Was it the first or second time this event ran? If it was an early iteration maybe it will be better next year.

I feel it was the first, but not sure. It is not a bad idea if the weather is good and there is now on the ground. Might be better to have it in January where it is more guaranteed.

Do you rotate with someone else?

My sister-in-law. They have a smaller place now so it gets squeezy with so many people. Their older kids are married now, so spend every second one away at their respective spouse's places. This is the one where everyone is together.

this year we're having a quiet one as she doesn't really feel up to it after her mother passed away just a few months ago

My condolences. The first one can be hard as it changes the dynamic and it brings back a lot of memories. A quiet and reflective one might be a good idea though.

(someone clicked on a link that they shouldn't have, but there's only so much that could be done on a weekend).

I dislike these kinds of emergencies a lot... Good luck!