What are the nuts and bolts of it?
The main physical format is what I call situation reports. These are working documents with notes on motivations, goals, and plans for factions and NPCs. They serve as a memory aid and a projection of what would unfold if the PCs don’t interfere.
To illustrate this I will use my Nomar campaign set in the Majestic Wilderlands that I ran back in 2012. To provide some context here is the first campaign log I posted.
GURPS Majestic Wilderlands: Campaign Update #1
Here is the first part of what happened.
A Sandbox Campaign, the Nomar Campaign Part 1
The campaign started when the players decided they wanted to be a group of mercenaries. I listed the different places in the Majestic Wilderlands where mercenaries were being employed, and they opted to play in Nomar.
Some background on Nomar if you are interested
Noble Houses of Nomar.
Regional Map of Nomar
I attached the handout the players got to this post. Campaign Starter, Mercernary.
Next I started a local map. I never finished the polished version as the players moved elsewhere before I had it finished.
As well as a map of the main settlement
Next, I made a situation map. I like do these in poetic style as the graphics helps remember things.
There are important locations highlighted there. That I have notes on including who there, what resources there are. Goals, motivations, and plans.
The main set of notes look like this.
The western half of the Estoil Hills. Because Mala sits right in the middle they have little contact with the eastern rebels and refugees.
A) A village with about 200 people hidden in a small forest at far northwestern end of the Estoil Hills. It is led by Acacoatl and his band of 20 warriors. Acacoatl styles himself Lord of Halkemenan, and Zothay. He was a noble who survived Divolic’s conquest. He claims leadership of the western rebels. Well he tries to claim leadership. His goal is to unite the western rebels into a single force however he is not very popular. Also he only has a vague idea of what to do after that.
B) A small ten man rebel band lead by Tlilpoca an ex-arena fighter what you would call a gladiator. He and Acacoatl do not get along. His men are not well disciplined and known for their boisterous drinking parties. Tlilpoca is angry over the death of his family at the hands of Duke Divolic's men. His men raid and pillage indiscriminatley. The peasants of Chugo and Mageven river valley from Rhyl to Tecamu fear him and his band as much as they do Duke Divolic's men.
C) This small forest is has a ruined tower the remains of an old Halkemenan or Nomar border fort. Nobody really knows. It is inhabited by Darcax a hedge mage. Villagers and rebels go to him for healing, charms and sometimes advice. The forest is guarded by animated skeletons. Darcax fled the temple in Chugo where he was training when it was conquered and just trying to survive. However it is possible to persuade Darcax to join a cause if it can be shown it has a chance.
D) A village with 300 people built into a bluff alongside Nopanzin Creek. The village is led by the Lady Izquitl who was a well known and respect noble in the city state of Halkmenan. Most of the rebel bands go to her for supplies including Acacoatl. She often called to adjudicate disputes. She only has a trusted man-at-arms Chatzin and five warriors at her command. She also building a clandestine network of spies and smugglers among the peasantry of Chugo and Mala. Not only to gather information but to give aid discretely when possible.
E) A rebel camp, led by Hual the Strong, they have ten men at the camp but after a run in with the Snakes there only have a handful left at best. Hual has some military training but was drummed out for cowardice. Hual got pissed at superior and viewed them as venial and corrupt however he never talks about. He is a genius at organization and a skilled warrior. They don’t call him the strong for nothing. His initial goal was survival but after his recent setback he realized that he has look beyond day to day survival. He it not sure what to do or who to ally with although out of all the rebel bands he is impressed with Lady Izquitl the most.
F) A larger rebel encampment led by a brother and sister twin named Cuet, the sister, and Cual, the brother. We think they were arena fighters. They have 20 warriors under their command. Their forces known they also have some personal issues with the lord in charge of Mala. They were enslaved during the conquest and sent to city state train to fight in the arena as a brother and sister team. Five years ago they won they return as they vowed vengeance against Lord Vanarius the man who killed their parents and enslaved them.
G) Everybody stays clear of the forest in the center Estoil Hills. It is home to the court of the Forest Folk and anybody goes in is lucky to come out again. It is the home of Lady Yohuallani of the Rose Oath. Much of her power comes from the recreation of stories of loyalty. Here forest has a forbiddening reputation because those who enter will start to focus on searching for someone they lost. Or fulfill a unfinished vow. Those who have failed due to choice will get ensnared by reliving their failure. Since time moves differently here those who enter appears to go missing until they emerge months or years later. Since the consquest and the refugees fleeing into the hills this has given the forest a dangerous reputation. Lady Yohuallani can be a powerful ally for the rebels or anybody who trying to free Halkemenan from Lord Divolic.
H) The Quarry recently ravaged by the Hounds of Hamakhis The Hounds are spirits of vengance released when one of Divolic's patrols slaughtered an entire refugee camp. Can be put to rest burying the desecrated remains of the refugees.
Mala – Lord Vanarius a High Archon of Set rules in the name of Duke Divolic. There are three companies stationed in Mala. Hanson’s Band, The Fiery Swords, and the Duke’s Crossbowmen. His goal is to swept the hills of rebels and begin building supply caches for the eventual invasion of Nomar by Lord Divolic. He feels if he succeed at this, Duke Divolic will make him a count.
Chugo – Sir Janius is a Tharian Horselord who is loyal to Duke Divolic. He took over from his father a couple of years back. Everybody hates him as he and his buddies just ride around doing whatever they want. He has no sense so the rebels run rings around him. As a result his grip on Chugo is tenuous and it will be one of the first places to fall when the rebellion begins. Sir Janius want to raise his forces and joined Duke Divolic in the ongoing City-State civil war but is frustrated that he has been refused permission.
