Hi MichelleI used to plan some of the meet ups here years and years ago, I don't even think my youngest was born yet! What you need to do is just decide there will be 1 organizer, whoever it is and select 2-3 dates that work for YOU. Once you have that, set a general location (Woodfield Mall) and then break it down to a poll that lasts X amount of days. At that point you have your meet up DAY selected and the group that can make that day, you can go ahead and select the precise location from there.
We have had group meets ups of 8 people to as big as 25! It's a lot of fun and past meets were at Yorktown Mall food court, Disney Movie release day at various movie theaters, people's houses, Aurora outlet malls at the food court and Disney meet ups for people going at the same time!