Player retention is one of the biggest things that separates a struggling GM from a thriving one. You can get all the sign-ups in the world, but if people aren’t sticking around, you will always be chasing new players. And that’s exhausting.

So, how do you keep players engaged? How do you turn a one-shot into a long-term campaign? How do you get players so invested that they sign up for multiple games with you?

That’s what we’re talking about today.

This guide is based on my professional experience running games—going from nothing to running 10+ games a week with players who have stayed with me for years. It combines strategies from other parts of my professional life with things I’ve learned specifically from running TTRPGs.

Let’s break it down.

1. Build Real Player Relationships (Players that feel cared for will pay and stay)

Here’s the deal—people don’t just return because of your incredible homebrew world or your killer voice acting. They come back because they feel connected to you and the group.

A. Communication is Everything

If players don’t know what’s going on, they’ll drop. It's as simple as that. That means:

• They should always know if the game is happening (I post a reminder GIF every game day just so there’s no uncertainty).

• They should always know what kind of game they’re playing (if a session is going to be heavy, brutal combat, or even silly they should have a heads-up.)

• They should always feel like they can reach out if they have questions. I use Calendly to allow my players to schedule 30 minute meetings with me. 

B.  Use the First 15 Minutes to Check In

Before every session, I take about 15 minutes to chat. Ask players about their day. See what mood they’re in. This isn’t to be merely friendly. During those first 15 minutes, I’m listening for cues about my players' mental health. Are they stressed? Tired? Fired up? Burnt out? That lets me tweak the game to fit their energy levels better.

Here are some ways I’ve adjusted sessions on the fly:

1. If Players Are Mentally Exhausted:

• Swap a big combat for a puzzle or social scene – Instead of a grueling boss fight, I shift to an NPC negotiation, a mystery, or an environmental puzzle where they can think instead of stress. If I use a puzzle, I might have the answer be the one upon which they agree. 

• Turn an intense moment into a “win” – If I planned a brutal encounter, I might add items or objects that will help them defeat the adversary around the room. The invoked runes or objects make what could have been deadly much easier, but in a way where they still achieved the win.

• Lean into cozy roleplay – A session spent at a festival, relaxing in a tavern, or just having their characters interact in a low-stakes way can be precisely what the group needs.

Ii.  If They’re Feeling Chaotic & Silly:

• Throw in a weird side-quest – Maybe they run into a drunken noble who needs their help, a bizarre merchant with cursed wares, or a talking animal with an attitude.

• Introduce a “misunderstanding” encounter – The guards mistake them for a troupe famous for their stand-up limericks, or an NPC has the wrong idea (that’s ridiculous) about why they’re in town.

• Give them a random gimmick – After accepting free drinks at the local tavern, they must deal with a magical affliction, like swapping voices with another character, uncontrollable hiccups that cast a random effect, or speaking in rhyme for an hour.

III.  If Someone Needs a Win After a Bad Day:

• Make them the star of a moment – Maybe an NPC recognizes their character for something cool, or they find an item tied explicitly to their backstory.

• Ensure an early combat moment lets them shine – If a player had a rough day, I might make sure they land the final blow on a mini-boss or let them pull off a clutch maneuver. 

• Set up a moral dilemma where they get to be the hero – Maybe they get to save someone, solve a problem, or be the one who figures out a significant mystery.

IV.  If They’re Fired Up and Want Action:

• Introduce an immediate fight – I might ambush them early or throw in an unexpected enemy if they're ready.

• Speed up the pacing. I’ll eliminate travel downtime, fast-forward to key decision points, and drop them into intense moments faster.

• Raise the stakes – If they’re ready for something epic, I might have a big bad show up early, reveal a new twist, or introduce a choice with significant consequences.

V.  If They’re Distracted or Doomscrolling:

• Use physical engagement tactics – Call for perception checks, initiative rolls, or an in-character discussion. I might have an NPC directly ask their character a question to draw them in.

• Throw in a weird NPC – A messenger bursts in with a cryptic warning, an old friend shows up unexpectedly, or a street magician pulls a trick on them.

• Shake up their expectations – Maybe they’re expecting a combat, but instead, the enemy surrenders and makes a deal. Or the king they were going to meet is a child. 

• Anything to disrupt autopilot mode.

Why This Works:

When you adjust your game in real time, you show your players you’re paying attention. You’re proving that you care about their experience, not just the one you prepped.

And that? That keeps them coming back.

2. Make Every Session Memorable

If people pay for a game (or even dedicate their free time to it), they should feel that they got something special out of it.

A.  Every Player Gets a Moment to Shine

If you get to the end of a session and a player didn’t get to do anything meaningful, they’re one step closer to leaving. I keep a mental checklist to ensure everyone gets at least one moment per hour where they make a choice that matters.

