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You have a date set already? Because I would think you need to give this people a date or time frame, and its best you go over it with the rest of the club.
my $.02 would be to time it with the over-lapping spring break in March
Just for an example some major school thats most of the members here attend to :
Bergen - 3/21 - 3/28
William Paterson - 3/13 - 3/21
Rutgers - 3/12 - 3/21
Rowan University - 3/12 - 3/21
See a pattern here?
It looks like everyone will be around on Saturday the 19th or Sunday the 20th.
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