Finding time to play tabletop RPGs can be tricky when everyone in your group has busy lives. Between work, school, family commitments, and everything else, keeping a consistent schedule is a challenge. But just because your group can’t meet every week doesn’t mean you have to give up on your campaign!
With some creative planning and a flexible approach, you can run an engaging TRPG campaign that fits around everyone’s schedule. Whether your group can only meet once a month or you have players dropping in and out, here are some tips to help you keep the game going.
1. Embrace Episodic Campaign Structures
One of the most effective ways to manage a sporadic gaming schedule is to adopt an episodic campaign structure. Instead of having an ongoing storyline that requires players to attend every session, treat each session like a standalone episode. Think of it like a TV series where each episode tells its own complete story, but there’s still an overarching plot.
Benefits of Episodic Campaigns:
- Player Flexibility: Players can drop in and out without missing vital parts of the plot.
- Lower Pressure: No need to remember intricate details between sessions.
- Satisfying Sessions: Each session feels like a complete adventure, even if the group can’t meet regularly.
Tip: To keep things connected, you can have a larger, ongoing story arc that progresses slowly in the background. That way, even though each session stands alone, there’s still a sense of continuity.
2. Plan for Modular Adventures
If you don't want to completely change your campaign structure, try adding modular adventures! Modular adventures are self-contained story arcs that can be dropped into your existing campaign at any time. They can be as short as a single session or stretch across several sessions, depending on how much time you have. The key is that they’re flexible and can be used whenever needed.
Why Modular Adventures Work:
- Adaptable Timing: You can run these modules whenever you have time, and they don’t rely on what happened in the last session.
- Easier for the GM: You can prep several modular adventures in advance and pull them out when needed, reducing the need for last-minute scrambling.
- Reusable: If a player misses a session, you can save the module for later or tweak it to fit a different group.
Tip: Look for pre-written adventure modules or create a “bank” of short stories, dungeons, or encounters that you can insert into your campaign at any time. This lets you maintain momentum even with inconsistent play.
3. Use “Drop-In” Sessions
When your group’s schedule is especially unpredictable, “drop-in” sessions can keep the game moving forward without everyone needing to be present. In this format, the campaign world continues, but individual sessions feature whichever players are available that day.
How Drop-In Sessions Work:
- In-Game Logic: The world keeps moving, and characters can come and go as the story unfolds. Use in-game explanations like characters being on side quests or dealing with personal matters when they’re absent.
- Flexible Storytelling: Design each session to work with a rotating cast. Some characters might be around to tackle one part of the story, while others handle different tasks when they’re available.
Tip: Frame the campaign as a group of adventurers with their own individual goals, so not all characters need to be involved in every session. This works especially well for urban settings or sandbox campaigns where players can explore different parts of the world.
4. Low-Prep Games for Quick, Engaging Sessions
When time is tight, low-prep games can be a lifesaver. These systems and approaches allow you to jump into a session with minimal preparation, making it easier to play even when you only have a few hours to get ready.
Low-Prep Systems to Consider:
- “Powered by the Apocalypse” Games: These games are known for their narrative focus and quick setup. The GM can prepare a basic outline, but the players help drive the story with their actions, which reduces prep time.
- One-Page RPGs: These are designed for quick, flexible play. You can often create characters and jump into the game within minutes. Systems like Lasers & Feelings or Honey Heist work well for one-shots or short campaigns.
- Dungeon World or Fiasco: These systems focus on collaborative storytelling and improv, meaning less time spent on detailed prep.
Tip: Even if you’re running a high-prep system like Dungeons & Dragons, you can use online generators to quickly create NPCs, dungeons, and encounters, saving you valuable time.
5. Keep a Shared Campaign Log
When your group can’t meet regularly, it’s easy to forget important details or lose track of the story. A shared campaign log—whether it’s a physical journal or an online document—helps keep everyone on the same page.
Ways to Keep a Campaign Log:
- Shared Google Docs or Wiki: Encourage players to write session summaries, track NPCs, and record major events in a collaborative document.
- Discord Server: Set up channels for character notes, session recaps, and player discussions. This also serves as a place to coordinate future sessions.
- Dedicated Note-Taker: Designate one player each session to write a brief recap and share it with the group.
Tip: Keep the recaps short and simple! This isn’t about creating an epic novel—just a few bullet points or paragraphs to help jog everyone’s memory before the next session.
6. Communicate and Set Expectations
One of the most important aspects of running a campaign with busy schedules is to communicate clearly with your players. Set expectations from the start, so everyone understands that the game will be flexible and may require some patience.
Things to Communicate:
- Scheduling Flexibility: Let players know that you’re all in this together, and sometimes sessions will be missed or characters will have to sit out due to scheduling conflicts.
- Commitment Level: Be upfront about the level of commitment needed for the campaign. If some players can only attend once in a while, that’s okay, as long as it’s understood from the start.
- Open Communication: Create a space where players feel comfortable letting the group know when they can’t make it. If scheduling issues come up, having a backup plan (like a drop-in session) ensures the game can continue without stress.
Tip: Use scheduling tools like Doodle or When2Meet to coordinate session times. These tools let players indicate their availability so you can find the best day for everyone.
7. Consider Playing One-Shots Between Major Sessions
If your group is struggling to find time for longer campaign sessions, one-shots are a great way to keep everyone engaged with the game world. These single-session adventures can be set within your campaign’s world or act as fun side stories that don’t affect the main plot.
Benefits of One-Shots:
- Low Commitment: A one-shot requires just one session, making it perfect for when you can’t commit to a multi-session adventure.
- Creative Freedom: Use one-shots to explore different areas of your game world or let players try out new characters and playstyles without long-term consequences.
Tip: You can even have players take on the roles of NPCs or minor characters during one-shots, which adds flavor to your main campaign without needing to advance the primary storyline.
Running an RPG campaign with busy schedules doesn’t mean you have to sacrifice fun or storytelling depth. By embracing flexible structures like episodic adventures, drop-in sessions, and modular encounters, you can keep the campaign moving forward without stressing over strict scheduling. Combine that with low-prep game systems, shared campaign logs, and clear communication, and you’ll find that even with sporadic sessions, your campaign can be just as engaging and enjoyable as a weekly game.
The key is flexibility, creativity, and remembering that every session—no matter how irregular—can be a meaningful step in your shared adventure.
