A while back I wrote an article mulling over the various ways one can conclude a LARP – both in terms of bringing an individual event to a close, and rounding off a campaign. Specifically, though, I was talking about planned endings – endings intended to be exactly that – because as a game runner that’s the type of game you want to design.
Just recently, though, a LARP game I had been playing has experienced a different type of ending – an unplanned one. Crucible was a Vampire: the Requiem LARP run by the Badgers and Jam referee team. It was designed to be a low-budget, low-cost, long-running monthly campaign. The format was structured around sessions taking place once a month in a hired pub function room, and lasting for a few hours of a Saturday afternoon – allowing for a much lesser time commitment than many of the weekend-long LARPs I’ve written about on here previously.
The “ageless creatures in the modern day” concept meant that anyone could come kitted in normal clothes or push the boat out on costuming to the extent that they saw fit, and also meant that it wasn’t incongruous for characters to use smartphones; the latter point meant that the referees could deploy a handy little web portal to manage the use of vampiric Disciplines mid-session, freeing them up from having to referee such things. All of this was supported by a much more simple system than Mind’s Eye Theatre – partially to enable the phone-based resolution in the first place, but also to scale back the barrier to entry and to declutter gameplay (since Mind’s Eye Theatre tends to import a lot of tabletop game mechanics and complications without really thinking about how social LARP games actually play out in practice).
The campaign had started shortly before the COVID pandemic – the first session I attended was the last one before the game went on hiatus as a result of the virus making it dangerous to run sessions and lockdown making it illegal. Whilst many outdoor LARPs opened up again somewhat in 2021-2022, due to outdoor events being more COVID-secure and thanks to the vaccine rollout, Crucible was specifically meant to be a game played in pub function rooms, because that was key to making it widely accessible. As such, the referees decided to wait a bit longer to restart the game – not just to the point where suitable venues were starting to reopen again, but also to the point where they had at least some confidence that we wouldn’t be going back into lockdown after a brief easing, forcing the game to go into hiatus again.
It was therefore mid-2022 when the organisers started to seriously talk about reviving Crucible, canvassing the player base to see how many people were still interested, whether people wanted to keep using their old characters or start fresh with new ones, and so on and so forth. They appeared to have sufficient numbers to make a go of it, and scheduled a return session for the 1st October – but then decided to postpone the return because despite a good number of people saying they wanted to return, an insufficient number of those signed up to actually attend the first planned revival session. (Apparently just enough people signed up to cover the venue hire, but not enough to functionally run the game as envisioned.)
Unbowed and unbroken, Badgers and Jam soldiered on. Deciding that in November-January people were likely busy, they decided to run a poll and see who was still interested despite this latest setback, and which of several possible days for a return session people could say with confidence that they would be able to make. The first Saturday in March seemed to have the numbers, and so a first session was planned for then, with a “first Saturday of the month” schedule going forwards from there.
In fact, I can jot down the actual numbers here – because the referees levelled with us about them afterwards. I was at the March event and enjoyed myself, but I did notice that attendance seemed a little light, and some players I’d had the impression were among the most keen participants in the campaign weren’t there. In fact, although 22 players said they were interested in the game and could make the March date, only 13 actually showed up. The referees had accounted for something like a 25% drop-out rate, which would have left things within the range they considered viable, but 13 players wasn’t quite hacking it.
This put the organisers in a tough spot. They seriously didn’t want to put a guilt trip on people or try and make people feel that they were compelled to attend – players who aren’t specifically enthusiastic to be at your game aren’t going to get anything from it and won’t give their best contribution – and they specifically designed it as a game where it was possible to simply miss a session if you weren’t feeling it in a particular month. At the same time, a certain attendance level was needed to make the game viable in its current design. This was why they disclosed those numbers to us post-event – rather than trying to brush the issue under the mat, the refs took what I thought was a sensible move by being honest with the player base about the precarious situation the campaign was in, and explained that they wouldn’t be able to keep running if we weren’t able to get regular attendance up.
They were also clear about the criteria which they would now start to use to decide whether the campaign was still viable: at the start of each session going forwards they’d take a headcount of everyone who’d made it to the event (and anyone who’d messaged in to say they were running late) and see if they’d hit 14. If they had those numbers, fine, the campaign would keep going. If they had 13 or less, and there wasn’t some form of significant mitigating circumstance intervening, they’d put the campaign on hiatus, taking a vote of those attending on whether to play through one last session or just end it there.
As it happened, at the April event there were only 10 players. The refs had told themselves that if we came in just a little but under expectations, they’d overlook it, but they couldn’t ignore that much of a shortfall – especially when the number of people who said they planned to come, even accounting for possible train strikes on the day (which if I remember right were called off anyway), was substantially higher than that. We near-unanimously voted to play through a session (which you’d expect, because the people present were generally those who were most enthusiastic about the campaign anyway), and then we were left to console the referees and ponder what had transpired.
It is a real shame that this has happened; Crucible was a good game, and may indeed still be a good game if the refs decide to retool, reconfigure, and continue in another form, and if they get the support from the player base necessary to make a go of it. It’s certainly the case that dropouts from LARP events seems to have become a little endemic in the UK scene, and whilst it had increased post-COVID it did happen pre-COVID as well. Sally Poppenbeck did a good guest post over on the LARP Experience blog thinking more about general reasons why COVID may have led to a shift in habits in this respect, but I do want to put some consideration into factors which might or might not have affected Crucible specifically.
