Back in March and July 2022, I had sat down to write what became two blogs, each with an emphasis on setting up board game events. In those blogs I had posited matching the right game to the right crowd among other things. In truth though I felt that I had left out some important aspects which I hope to address more thoroughly in what you will be reading next. In a way this new exposition aims to improve upon the arguments raised back in 2022, to come up with a definitive version of my original thoughts.
Through the following discussion I would like to focus on the notion of managing expectations when it comes to setting up board gaming events. The reason for this is that, despite all my understanding when it comes to these events, matching the right game for the right audience is still challenging. By sharing my understanding, I hope that I can help you better appreciate the challenges and help you prepare for them adequately.
The need to do so, stems from the fact that there are various dimensions to the term “expectations”. It is never just about the expectations of your guests, nor just about your expectations. What we have here is an interplay of priorities competing for affirmation or expression. When these expectations meet it is often a kind of unwritten social contract between the host and the guests that could either lead to a successful event or one that could well lead to disappointment.
However, to offer you a clear outline for my exposition going forward, I will first list the factors and then elaborate on them as I go along. These are as follows: -
• What is your gaming group really coming over for, what are their expectations?
• What are your expectations for setting up the event?
• How do you handle food, snacks, and beverages during the event?
• Do you know your players and what makes each of them tick?
• What is your plan for understanding the rules of the chosen game and explaining them to your group?
This list addresses key challenges in setting up a gaming event. Overlooking any of them could hinder your event's success. It's important to note, however, that personal enjoyment as an organiser shouldn't be the sole motivator, as this can lead to disappointment. Further details on setting realistic expectations and alternative success measures will be discussed later.
Now let us begin with what your gaming group is coming over for, as well as their expectations. This is a tricky one, but I think that with a little effort on my part, I can reduce the list to 3 main motivations. There again the order in which these factors feature for a specific group will depend on the character of each person in that group. So here they are: -
a. They want to play a board game.
b. They are coming over to socialise and meet people.
c. They are accompanying another guest who is the true gamer.
Most guests will switch “b” with “a” if you were to ask them for a ranking, a few will switch “c” with “a”. So, in many instances playing the actual board game will be relegated to the second or third reason for them being there. This puts a heavy damper on what level of complexity you can afford to look at, when proposing a game. That is, how lengthy the ruleset is, whether it offers more than 3 to 5 actions per turn etc. Players who are in it for the game are a different kettle of fish. These players will not mind medium to heavy-weight games and will be eager to invest time to both play and understand a specific game. From my experience, these folk are a bit rare and unfortunately, I happen to be one of them.
Let us now go into your expectations for setting up the event, or mine for that matter. Well, perhaps to my detriment when I come right down to it, my reason for setting up these events is the game itself. I love board games, always have and always will, so finding a good excuse to crack open a game and play one with friends is my mission in life. Yet given what I said earlier, in relation to guest “priorities”, what I would really like to propose is seldom what I end up opening on the day. This can be very frustrating as I have games which I can never really play on account of the type of audience I normally entertain. As a result of all this, I have adjusted the quality and variety of titles I buy. For instance, there is this game called Arc Nova which I am dying to play and which I will never purchase on account of its ruleset complexity and game duration.
So yes, I expect to play the game I propose to a group, and I also hope with fingers crossed that they would like my choice and enjoy playing it.
Next the very tricky business of handling food, snacks, and beverages during the event! If you are having guests over in the evening, in most instances they will expect that proceedings will break up for some form of dinner or snacks. It cannot be avoided. Navigating this situation requires some thought. One approach is to have a meal before the game, which might be appealing if your guests are primarily single, engaged, or married without children. In such cases, they likely fall into the category of individuals accustomed to late evenings out and even later returns home. The previous concern of guest priorities still holds, but you can afford to pop in a late dinner and still be good for a 90-to-120-minute game.
The dynamics shift significantly when your guests consist of an older cohort, primarily married individuals with children in tow. In this scenario, opting for a meal first followed by gaming can result in incomplete games due to child-related responsibilities or other factors I will delve into shortly. An alternative solution could be to prioritise gaming initially, although this approach also has its limitations, which I will now elaborate upon.
Suppose you opt to start with gaming. In this scenario, you’ll still grapple with shifting priorities regarding attendance, as I mentioned earlier. If your guests are present due to reasons “b” or “c,” coaxing them into game mode can prove challenging. The social butterflies will prioritise lively conversations over everything else, followed by a drink, and perhaps eventually settling down for a board game. If the chosen game is lightweight, you’re in the clear. However, this approach excludes most high-quality Euro-style games, considering their typical duration. Once the game extends beyond 90 minutes, you find yourself in a predicament. You may end up with hungry guests who don’t consider light snacks, nibbles, or dips sufficient and are eyeing a proper dinner.
In this latter scenario, you encounter one of two situations. You may very well find yourself unable to complete the game due to mounting pressure to abandon it in favour of dinner. Alternatively, a player at the table, a completionist, might vehemently advocate for seeing the game through to the end. This can lead to heightened tension among guests. While I wouldn’t go so far as to say it will ruin the evening, there could be an overall souring of moods.
I will suggest some possible solutions towards the end of this discussion.
