What about accomodations & travel? If you could work out deals with a hotel and provide shuttle services from there to the conference, that would be good. Perhaps you should put up a temporary website for this conference (schedule of events, speakers, local information, things for family to do while the pilots are at conference, etc)? Also, you should put a "who's, who" database together for conference participants... for the attendies that authorize it during registration, you could put together a list for distribution (name, company name, company background, phone, & e-mail). Of course, if there is free alcohol for the week - the family stays home!
