Bobby. I think setting up a state by state thread would help. That way it narrows down the people we all need to deal with in terms of schedule, routing and logistics.
Maybe there is some way to set up a google calendar with the names of available people, on any given day, so that we can easily adapt if the arrival date changes, we will be able to plan on who is available for a hand off?
Also, maybe each area (locations by hand off to hand off points - IE south jersey is one, north jersey another, southern NY, LI etc) can have a sub-contact, with you overseeing the big picture? Maybe that's overthinking it too much.