I circled back because I meant to answer this yesterday and then got pulled into a few chores around the house.
Honestly, the easiest option sounds like keeping it simple and not overplanning it.
If everyone can arrive a little earlier, that gives us time to settle in and figure things out without rushing.
I can bring the notebooks and the extra pens, so nobody needs to dig around at the last minute.
I also checked the weather and it looks mild, which makes it easier if we want to step outside for a bit.
Let me know if you still want me to confirm the time with the others, because I do not mind sending one short note.
I think once we get started, the rest will probably come together naturally.
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I was thinking about your question this morning while making tea, and I actually agree that doing less might work better than trying to fix every detail at once.
Usually when I leave a little room for changes, the whole day feels calmer and people seem more relaxed too.
I can handle the list on my side and send it over later so you can glance through it whenever you have a minute.
There is no need to answer right away unless something feels really off.
I also remembered that one person usually arrives early, so I will make sure things are set before that happens.
If you want, I can check in again tomorrow just to keep everything moving and avoid confusion.
That seems easiest to me, and it should keep the pace steady for everyone.