Start with the decisions the coming week requires
One person can bring the calendar, but each adult should be able to add a constraint the calendar does not show. A shift may still be tentative, a car may be in for repair, or a morning appointment may require someone else to open the house. Ask what is fixed, what lacks coverage, and what conflicts. Keep a short list of decisions that genuinely need the people present rather than reading every entry out loud.
Resolve the earliest uncovered duty first
For example, Thursday pickup and a late meeting may involve the same driver. Resolve that conflict first, then move to Saturday guests. Leave a person and a next action beside anything unfinished. Do not use the meeting to read aloud entries everyone already understands.
End with a record someone can use on the day
For Thursday’s conflict, a useful result is “Ari collects at four; Mei tells the coach by Tuesday. If Ari’s shift changes, Ari contacts Mei before three.” Read back the names and deadlines before leaving. Put longer disagreements on a separate list with an agreed time to talk. If a person did not attend, ask for their acceptance before giving them a job. A short meeting is successful when an important uncertainty becomes a workable arrangement.