Can't see a problem meself, Chug puts a plan together, we arrive, gather over a tea/coffee and discuss how we should go about arranging a meeting to decide when to have a meeting to consider Chug's plan.
There's no point in having a meeting 'til all participants have arrived, that might happen by Sunday morning.
By the time the meetings have taken place, admin and management appointed, risk assessments and safe systems have been ironed out, everyone supplied with the correct PPE I reckon it'll be ready for next year.