[RPG] How to fairly schedule sessions when not everyone can make it anymore

attendancegroup-dynamicslogistics

So we've been playing a campaign for a few months, and we've kind of hit an impasse. Alice's work roster has changed. She can't make it to Game Night anymore. We'd move it to our back-up day, but Bob won't be able to make it anymore. In fact, given that Charlie can't do Mondays or Tuesdays, Dave's out for weekends, and no one can do Friday, we can't schedule a game where someone isn't missing. Then there's Ethan who could just rock up whenever (man, he really needs to get a hobby).

For the last month and a half group chat has been nothing but suggesting dates and people saying they can't make it.

The only option we've really got short of booting someone out is to cycle through days and accept that people can't make it.


Having accepted that conclusion, the problem we're now facing is how to be fair with determining who misses some sessions. Some players mightn't be that keen to be forced to miss parts of a very story heavy campaign. Others are players who really help the group dynamic, and loosing them for a few of our sessions might ruin the dynamic a bit. Finally some can make it every single session no matter what, should they get extra XP and loot just because they're available on a certain day?

The other problem is that when we start suggesting days and not everyone can make it on that day, what we're really suggesting is people we can do without. That might hurt a bit.

We seek the wisdom of stack exchange. Have you ever dealt with a scenario where your playing group will never be complete? How do you decide when to play? How do you keep it fair and how do you steer clear of favouritism?

Best Answer

I've dealt with this. Heck, I'm dealing with it right now. If you absolutely can't schedule a game when everyone can make it, there are a few things you can try, which I have tried to mixed success.

1) Play Without Alice

Alice's schedule changed. That's not her fault, but that IS the reality. If this were my game, I'd reluctantly write Alice's character out in a way that leaves the door open for possible return.

This is generally the best solution for the group as a whole, and for the continuity of a single game. It requires no extra bookkeeping, doesn't make anyone run a spare character, etc. But of course it doesn't help Alice at all.

2) Non-Player PC's

Schedule games to allow the most people to attend at different times. Then, when a player isn't there, someone else runs their character. This can be the GM, another player (agreed to by both the absent player and the sub player), or the group as a whole. Regardless, the player should leave a few notes on tactics/behavior for others to try to follow.

This method will keep a game going, but can slow play. There's a bit more to keep track of, and players will need a recap of what they missed every time. It also carries the potential for upset players if someone plays their character wrong. Trust is important here

2a) NPC Alice's Character When She's Not There

Subset of 1 and 2. You play on the same day, and Alice's in the only character that gets NPCed. This is a good idea IF Alice's schedule is subject to change. When I did it, the player in question had a revolving work schedule, AND sometimes had last minute switches from his manager, so some weeks he'd show, some he wouldn't. When he showed, we'd fill him in and he'd take over his character.

3) Alternate Games

When Players A, B, and C are available, you run Demonic Dungeons. When Players B, C, and D are available, you run World of Dimness. This way, everyone gets to play, and no-one misses anything of their game.

This is my second favorite method, which I used with great success for a couple of years when a player could only make every other session. On session A, we'd play one game, and on session B we'd play another. Four players played every week and one played every two weeks.

Of course, your scheduling issues are more complex, and may need more than two games. This will reach a point of diminishing returns if the same person GMs all the games, as it pulls focus and makes more work for the GM. Work =/= Fun

3a) A-Story, B-Story

A special case of Alternate Games. One game, separate, possibly intertwined storylines. This can be tons of fun if the GM is up for it. Often, players who can make both sessions need separate characters for each.

4) Make the absences an in-game thing

Play something where PCs can easily leave and return. This works really well if the game is something weird where people appear and disappear a lot.

Ages ago, I was a player in a long-running game of The Fantasy Trip where the GM simply decreed PCs appeared when their players were there and disappeared when they couldn't make it. It was demented, but we had fun. It was especially odd when it would happen mid-combat. :p

Fun For Everyone

Here's the thing. Do what's the most fun for the most people most of the time (and don't forget, the GM is a player too!). Some of the bending over backwards needed for some of these solutions will reduce someone's fun. Too many games, and the GM's fun may wane as he works harder. Running an extra PC is not much fun for most people.