Preparing for Convention Games


Preparing for convention games pays dividends for the GM & players that combines organization, creativity, and a deep love for tabletop roleplaying. I learned a lot from David Christ, the Baldman Games CEO, who did an interview on Mike Shea's podcast: The DM Deepdive. He came up with the following as traits of a good GM (having worked with over 5000 GMs): It's about the players, NOT the GM; Prepare!; Have fun & smile. Here’s how my process usually unfolds, step by step, to ensure my games run smoothly and players walk away happy.

Playtesting and Fine-Tuning

Before the convention, each adventure is playtested twice with two separate groups: once on Foundry VTT to catch digital interface and pacing issues, and again in person to simulate the live table environment. This doubles as a stress test, helping uncover any hiccups in rules comprehension or player engagement.

Study Complicated Rules

I will try to study the things that are difficult to remember at the table, but still seem to come up a lot such as: Drowning, dodge & parry, opposed rolls, & death.

Miniature Preparation and Painting

All needed miniatures are printed, painted, or assembled well in advance. This hands-on preparation not only brings the game world to life for participants, but also allows for tactile immersion—nothing hooks a player like seeing their character or a fearsome villain come to life on the table.

Physical Assets: Maps and Cards

Complete, full-sized maps are printed for all major encounters, with item cards ready for distribution during gameplay. These assets add depth and accessibility, making it easy for players of all backgrounds to grasp the mechanics and setting quickly.

Event Registration

To ensure a smooth experience for everyone, every session is officially registered with the convention organizers well ahead of time. This guarantees seating, proper scheduling, and smooth ticket pickup, so no detail is left to chance.

Toolbox of Supplies

Transporting needed supplies is simplified with a wheeled toolbox system—dice, pencils, pens, scissors, tape, index cards, coins, poker chips, and other game-enhancing tools are all organized and ready to go. This makes setup quick and ensures no essential item is ever forgotten in the rush of con excitement. I also take a large battery to keep my laptop & phone charged and offer it's use to the players as well. I also ensure that my PowerPoint of images & videos is ready to go (I use a 10.5" little screen on the back of my GM screen to show them to players).

Character Sheets and Dry-Erase Sleeves

Pre-generated character sheets are protected in sleeves for use with dry-erase markers, allowing easy updates and modifications during the adventure. This adds flexibility, perfect for on-the-fly rule adjustments or quick stat boosts in climactic moments.

Plexiglass Fog of War with Chalk Paint

A thin plexiglass sheet—marked up with chalk paint—is laid over the map, providing an interactive fog of war experience. As players progress through the dungeon or wilderness, areas can be revealed in real time, building suspense and strategy.

Player Communication and Surveys

Before the event, the conference’s player communication platform is put to good use: Introductions are sent in advance along with links to key tools such as a player type survey, a TTRPG preferences matrix, and an RPG safety checklist survey. I also ask the players to choose their pre-gen characters from my pile. This proactive approach ensures the table experience is safe and tailored to the preferences and comfort levels of every participant. After the event, I like to proctor a post-session survey to see what worked & what didn't. I am always striving for CQI (Continuous Quality Improvement).

Bringing It All Together

Preparing for convention games is about creating a memorable, seamless adventure that welcomes newcomers and veterans alike. Every step—from meticulous asset creation to thoughtful player communication—lays the foundation for a successful session filled with fun, camaraderie, and great stories.

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