Hi- ANY time that is convenient. The summer program is there during the week until 6p. Any time after that is fine or on the weekends. Cooler temps anyway. If someone wants to go over and put in an hour on their own it will be appreciated. Wheelbarrow, snowshovel, rake. The wood fiber needs to just be layered in the playground evenly. We found putting small piles in a row and then raking it out works best. Thank you for the interest. No set "group" meetup. individual efforts are appreciated. We took our kids over and they had a ball (sort of) helping to get the material spread. "til it's gone.......sorry for the delay in response.