Hey, so, long story short: I'm hosting an 11 man session, ages 12-24. I'm determined to do it, I was just wondering if you had any tips for organization. I've already set up a start for them, and I'm preparing the campaign, I just don't don't want it to fall apart because I couldn't keep track of all the players, or something similar
1. Easy access to rules and stats: make a reference sheet for the session with all of the monster stats so you don’t have to flip through the book. I would also make a sheet of rules that you may have to refer to during the game.
2. Player ability cards: have the players write down their abilities ( name and effect) so they do not have to reference the book as much.
3. Initiative tracker: have a piece of paper off to the side with 2 columns of boxes (enough for all the players and about as many monsters as you think you will have them fight every battle. Make sure both columns have the same amount of boxes. Write all player names down on slips of paper that will fit in boxes. Do the same with monster by writing m1, m2, m3, etc. put these in the first column. The second one is for tracking conditions. I would say make about 4 or so of every condition. Move the papers around in order of who goes first every battle.
4. Quick reference for character names: if using a screen, put slips of paper that go over both sides of the screen with player name and character name on them.
5. Combat: there might be a way to speed combat up a bit by rounding down monster health. If a monsters health is 17, make it 15. If it is 23, make it 20. This will make combat a little quicker. Also add some weak monsters. Ones that might not need more than a hit or 2 to die. Also, if all players are comfortable with it, make a chart of the playera stats, like AC and HP so out can reference it faster and know for sure if you hit or not.
6. Ready the players: give them a heads up when their turn is next so they have a couple minutes to think about what they are going to do.
7. Store charts: when the players go to an area where there are stores, hand them a copy of a store reference chart with all the types of stores and what they sell so all the players can shop at once. And can even browse through it while doing other things in the area.
8. Only what you need: only make charts and reference material based on what you need. You should try playing a game or 2 and pay attention to the problems you run into and try to solve them for the next game.
9. Helping hand: find a 2nd DM if you feel you may have to much to keep track of.
This is all I can think of at the moment. Just try and set yourself up with time and efficiency in mind. talk to your players about what they can do or not do to help move the game along quicker.