Yes, that timing works well for me, and I think keeping the plan simple will make it easier for everyone to follow. We can meet in the front room first, then move to the larger table once the others arrive.

I would bring a notebook, the printed outline, and the shorter list you mentioned, because that seems easier to reference while we talk. If someone shows up later, we can give them a short recap instead of starting over.

For the afternoon, I suggest leaving a little open space between tasks so we are not moving too quickly from one point to the next. It also helps if we decide in advance who is taking notes and who is speaking first. That usually keeps the conversation steady.

As for food, something easy to portion would be best. A salad, some bread, and a warm dish that can stay covered should work well for the group.

I checked your notes, and I think your outline already covers the main points, so I would keep the opening short and use the rest of the time for discussion. Start with the timetable, then move into the room setup, then close with the task list so nobody leaves wondering what comes next.

If you are asking whether we should bring the posters, I would say yes, but maybe keep them rolled up unless the wall space is practical. The better use of the table might be name cards, a written agenda, and a pitcher of water so people can sit down and settle in right away.

I also think calling one person the contact for scheduling changes would reduce confusion. When too many people answer at once, details get mixed up. If you want, I can handle follow-up messages in the afternoon and send a brief recap before evening so everyone has the same information.