B.  Balance Challenge and Fun Based on the Group’s Mood

Some nights, people are here to laugh and do dumb things. Other nights, they want high-stakes drama. I adjust on the fly based on those first 15 minutes of check-in.

If stress levels are high, I’ll lean more into fun and ease up on the edgier stuff. I won't pull any punches if they’re itching for a challenge.

Here’s an example:
The party travels through a dense forest when they hear a woman scream. Following the sound, they find a crumbling stone bridge over a deep ravine. On the bridge, a terrified woman is cornered by a monstrous, six-legged wolf with glowing red eyes.

Now, depending on the group’s energy level, we can tweak this encounter in different ways:

I.  High Challenge, Low Fun (Tense, Difficult Fight)

If the group is ready for a serious challenge, I crank up the intensity:

• The wolf is a pack hunter – More of them appear from the treeline, flanking the party.

• The bridge is unstable – Any forceful movement (shoves, jumps, big spells) risks collapsing parts of it.

• The woman isn’t just a victim – She’s bait; she’s a disguised hag who will betray them mid-fight.

This version keeps the stakes high. The players must strategize their positioning, manage multiple enemies, and deal with unexpected dangers.

II. High Fun, Low Challenge (Goofy or Lighthearted Approach)

If the players are in a silly mood, I keep it engaging but remove the real danger:

• The “monster” is just a big, dopey puppy – It’s scary-looking but harmless, and the woman overreacts. Maybe it just wants someone to throw a stick.

• The bridge is safe, but ridiculously rickety – Every step makes it creak ominously, but it holds. If a player sneezes too hard (maybe from the “monster fur”), it sways dramatically.

• The woman has a comical misunderstanding – She thinks the party are bandits and is dramatically pleading for mercy while the wolf wags its tail at them.

This keeps the group engaged without stress. They still get interaction, but it’s about problem-solving and social fun instead of combat tension.

III. Balanced Challenge & Fun (A Thrilling but Playful Encounter)

For a mix of fun and challenge, I make the situation serious but give the players room to be creative:

• The wolf is dangerous, but it’s also intelligent – It pauses if players try to communicate, giving them the chance to tame, intimidate, or outwit it.

• The bridge is collapsing, but in stages – Instead of an instant death trap, it slowly crumbles, creating dramatic moments where players have to jump or save each other.

• The woman is an unreliable narrator – She’s definitely in danger, but her story keeps changing. Maybe she stole something, and the wolf is trying to get it back.

This version keeps the stakes real but allows for flexibility. Players can fight, negotiate, or use the environment to their advantage, making it feel more dynamic.

Adjusting the challenge vs. fun ratio doesn’t mean throwing out your prep—it just means tweaking the tone, stakes, and options based on what your players need that night.

3. Be Consistent and Reliable

Many GMs don’t think about this: players plan their week around your game.

Many people have limited and valuable free time, especially those with demanding jobs, families, or busy schedules. They don’t just casually show up to your game—they make space for it.

High-Stress Jobs Require Scheduled Fun

Players in stable, well-paying careers are often the best long-term customers in pro GMing—but they also have the lowest tolerance for inconsistency. If they’re paying for a game, they expect it to happen unless there’s an unavoidable emergency. People in high-stress careers—doctors, lawyers, IT specialists, teachers, first responders—often plan their downtime as carefully as their work time. They don’t just hope for relaxation; they schedule it.

If your game is every Wednesday at 7 PM, they’ve structured their week around that being their decompression time. If they suddenly don’t have that outlet, it can throw off their mental balance. If it happens more than once, they’ll replace it with something more reliable—another game, a different hobby, or extra work.

If your game isn’t consistent, players in high-stress jobs will stop prioritizing it. If they log in excited to play and you cancel last-minute, you didn’t just inconvenience them—you wrecked their planned break. They'll stop looking forward to it if they start doubting whether game night is happening. If they lose trust in the schedule, they’ll quit—because they don’t have time for uncertainty.

Bottom line Unreliable Games Get Dropped—Fast

Therefore Your Game Needs to Feel Like a Guarantee

That’s why I aim for 49 out of 52 weeks of game time per year for each weekly game. It’s not just about being “professional”—it’s about respecting that my players count on this game as part of their routine.

4. Be Prepared, But Stay Flexible

Preparation is key to running a smooth game—but if you cling too tightly to your prep, you risk making the session feel rigid and unresponsive. The best GMs strike a balance: having a solid plan while staying open to improvisation.

A.  Why Preparation Matters

Being prepared means:

• You know the key beats of your session, so you’re not scrambling for what happens next.

