[Bob] So we're looking for an inn, preferably, with a large enough meeting/conference room and bed & breakfast at a reasonable price [say £30]. West Midlands? Which Saturday did you decide on? How many approx? I ask all this because ... I'm doing a freelance job at the mo which enables access to this very information; also at home I have 24 hour internet plus free UK phone calls. I can't promise anything, but I'll have a scout around.
Chalky] WMids, cos it is central and we may have folks from Manchester and London - so Motorway access would be good. Saturday 29th May, Approx 15 (but good chance of more). Function room not essential if there is a decent pub nearby that has a spare room. Piano would be nice but not essential 'cos I may be able to borrow an electric one. If you do find something, I can visit to check it out, unless you live in the WMids too!
Oh, a hotel every time for me. Getting too old for Youth Hostel larks. Still if there's a YH and hotel/B&B in reasonable proximity I guess there's no reason for people not to have a choice.
[Btd] I don't think you're being too prescriptive. I think it'd be nice to try something a bit more organised than usual, and the regular pilgs continue for those who prefer their fun more improvisatory.