Personally, I wouldn't go because I don't have the sats to spend on a trip that far away.

I'd also give yourself at least a 6 month window as well.

I've never planned anything like this though so everything I say is opinion and assumptions. I just spoke at nostr:nprofile1qqs8mez352yxc2r9yt838c9f0sfs86ey0ygh7e996qspx773957u95gppemhxue69uhkummn9ekx7mp08uscst on the art panel with nostr:nprofile1qqs07xqktt77qzzj6jdyuyckexqu0tcpvnqczrqtcrlyr5mpm4720uqprpmhxue69uhhyetvv9ujumt0d4hhxarj9ecxjmntqy28wumn8ghj7un9d3shjtnwwdjkxtnpwpcqz9nhwden5te0wfjkccte9ehx7um5wghxyctwvsywdyyu. It was a great time, but smaller venue.

nostr:nprofile1qqs2wguqtndxwfg3j8y8sm6d5k8hjlnfwavzxqf4fw5wjx7tqdpde8qpp4mhxue69uhkummn9ekx7mqpr9mhxue69uhhqatjv9mxjerp9ehx7um5wghxcctwvsq3qamnwvaz7tmwdaehgu3wwa5kueglejxr7 and nostr:nprofile1qqsr7acdvhf6we9fch94qwhpy0nza36e3tgrtkpku25ppuu80f69kfqpramhxue69uhkummnw3ez6un9d3shjtnyv4ex26mjdaehxtndv5hsz9mhwden5te0wfjkccte9ehx7um5wghxyctwvshszxthwden5te0wfjkccte9ekk7mt0wd68ytnsd9hxktc79dllq planned the event and put it together within a similar time frame you're suggesting. They might be a great source of information to help you.