Messerschmitt,
It's a great idea to step forward and create this event . You need to delegate, you can only plan the event to be sucessful by getting people to commit to making this a sucess. First advertise at your front gate to let the people that pass by every day that a special event is coming up , so they can set aside some time to come to your event. The more spectators the better . They are what will make or break your event. You make money on this event and the club will beat a path to your door!!!!
You need a c/d to take care of the flying side of the event ,and as such knows what he needs are. you need to compare notes so that you both are on the same page.
He needs tx impound ,registration,flight line control and saftey concerns.
Your other guys should be food chairman for all the food related, raffel chairman for the spectators raffel and coordinate the pilots raffel for all flying pilots. how about the parking or the donations at the gate.
Get the local newspaper to do a story about the upcoming event.
Decide are you going to do a Scale Rally [ fun fly, low key event for your first time] or a actual scale contest . You will have to track down static judges that have expirence, and flying judges, possibly pattern competitors who understand the called manuvers.
This will make a lot of pilots think twice about competing.
Your more likely to get more pilots if there is no competition, [my past experience], just a good scale get together.
Limit most volenteers to 2 hour shifts if possible to avoid burnout and so that they can fly also since you will need all the pilots you can get.
Get a P/A system to keep the crowd informed about what is flying. Got to keep it interested!
At the noon break get the spectator kids participate in a candy drop. Make sure that the drop pilot has practiced this prior to the event with ping pong balls , these p/p balls can be marked for special prizes latter at the event.
As you can see the flying is only a small part of the event.

tom [been there done that]