We can't possibly have face-to-face meetings to cover every aspect of planning this event. We also need to document everything as we go. We've implemented the use of 37 signal's Basecamp web-based project management software to help us stay on track.

If you're looking for a team management tool, it's pretty hard to go past Basecamp for its simplicity and features. We may even start using it for running general club business as well.