• You have ready maps, encounters, and significant NPCs, so the game flows smoothly.

• You can keep the pacing tight instead of wasting time figuring things out mid-session.

But Here’s the Reality:

Players never do exactly what you expect. They might:

• Ignore the plot hook you spent an hour writing.

• Talk their way out of a fight instead of engaging in combat.

• Fixate on an NPC you made up on the spot instead of the villain you carefully crafted.

If you’re too rigid, this leads to frustration—either for you (because your prep is wasted) or them (because they feel railroaded).

B. How to Stay Flexible While Still Feeling Prepared

I.  Prepare Situations, Not Scripts

• Instead of forcing a specific path, prep NPC motivations, potential obstacles, and key locations.

• If the players don’t take the obvious route, shift elements around without derailing the session.

• Example: Instead of locking a key clue to a single NPC, ensure multiple places worldwide can provide the same information. That way, they can move the story forward no matter where the players go.

II.  Use Your Prep as a Toolkit, Not a Just a Hammer

• Think of your notes like a collection of Lego pieces. You know the essential locations, NPCs, and challenges, but you can rearrange them.

• If the players skip a dungeon you prepped, you can always reskin it later as a different location. 

• Example: The party ignores a spooky cave you prepped? No problem. Later, when they need a hideout, that cave can conveniently appear in a different place. An inside location can be easily made into an outdoor, like a town at night. 

C.  Ask “What If?” to Prepare for Player Nonsense

Players will go off the rails at some point—so it helps to mentally prep for their unpredictability. Before a session, ask yourself:

• What if they befriend the villain instead of fighting them? (What’s their price? A hidden agenda? Can they use this attempt to let the characters “win” while fueling a more critical (and extra evil!) goal?)

• What if they refuse the obvious quest hook? (What is another way to push the story forward?)

• What if they fixate on a random NPC? (Do they have a secret, or are they just an oblivious shopkeeper who may use this interest to con them into spending extra gold?)

Thinking through these possibilities helps you stay calm and roll with the chaos when it inevitably happens.

Being prepared gives you confidence as a GM, but flexibility keeps the game fun. Players love it when they feel like their choices matter—and the best way to ensure that is by prepping in a way that allows you to adapt, rather than control.

5. Create a Table Culture That Keeps People Coming Back

People return to places and spaces where they feel comfortable. Your table should be a place where players feel welcome and respected.

A.  Use Safety Tools (And Enforce Them)

I use things like:

• X-cards (for instant stop-and-edit moments).

• “Timeout” calls (for when we need to pause and discuss something).

• A debrief channel on Discord (for players to process things after the session).

B. Handling Conflicts Directly

Sometimes, a player crosses a line—whether intentionally or not. The key to handling conflict is taking responsibility as the GM and dealing quickly and fairly. Here’s my process for resolving issues at the table:

I.  Check in with the affected player(s) first.

Before jumping into a solution, I reach out to the impacted player (s) to get their perspective. Sometimes, they’re okay with moving on. Other times, they’re considering leaving the game. I ask:

• “Do you feel like this can be resolved?”

• “Would an apology or a behavior change make this better, or do you not feel comfortable continuing?”

If they tell me they can’t keep playing with the other person, the game can’t continue with both players.

II. Talk to the player who caused the issue.

Next, I go to the player responsible. I explain what happened, how it impacted others, and what needs to change. The key here is being direct and firm, but fair.

• “Hey, during the session, this happened. It made other players uncomfortable. I wanted to check in and talk about it.”

At this point, I’m looking for their response. If they:

• Own up to it and want to make it right? Great. If the affected player is open to moving forward, I’ll help guide that process.

• Get defensive, dismissive, or refuse to change? That’s a more significant issue; it may be time for removal. I may try saying it differently, but if they don’t see that they did something that should not have happened, we can’t continue with them in the game. 

III.  If the affected player isn’t comfortable, I remove the problem player.

This is the part that matters. If the offended player has communicated that they don’t feel safe or comfortable continuing, I clarify that the other player can’t return to the game.

• “I talked with the other players, and they don’t feel comfortable moving forward with you at the table. That means I can’t keep you in the game. I understand this may not have been your intent, but I must prioritize the group as a whole.”

At this point, I don’t debate or argue. It’s a decision, not a discussion.

IV.   Follow up.

After handling the situation, I check in with the group to ensure everything feels settled. Even when a player leaves, I ensure the remaining players know I managed it. This builds trust in the table and shows I’m willing to protect the game and the group.

Handling conflict is my job as the GM. If someone crosses a line and the table can’t move forward with them, they don’t stay. I make that call carefully, but I don’t hesitate or procrastinate (anymore). That trust is what keeps players coming back.

