Events - details, details, details

We’re helping one of our clients plan a select customer appreciation event to be held at their annual user group conference.  As with many large conferences the event is in Las Vegas.  Couldn’t be easier to work with the people from the hotel, as we change details they’re very flexible and send new quotes almost immediately.   It’s a late afternoon/early evening reception with appetizers, should we have 3 or 4?  Hard to believe all the decisions that went into the final table and chair layout!  And our RSVP list keeps growing, nearly every single person invited is attending. Even for a 90 minute event project management comes in handy.  We’ve been tracking all the issues associated with customer and internal employee invitations and RSVPs; ordering and shipment of awards that will be presented; not to mention all the decisions necessary for food, drink, and entertainment.  Everything’s in one spreadsheet stored at a shared location  This has been a real necessity as the key decision makers are scattered in multiple states.  Putting some structure around this has made it easier for all involved.  At any time we can all check the current status of issues and action items.

For even a smallish project, when key players are all remote from each other, what works best for you?