A relatively short list of things to consider:
Who's paying the fees?
Who's in charge?
Things to bring:
How to light the wood/charcoal
Bus tubs for sinks
Ice Chests - 1 for meat, 1 for ice, 1 for drinks, 1 dry for holding meat, etc.
seasonings - who's rub are you using - extra salt, sugar, turbinado sugar, etc.
dish washing stuff
hand washing stuff
coffee maker and makings
Where are you sleeping - are you sleeping. Who is responsible for lighting off the cooker(s). Who must be at the cook's meeting - who's the team captain? (this can be different than who's in charge!)
And so on.
Maybe we just over planned the first time and Tim and I can certainly throw together a team in a hurry now - but with "new" members and not having had all the stuff together you guys would really need to hump to make it in two weeks.
Phil and company have done it but only because Phil has all the crap in his carport! When I cooked with him in NJ I flew into Long Island on Thursday - we picked up the trailer and made a Costco run. I sorted and loaded stuff on the trailer while he and James were strapping down the BYC. We didn't get to Asbury Park until nearly mid-night and setup Friday morning. But, we could do this because he already had the crap ready (sort of!). We still hit Costco at home and then twice more in NJ. After doing this once you guys will be able to throw a team together too - I don't think Phil has cooked with the same team twice! :D
Now, these are just my thoughts. You guys can certainly make it happen but you'd have to straighten out who's paying what and when and then start exchanging checklists - if everyone is supposed to bring some things to the team.
Southern Brethren BBQ Competition Team
"It's all about getting paid!" - Myron Mixon
"I love being hated in my hometown!" - David Hair
KingFisher Gator Rotisserie cooker, WSM, Stainless 5 burner with IR gas grill, Turkey Fryer, Weber JD Commemorative grill, slightly used Bandera chamber for future use as a cold smoker, Masterbuilt 40" insulated ELECTRIC smoker