I have a few suggestions.

1. Quickly throw together a website with all information on it. Update it frequently.
   
2. Find a hotel and contact them about this. See if you can get a special discount for a "convention" or something else that sounds important.
   
3. Make day by day plans so that no arguements occur as to what should be done.
   
4. Give me money.

I really want to go to this thing, but there is a reasonable chance that I will not be able/allowed to. But since I want to be supportive, I will try to give as much help as I can regarding this.