You won't need to worry Anthony.. I think most people attending will have been to observing gatherings before and know the protocol.. and amateur astronomers are usually a mature bunch so noone will do anything to burn our bridges.
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something to throw on the Barbie ?
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I wouldn't worry about a dinner this time around, we'll have a BBQ on the 7th May.
As for the time, if we need to get there before dark (which is a good idea for a first night there), we should probably say 5 or 5:30pm, because it'll be dark by 6pm.