I posted thsi advice in another thread, but would seem to be useful here
just a little tip, if you organise a meet pick a date and then a venue, dont give people a choice of date or venue you will never please everybody, if you organise, then its your choice, do things you want to do if other people want to come they will, when you get back tell everyone what great time you had and publish the next meet date.
by the way this is not my personal advice it is the advise regional co ordinators of Mensa ( the high IQ society) are given
best of luck