I am hoping that meeting them will mean I am no longer a figure on a piece of paper that they have no real sense of and rather a real person, who really did love her son but wasn't able to look after him
That is one of the major and wonderful things I got out of my first meeting with my DD2 and DS birth mum. I think that is very very likely to happen, I can't imagine any adoptive parents having this meeting and not coming out seeing their childs birth parents as human people, rather than an abstract image in their heads based on paperwork.
She had a support worker with her, and the support worker took notes for her, DD2's SW took notes for me, so we were both free to talk without being distracted by writing things. I would be very surprised if you couldn't bring someone with you, though it may need to be a professional rather than a family friend, and I think it's really really important for you to have support. This is going to be much harder for you than it is for them, even though it's very emotional for them as well, and you should be supported through this.
I think those questions are lovely questions to ask, and so is your plan for doing a card every year
My experience was - our meeting lasted quite a while, about 40 minutes. It was very emotional. The SW facilitated it and it was awkward at first but once we got into the questions it was much easier. I tried to let birth mum lead our conversation.
I asked her "why did you choose x to be her name?", a little about what hobbies she liked as a child (so I could compare with DD2 and then I could write to birth mum and tell her 'DD likes the same things as you did'), "What was DD like as a baby?", "What are your dreams for DD?", "Do you think DD takes after anyone in your family in particular?", "What was the birth like?", I reassured her that I would definitely be writing letterbox and I asked her what she would most like to hear about in my letters. I also reassured her that I would love and care for DD so well, and I would not let any harm come to her, that I would be honest with her about adoption
She asked me lots of questions too, a few were "Do you have a garden?", "will you take her on holiday to nice places?", "Are you going to change her name?", "What do you like to do?", "Are you going to work or be a stay at home mum", "What are you going to tell DD about me?" and quite a few others besides
She told me that she wanted DD to be happy with me, and she thought I would be a lovely mum, which truly broke my heart but it was such a relief and so lovely to know that she felt like that
We then ended up talking more about our lives and DD's birth family, her mum's childhood, lots of stuff. By this point, it wasn't awkward any more, although it was still very emotional.
We had a photo taken together, and then we just hugged. We didn't plan to end up hugging, it just happened. Then the social worker wanted a photo of us hugging as well, so we did that. The meeting ended very soon after. I went and cried, I'm she did the same thing