You asked whether Tuesday still works, and yes, that should be fine on my end.
I would aim for midmorning because the room is usually quieter then, and it gives us time to sort the checklist before everyone else arrives.
If you want, I can bring the printed notes and the marked copy with the extra reminders on the side.
Also, for the snack idea, the fruit tray is easier than anything warm since it can sit out and still be fine later.
I think Sam prefers the corner table because the outlets are nearby, so that may be the best spot if a laptop needs to stay plugged in.
About the agenda, I would start with the item that needs a fast answer, then move into the smaller decisions after that.
That usually keeps the discussion focused and avoids circling back too many times.
If you hear from Mia before lunch, ask her whether she still has the updated name list, because mine may be an older version.
I can also stay an extra fifteen minutes at the end to help pack everything back up.
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You mentioned the menu was still undecided, so I would keep it simple and go with the pasta salad, the roasted vegetables, and the herb bread.
That combination holds up well if people arrive at slightly different times, and nothing needs last-minute work besides slicing the bread.
For the seating plan, I think four smaller tables would be better than one long row because it makes conversation easier and gives everyone a little more space.
If the weather stays mild, opening the side windows for a while beforehand should help freshen the room without much effort.
As for the playlist, softer instrumental tracks at the start make sense since talking is usually busier during the first half hour.
I can put together a short list tonight if that helps.
Also, bring the tape and the scissors, because every time we expect them to be there, they somehow vanish.
Let me know if you want me to draft the name cards too, and I can handle that before the day starts.