C. Reward Your Players (In-Game and Out)

A little appreciation goes a long way.

I.  In-Game Rewards

I hand out bonuses when players:

• Include others in incredible moments.

• Engage with the world beyond just “we move to the next objective.”

• Help enforce good table culture.

These could be magic items, an advantage on rolls, or extra XP—small things that feel good.

II. Out-of-Game Perks

I send my long-term players physical gifts—3D-printed minis, game-related trinkets, or even a handwritten thank-you note.

If you can’t ship things, digital rewards work too—discount codes, gift cards, or even a commissioned piece of art for their character.

But That’s money! Yep, it is. 

D.  Retention Budget

Out of my earnings I throw what I have into several budgets that are set aside.  One is retention. Roughly 5% of each session I run is put into this category.  This covers Gifts, Perks, and covering comped sessions due to tragedies. 

6. Build A Community, Not Just A Game

Players are likelier to stick around if they feel part of something bigger.

A.  Encourage Between-Session Engagement

I keep an active Discord where players can chat, share memes, or discuss their characters. Sometimes I drop discussion prompts, but being present and responding to their posts makes a huge difference.

B.  Run Special One-Shots

Holiday games (Halloween, Christmas, etc.) bring players from different campaigns together. Multiple groups form when players meet in a one-shot and click.

7. Go the Extra Mile with Personal Touches

The real magic of player retention isn’t just running a good game—it’s making players feel like they matter.

A. Remember Their Milestones

If a player loses a loved one, I send a small gift—fruit basket, flowers, something that acknowledges their loss(Retention Budget!). I send a congratulations message if they get married, have a baby, or hit another major life event.

These things don’t require much effort, but they stick with people.

B. Make the Game Feel Unique to Them

One of the best ways to keep players invested is making the world feel like it reacts to them personally. Even if I’m running a published adventure, I tweak details to make sure the story feels like it was built for their characters.

Here are three ways I do that:

I. Changing NPC Names & Relationships to Fit a Player’s Backstory

 Example: A player creates a rogue who grew up as an orphan on the streets, but the campaign includes a noble contact named Lord Evermere.

• Instead of a random noble contact, I rename Lord Evermere as the player’s estranged uncle—someone who abandoned their family when they were young.

• Instead of just another quest giver, this NPC has personal stakes in their story. The rogue might resent him, seek his approval, or use him for their gain.

Why it works: This turns a generic NPC into a key figure in that player’s story. It makes the player feel like their character is shaping the world, rather than just existing.

II. Modifying How NPCs Respond Based on a Player’s Reputation

 Example: The party’s paladin has a famous last name, tied to a legendary order of knights. They expect respect wherever they go—but in my version, not everyone sees them as heroes.

• When the party arrives in a city, some NPCs treat the paladin like a celebrity. Bartenders offer free drinks, and locals tell tales of their family’s deeds.

• But others blame their family for past wars or betrayals. A grizzled veteran spits at their feet, blaming their order for his lost home. A street vendor refuses to serve them.

• This changes how social encounters play out—the paladin can use their reputation to their advantage, but it also comes with baggage.

Why it works: It reinforces the idea that their character’s history matters—that their name has weight beyond just a backstory blurb.

III. Shifting How a Villain Reacts to a Specific Character

 Example: The party faces a cunning crime lord, Lady Veyra, who operates typically as a ruthless strategist. But one player’s character—a bard—reminds her of someone from her past.

• Instead of treating the bard like another enemy, Veyra acts like she already knows them.

• She offers them a place in her organization before the fight starts, forcing a tense decision—will they fake an alliance or outright refuse?

• Later in the campaign, she spares them once, hinting at deeper motivations.

Why it works: Now, instead of just a generic boss fight, this villain has a unique dynamic with one of the PCs. It makes their final confrontation personal and memorable.

These minor tweaks go a long way in making players feel like their characters actually shape the world. When they see NPCs react differently because of who they are, the game feels personal, which keeps them coming back.

So between all these things, I have a group of players who feel I genuinely care about them as individuals and humans. This doesn’t just pay in retention. I have nights of players who will see me coughing or having a headache and volunteer to pay for the whole session and let me rest or sleep. Others will jump in and volunteer to make notes or help the Discord community happen. The point is this investment in your players comes back to you, and then some! 

Keeping players isn’t about luck. It’s about intention. If you take the time to build genuine connections, show up consistently, and make your players feel valued, they will keep coming back.

And if you do it well? They’ll start signing up for multiple games.

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Matt Balogh (GMBalogh) a four-year Pro GM veteran who’s ready to include you in their game!