One of the ways that I try to plan gatherings with my friends is a style I’ve taken to calling “nuclear” in my head: basically, you create a solid nucleus of reliable people who are able and willing to commit to attending the event, so you know it’s gonna happen regardless; and then, from there, you can slowly expand your guest list with people who might have more going on in their lives, or whatever, that makes them more of an Uncollapsed Social Waveform. (They’re your electrons.)
If the event involves accomodations, you can pick a specific date with your nucleus (perhaps via a Doodle poll or similar), and then pick a general geographic range before telling your electrons the plans. Have a firm RSVP deadline so you can book your lodging before the event itself! Alternatively, if you’re not wedded to the idea of renting one house together, you can just all get hotel rooms individually.
Emilybook 