The group chat has a poll with six weekends and a "whenever works." The hall will hold two dates until Friday. The three people who always book rooms have not voted. You will lose both holds while the poll stays open.
A reunion date is a hall and a weekend. It is not a vibe. The people who must travel and the people who must sign the room need a closed pair, not a blank year.
Two weekends, one constraint
"I need A or B by Thursday noon: June 12–13 at the alumni house, or September 18–19 at the same house. The house holds both until Friday." That is a decision.
Six weekends is not a kindness. It is a spreadsheet you are asking thirty people to build in their heads. If a third weekend is real, write it as C with the same facts. If it is "maybe later," it is not an option yet.
Give the one constraint that breaks the default: a hall hold, a campus closure, a conflicting campus weekend you already know. Cut the nostalgia paragraph. They know why they would come. They do not know which cell to reserve.
Your lean: "I recommend June. I take September if three of the out-of-town regulars cannot do June." Name those people in words they recognise, not nicknames from the chat.
Name the shape. If the committee decides, it is a decision. If you want a read from a few travelers, it is an opinion, and the committee still picks. A poll labelled as a vote that you will ignore is how people stop answering.
Ask the people who must book
Write to the committee, or to the small set whose travel actually gates the date. One address at a time. The class-wide list is the announcement, after you have a recorded weekend.
They need no account. The mail is the product. They reply from the mail or the page. You approve the wording. The class secretary's assistant does not pick a weekend as the class.
If you live in Claude and a classmate lives in ChatGPT, they still read one briefing.
No flyer file. Write the two weekends and the city. If a page already exists, name it.
What a sufficient reply is
"June." "September — I have a wedding the 12th." One line. Say that is enough.
Then a default. "If I do not hear by Thursday noon, I release September and keep June." A default that keeps both holds forever is how you pay for a room nobody named.
A follow-up is allowed once if it carries a fact — the house dropped a hold, a regular just said no. A bump is not a fact.
What this is not
It is not the program. Speakers, kids, and whether there is a picnic are later letters.
It is not a place to process who fell out with whom. A date is a date.
If your assistant already has the hall email, let it draft the pair. You read the weekends. Then the people who book can answer without a poll.