Now, what I deem the million-euro question: Do you truly understand your gaming group? What motivates your players? This is another puzzle you will inexorably have to handle over time. People will bring their emotional and intellectual baggage along with them. Hosting a diverse group will also mean hosting a spread of personalities each with their own quirks and proclivities. For example, a staunch socialite will still expect to chat and have a laugh during a game regardless. While in small doses this can be managed, a more boisterous person could end up derailing a game on account of the banter.
At times if you are lucky, you will encounter a special type of player, one I like to refer to as the “Deep Blue” player. For the benefit of those who might not know anything about this reference, “Deep Blue” was a supercomputer developed by IBM in the 1990’s which went on to beat some world-renowned, Grandmaster-level chess players. These individuals approach gameplay with depth, unwavering adherence to rules, and a penchant for strategic analysis. Their contributions are essential for playing games properly and correctly. However, there’s a trade-off: their contemplative playstyle demands additional thinking time. As a result, game durations may extend beyond what’s indicated on the box. To mitigate this, you will need to encourage open communication among players and find a balance that keeps the game engaging. You will also need to factor in additional time and to communicate this need to the whole group. Managing expectations especially in these circumstances becomes very important.
I think I might have left the meatier topic for the end. Indeed, how do you plan to understand the rules of the chosen game in sufficient detail to explain them to your group? Your method or approach will be closely linked to the game you will be proposing. It all boils down to the nature and complexity of the game being proposed and here is why.
When selecting a game and its rules, it’s essential to align them with player expectations. For instance, if your players primarily engage for the love of the game itself, you can confidently opt for a medium to heavy-weight game, knowing they’ll handle the complexity well. Conversely, if most players are drawn by other factors (such as points “b” or “c”), it’s prudent to switch to light-weight games, as anything more intricate might not align with their motivations.
Obviously, you will need to learn the rules that you are expected to teach, and learning time will depend on the game's complexity. Focus on mastering the basics first: setup, turn order, and winning conditions. This gets you playing faster and lets you learn deeper nuances as you go. Don't worry about edge cases until they come up. Mark key rules in the book for easy reference. To smooth gameplay, create turn-by-turn cheat sheets for new players. By investing time upfront, you save time later and everyone enjoys the game more!
Since you will be planning to teach this game, it’s crucial to factor in the time needed for instruction. The complexity of the game directly affects the teaching process. Light-weight games typically have concise rules, making them straightforward to explain. However, there are instances where this simplicity doesn’t hold true. Therefore, if your guests prioritise other aspects over the game itself (as mentioned earlier), opting for lightweight games is advisable.
It is also crucial to account for the total available time for the event. This consideration depends on whether you plan to include dinner in the overall proceedings. If you’re aiming for a late or latish dinner following a game, it’s advisable to opt for a light-weight game. Similarly, if you plan to have dinner first and then play a game, the same principle applies. Based on my past experiences, the only acceptable scenario for introducing a medium-weight game would be under the following conditions:
- That at least most players are there to play a board game first and foremost, and more importantly,
- That ample time has been set aside to consider any discussions, referring to rules as well as to address the learning curves of all those playing.
So, given our discussion to this point, what are the take aways? What can we do to mitigate the less savoury aspects and leverage the better parts if you will? Before starting, figure out what everyone likes and their skill level. Chat naturally, no need to be pushy. For people who mainly want to socialise, pick simpler games. If someone's there with a serious gamer, you can choose something more challenging.
Once you feel that you know your players and their motivations, it's time to consider the game's length. Let's say you've chosen a medium-complexity game with average rules and a 90-minute playtime (like Lords of Waterdeep for 4 players with 8 rounds). To estimate the actual duration, we'll assume one "Deep Blue" player, who usually takes longer turns, and faster turns from others. To save time teaching, you've pre-circulated the rules, expecting everyone to have at least read them once beforehand.
So, with all that in mind, we need to make some informed guesses about the actual playtime. Here are my assumptions, which will help you see how I reach my final estimate.
- I need to add at least 15 minutes (a revision of sorts) to go over the rules and to make sure everyone is clear about turn structure and victory conditions. Word of advice, start with the win condition then explain how to get there.
- You need to factor in an extra 5 minutes per round for “Deep Blue”, so in this example you need to add 40 minutes (for 8 rounds total) to the final game duration.
- Let us say that despite a pre-game reading of the rules the players will still need to refer to them. I would add a further 20 minutes to make good for this.
- There will also be unplanned interruptions, perhaps restroom breaks or passing out refreshments, so a further 15 minutes should be added to the total time in this instance.
Considering the "Deep Blue" player, pre-read rules, and average turn times, we can estimate a more realistic playtime. Factoring these in, the originally 90-minute game should take close to 180 minutes. In other words, a first-time playthrough with novel games tends to run at two times the estimated time (a 100% increase).
You should advise all players of this possible duration as well as the reasons for it. By managing expectations, it should make matters easier for everyone.
While the joy of playing a great game can be a powerful motivator, don't underestimate the broader impact your event can have. By organising a board game event, you're not just rolling dice and drawing cards.
First you are creating a space for like-minded individuals to connect, share experiences, and forge lasting friendships. I invite you here to consider that the true reward of organising a board game event extends far beyond the game itself. It's about nurturing human connections, promoting well-being, and hopefully creating a positive impact that goes beyond the game table. Do not be afraid to take the plunge, while watching your game events blossom into something special. You could well become the catalyst for others to grab a new board game at a local store and kickstart a passion that will last a lifetime.