This post isn’t just for DMs but also for you game organizers. Sometimes that’s the same person but in the case of D&D Encounters, it might not be.
I’m going to spoil the end of this post – I am not having a great time communicating with my players. When someone comes into one of our local stores to play D&D Encounters, I ask them “Do you have a DCI card?” If not, I give them one so I can report their attendance. It’s just a part of the system and they’re cool with it. I’ll even mail the damn thing in to save them a stamp and a trip to a mailbox. I also ask them for their email address – which they all give me without fail.
So, what I do is add their email addresses to a distribution list and then send out various bits of, what I consider to be useful information- game recaps, reminders of the next session, hints on what they need to bring if they’ve been gone for a while, when to level up their character and various other topics like upcoming big events at the D&D table.
I am very careful not to be excessive in sending my emails and I try and make them fun to read and not a chore.
It really doesn’t matter. I don’t think anyone reads them.
I ask them at the table – “Did you get my email?” “Uh, no. I don’t read my email.” “I don’t have internet right now.” “I only get to read emails when I’m here at the store or the library.”
Then one wiseacre will chime in, “I read it!” Really? Is that why you don’t have any dice and don’t know what level character to bring and also you didn’t bring a character? Great.
So, I’m looking into leveraging my store’s Facebook page. It seems there are some pretty active people on there but whenever I go they’re talking about other games and not D&D Encounters. Which is fine, hey, I’m glad people are shopping at this store. But I go ahead and dive into the fray and post Encounters updates there.
I even created an event for Worldwide Game Day and posted “Hey, come RSVP here.” Apparently, kids these days don’t know what RSVP means.
So, here’s my advice to you.
Ask your players how they want to be communicated to and if they’re going to respond. If they say they won’t, punch them in the nuts.
I hope this helps.