Sarge hit all the good points and I'll add a couple more. Get contracts for everything if possible. Not that people try to cheat you, but they do forget. The earlier you can secure the food and rooms the better. Once you have your dates for the gathering try to secure the rooms and food as early as possible. Unscheduled events can eat up rooms (the Rolling Stones coming to town during our gathering was a surprise).
If I can help, just send me a pm or call if you have my number. It might take me awhile to get back to you as I don't have cell service or internet at the new place yet.
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Dave C..........My mantra: I can not be bought!! Long and short term leases available.
In the words of Zora Arkus-Duntov "Is your seat belt fastened? Alright, Let's go"
Yeah, I know, Shut up Dave.