I think the best way to handle the setup is to start with a light menu around six and then transition to the main course by seven thirty. You mentioned you wanted everyone to feel comfortable mingling so we could arrange the seating in small clusters rather than one big table. The space we looked at last week has enough room for about a dozen people without feeling crowded. I will bring a couple of extra serving platters and some linens in case we need them. Let me know if you think we should assign dishes or just let everyone bring what they prefer. I can send a note to the group with the timing and location details once we finalize everything. Does that approach work for you? I think keeping the evening relaxed with a simple flow will make it enjoyable for everyone involved. We can adjust the menu based on what people feel like bringing and keep things flexible so no one feels pressured.

I looked into the scheduling options you mentioned and I think the earlier time slot on Thursday will work best for most people. The room we reserved has enough seating for everyone and there is a small kitchen area nearby if we need to prepare anything. You asked about setting up a short agenda so I drafted a rough outline with a welcome, a quick overview of the project, and then open discussion. I can send that to you for review later today. We should have everything we need in terms of materials and I will bring printed copies just in case. Let me know if you want me to arrange refreshments for the group as well. I think keeping the session to about ninety minutes will give us enough time to cover the main points without rushing. Does that plan sound good to you? I can confirm the details with everyone once we settle on the final timing and room setup. We can adjust the format based on how many people confirm they are coming.