Okay so the one thing I'm finding is that I don't know costs.
How much will you have to cater the meal? Derrrrrrr
How much do you want Toyota to sponsor you for? Derrrrrrrrrrrrrrrr
What other people are you going to have as trail leaders if you have 250 people? Derrrrrrrrrrrrrrrrrrrrrr...
Some are asking about schedule. Here are some musings about possible timeline. Please edit and contribute as you see fit, my 2 p just to get the ball rolling:
Meet and greet
Trail and safety briefing