Yes, Wednesday should work better for the planning session.
I checked my notes and the first topic you asked about was the seating layout. I think a horseshoe arrangement would make discussion easier because everyone can see one another without turning around. If that feels too wide for the room, we can switch to two long tables with space in the center for handouts and notebooks.
For the afternoon portion, I would keep the agenda flexible. We can start with updates, then move into the draft review, and leave the final section open for questions that come up during the earlier discussion. That usually helps people stay focused.
Also, I am fine bringing the printed copies. I can label each packet by section so nobody has to sort through a large stack when they arrive. If you want, I can also bring pens, sticky notes, and a blank sign-in sheet.
I checked my notes and the first topic you asked about was the seating layout. I think a horseshoe arrangement would make discussion easier because everyone can see one another without turning around. If that feels too wide for the room, we can switch to two long tables with space in the center for handouts and notebooks.
For the afternoon portion, I would keep the agenda flexible. We can start with updates, then move into the draft review, and leave the final section open for questions that come up during the earlier discussion. That usually helps people stay focused.
Also, I am fine bringing the printed copies. I can label each packet by section so nobody has to sort through a large stack when they arrive. If you want, I can also bring pens, sticky notes, and a blank sign-in sheet.
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That makes sense, and I think your idea for the weekend gathering is easier than trying to fit everything into one evening.
If we split it into two shorter meetups, more people can join without feeling rushed. Saturday morning would be good for the park visit since the paths are quieter then. After that, Sunday afternoon could work for the recipe exchange and the table setup you asked about. I can bring the index cards and the tape so everyone can label their dishes clearly.
About the playlist, I would keep it light and instrumental during the first hour so people can catch up without raising their voices. Later, we can switch to something a bit warmer and more upbeat.
I also think your note about keeping the supplies near the entrance is smart. That way guests can leave coats, add their name tags, and settle in without confusion. Let me know if you want me to sketch a quick room layout tonight.
If we split it into two shorter meetups, more people can join without feeling rushed. Saturday morning would be good for the park visit since the paths are quieter then. After that, Sunday afternoon could work for the recipe exchange and the table setup you asked about. I can bring the index cards and the tape so everyone can label their dishes clearly.
About the playlist, I would keep it light and instrumental during the first hour so people can catch up without raising their voices. Later, we can switch to something a bit warmer and more upbeat.
I also think your note about keeping the supplies near the entrance is smart. That way guests can leave coats, add their name tags, and settle in without confusion. Let me know if you want me to sketch a quick room layout tonight.