Firstly, I suspect games like Crucible need to plan for a higher dropout rate than is average for, say, a weekend-long LARP event (for which the 25% drop-out rate feels like a reasonable tolerance to plan for). Weekend-long events tend to involve more commitment both in terms of time and money (even if the organisers undercharge, travel costs are a thing) and in terms of sheer personal effort than events which unfold over a weekend afternoon.
On the one hand, you would expect people to find it easier to come to an afternoon event than to a weekend event – but I suspect there’s a motivational paradox here. Precisely because it takes way more effort to go to a weekend LARP, I think people tend to be more invested in them. You aren’t going to book for such an event if that weekend is not clear, and once you have booked you are going to keep that weekend clear if you can; once you’ve decided to commit a fair amount of time and money to it, you’re probably going to show unless some dire turn of events prevents you, or if you have some sort of catastrophic loss of confidence in the event, or a mental health wobble makes you not want to leave the house, or whatever.
Conversely, if a game is happening every month on a Saturday afternoon, showing up is easier, but brushing it off is also easier. If you bail on a weekend-long LARP event that’s an entire weekend where you are suddenly at a loose end. However, if your weekend is looking busy with lots of smaller-scale activities, it can be tempting to drop something to leave more space for the rest of the stuff you’re planning to do. And if a game is not a one-off, and happens reasonably regularly, you can expect to blow off a session and be able to come back. That’s what the refs kind of wanted Crucible to be – but it becomes unviable to run the game if the proportion of people who blow it off is so high so frequently.
In addition to all that, I do wonder if the “we’re going on hiatus if we don’t make quorum” announcement accelerated the hiatus a little. I’m not saying that making the announcement was a mistake; quite the reverse. In general, I think it is good and healthy for referees to level with your player base about this sort of thing, both because it’s the honest and transparent thing to do and because trying to put a brave face on things and pretend there’s no problem is rarely the right call when it comes to mental health and morale.
In this specific instance, I think providing clearly-understood criteria for what a viable Crucible looked like was not just honest and transparent, but also a great aid in expectation-setting, as well as a challenge to the player base – it let us all get a picture of how much of a knife-edge the game was on, and helped stimulate us to try and recruit new participants.
Equally, though, if you tell a player base your game is in a fragile state it can be a risky move. In some cases you may find the players rally behind you, re-commit to the game, and pull out the stops to help get things back on course. In other cases, you could find that the player base become more disengaged, not less – if they start expecting that the game might go away, they may become less committed, because they feel less inclined to invest time and creativity in something which might evaporate suddenly.
What’s more likely than either of those extremes is a mixture of reactions – some players become more committed, some begin emotionally disengaging, and some have a more complicated reaction. In my case, for instance, I found I was more determined to make the monthly events because I didn’t want the event to disintegrate because I happened to fancy a lie-in one month, but I also found myself wanting to adapt my approach to the game, because my initial character concept was designed with an eye to undertaking long-term projects, and since I didn’t 100% trust the rest of the player base not to flake I didn’t want to get overly invested in those projects when they might never yield any payoff.
As a result, levelling with your players like this can be a gamble – it might be the prod your player base needs to stop taking the game for granted and do their bit to keep it alive, or it could further sap their morale. Nonetheless, I think it’s a gamble which is worth it because it not only explains the problem, but opens up a basis for conversation and constructive engagement. Several times during Crucible‘s restart, from the initial seeking of expressions of interest to literally the minutes before the final session, I checked in with the referees to calibrate my expectations, explain where I was coming from, and generally make sure they had a clear idea of what level of commitment I was intending to give the game.
Some of those conversations involved saying slightly awkward things. When you’re talking to someone running a game the people-pleasing thing to say is “of course I love your game, of course it’s going great, and of course I’ll definitely make sure to make the next session”. The awkwardness comes when one or more of those things isn’t true – for my part, I thought Crucible was a solid game, and I wouldn’t deliberately want to arrange something which clashed with it, but there’s LARPs out there and other things which I am or might be more enthusiastic for, and whose scheduling isn’t under my control, and which I would probably prioritise over Crucible.
That’s not an easy thing to say, but it is an honest thing to say, and just as player bases deserve honesty from referee teams, so too do referees deserve players who are honest in turn. The whole reason the refs undertook all the labour involved in trying to revive this campaign not once but twice is because people kept telling them that they wanted to participate, but when it came time for people to make good on that… too many of us didn’t show up.
It stings badly enough when you throw an idea out there and, for whatever reason, you don’t get a critical mass of people behind it. In some ways it can sting worse if you do have an apparent critical mass, but then a chunk of the player base didn’t actually mean it when they said “yes, we’ll go out of our way to help you make this game work”.
Sure, some of the drop-outs from the March and April sessions may have been due to illness, emergency, or some other factor outside of the control of the people who dropped out – but I know for a fact that this doesn’t account for 100% of them. Some people simply opted not to show up, prioritised some other game over Crucible, or double-booked themselves with activities whose timing they absolutely did have some level of control over. No one individual is wholly at fault here; this isn’t a situation where I can point the finger and say “That asshole ruined Crucible for the rest of us!” Collectively, however, we as a player base turned out to be shockingly unreliable, and that speaks to a problem with the culture around the game.
It’s entirely legitimate to want to run a game which is easily accessible and doesn’t demand the investment of time and money a weekend LARP does – it’s a good thing to have, and London surely has enough LARPers and gamers to support many such things. At the same time, it’s hard to do that if people are going to treat your game as being utterly disposable. There is surely a middle ground between “blow my entire weekend on this game” levels of commitment and “I simply cannot be bothered to keep the day clear for this LARP” levels of detachment, and it’s frustrating to me that many of my fellow Crucible players don’t seem to have been able to find it.