True, these are valid problems.

Here is how I do it and yes I know I am very privileged.

1. Have a DISCORD with everyone who might attend in it.
2. Pick 3-4 dates at least a month in advanced. Have people list witch dates work for them. Pick the one with the most open spots.
3. Tell my work building supervisor that I want to use our training room for a LAN party (We have a good history of this and it brings in other coworkers. So like team building stuff).
4. (Optional but effective and makes it seems like you have a plan) Draw up a tentative schedule with which games you are playing and how long you are going to be playing. Add Chill Time/Extension time in case people want a break between games or want to play more.

Good Luck!