What I have done is pass the information around to whomever I can find and then have them tell whomever that they can find or know that I am not aware of. If it is alters that cannot be around one another we the room set up in sections so that they don't have to be around each other. We have even set it up in two different rooms and had tv's set up to do like a conference between the two rooms. It just depends on who all needs to be there and what.