Wow - there's a lot of stuff going on here. Fortunately this is a planning thread. There seem to be a lot of ideas floating around.
In principle, I think that it's a good idea for people to get together at the Christmas AFF meet - although there are plans in place - but as drron suggested, superimposing the Medical Meet on the AFF Christmas meet means those that are trying to get to the medical meet are now looking at difficulties in going as they're going to go to an event where the dinner is sold out and it may clash with AFF Christmas dinner official events (putting an event on the Saturday would clash with the JQ35 run, and many have already booked flights back out on Sunday, I would think (I'm staying until Monday, but I imagine I would be in the minority).
My initial suggestion is to aim to get an informal gathering of the doctors/medical/allied health/academic/interested parties together to socialise at the AFF meet as we likely would anyway at that event. I would think that the formal AFF Medical Meet still needs a 4-6 month lead time so that we can plan for it, in the same way that munitalP plans for events well in advance and people can lock in.
It seems from reading the threads that there is considerable interest and excitement about this event, and I think that's a wonderful thing, as well as excitement from the organisers too! I believe we are still talking about a formal AFF meet with a lead time that allows people to lock in ahead of time and make arrangements. I'll admit that I have been quiet about this (lots happening for me at the moment) and for my part I haven't been as communicative with the other organisers about getting things rolling. I'll try to change that now on my part.