How about:

October 1 -- Choose date

October 15 -- Chose cities among which we'll vote

October 31 -- Have hotel options ready, or at least with the hotels

November 15 -- Choose city for F2F

I can't say I'm entirely comfortable with that schedule, but we can then not worry about anything during the holidays (including Thanksgiving) and still have plenty of time to arrange the details (such as catering for prom).

I've never planned an out of town activity for large groups, so here, let me show you my lack of experience by asking what incentive the hotels have for giving us a great deal that far out from the actual F2F?

There seems to be a fine line between paying more for the guarantee of space and paying less for fewer options due to availability of space left.

With that said, if January planning is too late, then I'm all for Fred Pete's suggested timeline. Getting stuff out of the way prior to the year end holidays is of the good.

Nicole raises a good point, and I haven't done enough event planning to have any answers. I'm thoroughly flexible on the dates, other than placing as few burdens as possible on people between Thanksgiving and New Year's.

what incentive the hotels have for giving us a great deal that far out from the actual F2F.

Locking in blocks of rooms and meeting space is a pretty good incentive for many hotels. It is different from the one off room rates that shift with time. At least that was my experience when I worked in the industry umpteen years ago.

Is there any chance I could get a "Previously, F2F5" recap? Because I'm a little lost. Where are we in the decision process?

victor, the date is set as the weekend of June 26-27 and the venue will be Providence or Philly. Our pimpers are waiting for offers from hotels before a final pimping, IIRC.

(likely xpost)

Ah, OK. That's where I thought we were at, but I got confused.

And on a personal note: We thought my wife (Thessaly, or Lea, as by this point more people probably know her by her real name.) Will likely be able to pop in with me if it's in Providence. Earlier, it looked like she had another commitment at that time, but it turns out that's not the case.

I'm hoping it's in Providence just because that's less than an hour from my mom's house where we will be staying the week before, but we can always take the train to Philly. But YAY having a chance to see you and Lea!

I am TOTALLY about convenience. Not that I'm opposed to Philly -- I am large with Philly love -- but I suspect once again we'll end up having to skip it if it's there. Juggling a million balls right now, including possibly being out of town right before the dates.

I'm definitely down with the Providence idea. And depending on the timing, if it IS Providence, I can possibly act as shuttle service too and from Logan for a group, if some folks are flying in there instead, or for local-istas.