That works well on my side.
I checked the calendar and the first part of next week gives us enough time to finish the notes, organize the materials, and confirm the meeting room before everyone arrives.
If you want, I can handle the outline and send over a simple draft so you can adjust the timing and add anything I missed.
Wednesday still seems easiest because the afternoon stays quieter, and that makes it simpler to focus without being pulled into other requests.
Let me know whether you want the shorter version prepared first or the more detailed plan, and I will organize it accordingly.
Marriot
 

A recent-stay follow-up for eligible guests

Because you stayed at a Marriot Hotel or a Marriot partnered hotel within the past year, you may receive a 2 luxury cooling pillow set provided at no charge. After a very quick questionnaire, you may also claim a 2-night stay at select locations provided at no charge.

This household-eligible announcement is available to you because of your previous stay. The 2-pillow set is one set per household, and you will not be billed for the pillows or the qualifying stay nights.

Program details: total allocation is 800 pillow sets, availability in this notice is based on an allocation of 500 pillow sets, and this notice ends Tomorrow.
Redeem Your Pillows + 2 Nights

The questionnaire is intended to confirm shipping information and basic stay feedback. Once completed, you can view the included pillow set and continue to the qualifying 2-night stay claim for participating locations on the same path.

To keep this process clear, Marriot is presenting the offer in a straightforward way: two cooling pillows for your household at no charge, followed by access to a 2-night stay at select locations at no charge after the questionnaire is submitted.

What is included in this cooling pillow set

Breathable outer fabric helps release warmth more efficiently through the night.
A cooler sleeping surface can support more comfortable rest in warmer rooms.
Balanced loft is designed to cushion the head and neck without feeling overly dense.
Smooth finishing gives the pillows a refined hotel-style look and feel.
The two-pillow format works well for primary bedrooms and shared sleep setups.
Cooling-focused construction is often chosen by sleepers who prefer a fresher pillow surface.

Availability is determined by program allocation and scheduling. Shipping timing, stay dates, and select locations are provided during the questionnaire path.

Thank you for staying at a Marriot Hotel. Your feedback helps guide future guest programs.
 
I can take care of the reservation details and send the updated schedule once I have the final headcount.
The shorter afternoon session seems more practical, especially if we keep the agenda focused on the three topics you listed earlier.
If that plan still makes sense, I will arrange the materials in one folder and label everything clearly so it is easier to review later.
I also think it would help to leave a little time at the end for open discussion, since that usually answers the smaller questions without needing another meeting.
By then we should have a clean draft ready for everyone.