Sumamry for Ruchi :

Sure, Ruchi — thank you for the warm welcome!

Here’s a quick summary to make sure I’ve got everything right:

You’d like me to help plan our group’s annual meeting, with your preference being to hold it at the Washington DC office in about 4 weeks. That location is ideal because it’s centrally located and should be convenient for travel. While you’d like the meeting to happen as soon as possible, you understand that 3 to 4 weeks is the minimum needed for proper planning — so 4 weeks from now is the earliest realistic target.

Next, I’ll be connecting with Alana and Marco to communicate your preferences and gather their feedback. You expect they’ll have input on the location, timing, and possibly other logistics. While we may not be able to meet every request, it’s important to make sure their perspectives are heard and considered as part of the planning process.

My immediate next steps are to set up time with Alana and Marco, share your preferences with them, and report back with their input so we can move forward in a way that aligns with everyone's needs as much as possible.

Does that sound aligned with what you had in mind?

Alana:

Thanks so much, Alana — I really appreciate you sharing your input.

It’s great to hear that Washington, D.C. works well for your team in terms of travel — that aligns with Ruchi’s preferred location too, so that’s a good starting point. Regarding timing, I completely understand your concern. With your team focused on the critical product launch over the next few weeks, it makes sense that you’d need at least a couple more weeks afterward to regroup and prepare. I’ll definitely take that into account and bring it back to Ruchi so we can look at options that better align with your timeline — potentially around the 6-week mark.

Also, thanks for the heads-up about the room size. I’ll make sure that whatever space we book this time is large enough to comfortably accommodate everyone, with enough seating and room for breakout discussions if needed.

I’ll circle back once I’ve spoken to Marco and shared everyone’s input with Ruchi. I’ll do my best to ensure your team’s needs are met in the final plan. Sound good?

Marco:

Thanks, Marco — I really appreciate you taking the time to share your input, and it’s great to have your voice in the planning process this year.

You're not alone in preferring Washington, D.C. — that’s actually Ruchi’s preferred location as well, and Alana also confirmed that it works well for her team. So, it’s looking very likely that D.C. will be the meeting location.

In terms of timing, I understand the urgency from your side, especially with key team members becoming unavailable in just a few weeks. That’s important context, and I’ll be sure to highlight that when I share everyone’s input with Ruchi. On the other hand, Alana’s team won’t be ready until at least 6 weeks from now due to a major product launch. So right now, we’re trying to find a balance that ensures all key voices are represented while respecting those constraints.

Also, thanks for flagging the issue with last year’s pre-work — that’s really helpful. I’ll make sure we set a clear timeline this time and send all pre-meeting materials out at least a week in advance to every attendee, with confirmation that they’ve received it.

Once I bring this feedback to Ruchi and we align on a direction, I’ll follow up to keep you in the loop. Thanks again for your thoughtful input!

Overall:

Thanks, Ruchi — I had really productive conversations with both Alana and Marco, and I’m happy to share their input.

The good news is that all three of you are aligned on the location — both Alana and Marco are on board with holding the meeting in Washington, D.C., so we can move forward confidently on that front.

As for timing, that’s where there’s some divergence:

• Marco would ideally like the meeting to happen within the next couple of weeks, as several key members of his team will become unavailable for international travel after that. He emphasized that their input is essential for the discussions planned.
• On the other hand, Alana mentioned that her team is launching a major product in the next few weeks and would not be ready until at least 6 weeks from now. She’s concerned about having enough prep time after the launch, especially after last year’s meeting followed a similar crunch period.

Both of them also had a couple of additional suggestions:

• Marco requested that pre-work materials be sent out at least a week in advance, as some of his team didn’t receive them last year and were at a disadvantage.
• Alana asked that we ensure meeting rooms are large enough to accommodate all attendees, which was a challenge last year.

So in summary: we're aligned on location, but there’s a gap between Marco’s preferred timeline and Alana’s availability. I’d be happy to help explore potential options to strike the best balance, depending on what’s most critical for the meeting outcomes.