The logistics of getting 20 or so cavers and half a tonne of miscellaneous gear out to Austria, on a shoestring budget with a limited number of cars, and people coming-from/going-to various places are daunting. The job mostly involves collating info and badgering people regularly. Starting early saves everyone money.
Organising transport is one of the biggest nightmares and the sooner we know who is going and when, the easier this gets. Getting a second (non- refundable) deposit off people helps to tie them down.
Entering data: we have had no particular problems requiring all expoers to hand-edit HTML or Markdown tables when stating their travel plans. This is somewhat surprising.
Back to Expo Planning Guide.