iterative approach to developing points of interest.

Question

You've run a long open table. What are the stats on your player pool? Did trends emerge for how players played in an open table format? What sort of players should GMs of open tables look to recruit? What sort of “player stable management” did you do?

Answer

Yeah, it's been going more than two and half years now. I've been maintaining a public character roster that includes characters from all players that are still playing.

When a player leaves, I delete their character from the “Alive” list, but keep them in the other lists. In other words, I haven't been tracking exact number of how many people came and left. There was a good number that was curious to learn more about our play style, who would come play a few sessions and then leave. There were some that would join and then leave.

There are currently 21 players with 34 characters. There are more, but some of the are uncertain, so I don't want to spoil anything. Let's just say that at least two have been playing in a months long play-by-post session that still hasn't come to an end.

Regarding recruiting, I basically try to recruit more people that are like people I'm playing with right now. As I wrote elsewhere, I strongly believe that good games are to be had with good players, hence I care more about attitude than skill or years of gaming experience. The only foolproof way to test compatibility is to play a session together.

For player character “stables” I did not use anything special. Make a character sheet for each character and keep track of them. That's it.

Question

How was it putting session reports in A&E?

Answer

It is fun! It took me some time to get use to the format, and contributors publishing their reaction and comments to previous issue in the next issue. Like commenting on blogs, but with longer delay and more in depth commentary. Collating reports for A&E is another chance at proofreading, and I often cringe at mistakes I catch. Another thing I used to do much more, but haven't done a lot of it in my latest submission, is including art. Initially I'd hunt for stock images, play with Midjourney to generate something usable, and try to fill in the gaps with art. Now I just use a little bit of abstract art and maybe one or two stock illustrations. My plan is to keep publishing the reports in A&E as long as the game keeps on going and zine keeps coming out. A fun side bonus is getting fan mail from strangers.

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