I am a long way away, but I really want to help anyway I can. Once we get the date I would be more than happy to look into hotels, camp grounds.
I will be more than happy to come early to help with anything you need when it gets closer.
I say early, maybe at the beginning of the week of the event.

Yes this will come up fast. I was in charge of planning a linemans rodeo for the utility company I work for. The time went really fast. 1000 people showed up so it was quite a job, but I loved every minute of it....