Abberset – The Count of Shodan and the Baron Abberset despise Halkmenans as they worship Hamakhis the God of the Dead and practice human sacrifice. They and most of their court make little distinction between Halkemenans worship of Hamakhis as Judge of the Dead, and the worship of Hamakhis as Lord of the Dead back in their original homeland on the Isle of the Blest. However the peasantry, guildsmen, and merchant often get along with the Halkemenans.
What will happens is periodically I will update the situation report above as the campaign unfolds. In the case of Abberset my notes got a minor update when the party returned to Abberset at this.
A) Abberset (8/20/12, 9/10/12) (Portly Pomp 7th to 8th, 4460 BCCC)
Group returns to Abberset. Aeron finds a Skandian spy learns that Divolic is doing something to the east that involves something that will badly effect the Skandians. The spy is taken out by the party at the Mud Frog Inn. Sir Henry and Durgo joins a hunt with Captain Hawkwood and the Count's Baliff. An owlbear is killed. Sir Cei rides north to see Sir Mordran of the Brotherhood of the Wyrm and pledges his service. Kermit entertains the keep with a popular puppet show. Delvin finds a map of the wandering of Master Vanal a famed Dwarven explorer and possible treasure in the eastern Estoil Hills.
And after they left the region it didn't matter as I had to focus on the new area they headed too.
D) Estoil Hills (10/22/12) (Portly Pomp 13th, 4460 BCCC)
Sir Cei convinces the party that with the treasure they found in the dungeon that they can buy off their contract. That they would have better luck with the Brotherhood of the Wyrm and fighting Skandian Vikings. After some debate the party agree and heads north.
How the "Timeline" Emerges
I don’t write out a traditional “event-by-date” timeline in advance. Instead:
The situation report functions as a latent timeline, it describes what factions and NPCs will do if nothing changes.
As players act, I update the notes. New entries are added with in-world dates (e.g., “Portly Pomp 13th, 4460 BCCC”), reflecting what happened or shifted.
When the PCs left the region, I stopped updating it, just as a historian would stop writing a chronicle once the scene moves.
Example of a situation update.
Abberset Portly Pomp 13th, 4460 BCCC
The party returns. Aeron uncovers a Skandian spy. Sir Henry joins a hunt. Sir Cei pledges service to the Brotherhood of the Wyrm. Kermit entertains the keep. Delvin discovers a map from Master Vanal.
This would be note in a program I use called the Keep by nBos. Or an entry in a notebook if it is a face to face session.
These entries are not scripts. They’re branches of potential action, modified by player intervention, oracles, or rolls.
Memory & Organization
A lot of this is “in my head,” but it's supported by:
- Maps
- Character writeups
- Spatial context
I’ve always linked events to geography, which helps me recall timelines like a mental gazetteer. This technique, which is a variant of the Palace of Memory technique, associates characters and events with geography.
This is why I recommend referees develop a method of organizing info that works for them. It must track people, their motivations, and events across time and geography in a coherent way.
Why I Don’t Use Clocks
I’m not against other folks using clocks. I don’t use them because, in my experience, chains of events don’t progress in neat, measured increments. Too many interconnected factors are in play in my campaigns, and clocks don’t capture those interconnections in a way that works for me.
From what I’ve read, clocks are great when you need visible escalation—they give structure to looming threats or timed developments. But they don’t work as well for causal branching that unfolds across geography or depends on multiple actors with conflicting goals.
So yes, my timelines exist, but they’re not segmented wheels. They’re conditional flows of action—embedded in geography and narrative—updated as the PCs interact with the world. The structure is procedural, just not tied to a particular format.
As for GM fiat… generally when I’ve been using the term, I’ve just been talking about the GM making authorial decisions. So setting details and backstory and NOCS and their goals and outlooks, as well as extrapolations from all of that stuff.
As for GM fiat, while I get that you're using it to mean "the GM making authorial decisions," I think two things need to be pointed out.
First, like "railroading," GM fiat is often used as a pejorative, even if unintentionally. It implies arbitrariness or unearned authority, and that colors how people receive it, especially when comparing styles.
Second, saying "the GM makes authorial decisions" is fine as far as it goes, but it often skips over how those decisions are made. And that’s critical. There’s a big difference between a referee who decides things on a whim and one who uses structured methods, goals, constraints, causal logic, oracles, even randomness, to shape outcomes. The process behind the decision is what defines the experience at the table, not just the fact that the GM made a call.
Most of all of that stuff is largely up to the GM. Through play, those elements may start to interact with one another. Perhaps the PCs disrupt an NPCs goals, which the GM then extrapolates that the NPC seeks aid of another faction with whom that NPC had history.
My point earlier in the thread, and I think it applies now, is that’s a lot of GM authorship directing play. People sometimes forget that. They describe it as a simulation or as organic or what have you… but it’s a bunch of GM decisions interacting with one another.
And again… there is nothing wrong with that. It simply is so. For me… my preference and what I’d try to do in that… is to offload some of those decisions to some other method than me deciding.
Now it seems like you may roll in at least some cases to see how things will go. If so, that’s the kind of thing I’m talking about. If not, again nothing wrong with it, but let’s call it what it is… the GM deciding.
I think the key issue isn’t that the referee makes decisions, it’s how those decisions are made.
In World in Motion, I’m not inventing outcomes to shape a story. I’m resolving developments based on prior events, character goals, constraints, and, when needed, randomizers. The decisions are grounded in the setting’s internal logic, not narrative intent.
That process matters. It’s like alternate history writing, anyone can say “what if,” but a good alt-history works through consequences based on the world as it was. The value comes from disciplined plausibility, not just authorial invention.
So yes, the referee is deciding. But it’s not all the same kind of decision. The process matters, there’s a big difference between directing outcomes and adjudicating plausible consequences.
I hope I addressed every point you raised.