Precursor to events is the booking of a hotel suite, and the planning to meet early in the evening. Warn the hotel that you've a group that's rather jovial, and that laughing and shouting is expected, especially if all members attend. Due to this, ask for a suite location that is in a corner of the building, and preferably isolated as much as possible from the rest. If possible, book the rooms next door and across. Some folks will want to stay the night if they travelled far.
Do have in mind an expected max, and give that to them as the membership.
The group? The Media Forum in Texas (TMF for short).
First you meet at a munch, preferably nearby to the hotel suite at which you'll play. A dinner would be good, as it assures everyone's fed before the fun. Casual is your friend.
At the lunch, give directions to the location, or caravan there. Give everyone the room number. If it's a secured building 24/7, give your cell number and meet everyone at the door approximately N minutes after leaving the restaurant. Anyone else can call.
Expect that play will have to get quieter after 10-10:30 if you get complaints. Avoid stomping and you avoid a LOT of problems. Only the 'lee should be loud in this scenario.
Start time - 5pm Saturday
Event - 7pm
Close is after 10 and before you plan to sleep.
G'luck!
