I don't think there is any escaping the idea that this is a big expensive meet-up.  However, I do think that this could potentially serve a greater purpose than simply memories.  Here are some of my ideas:

1.  A party hosted by Tom with a nationally/internationally acclaimed headliner.  The idea here is to thrust people into the environment where our dance has thrived  since it's inception.  I really like the idea of putting us center stage at an event and associating our name with said event.  It's good press.  It makes people who travel all the way there to attend feel a little important.  It forces people to get down in public from the get go.  Also, this is a fund raiser.  If we did this right, we might make a little money which would give us a head start on next year.  This is super important because none of this shit is going to be free.  Period.  Also, for me, keeping next year in mind is important because if you do this right it's like building a brand.  The first year is critical and the next year it grows.  That same thing happened with demf.

2.  BBQ.  After having put people in an awkward social situation the first day.  I really like the idea of tearing down any walls or insecurities between people by having a really a relaxed social setting which people are doing something collectively.  This is a time for people to really meet and greet.  It's a time to do introductions of everyone.  To talk about why we're here.  It's a time to lay things out and make people feel comfortable.  

3.  Classes.  Now, that we've gotten the introductions out of the way.  It's time to hit a studio and have classes.  Depending on the number of people, we might rotate groups of people.  Ideally, we would have everyone in the same room.  A sense of group and brotherhood is important.  We really beat in that community idea and making everyone feel included is incredibly important.  I think classes should include history lessons and dance lessons.  I think this is a super fun area that should last roughly 6 to 8 hours.

4.  Private party.  I think after a day like this people will be tired as hell, and a cool thing would be to have a private party with some locals djing.  We all just listen to some jams, have a beer or whatever, and talk shop or get down.  This gives people the opportunity to ask questions. directly to people about the things they've learned during the course of the day.  It also gives people a friendly environment to cypher or battle.

5.  Street Performing.  The last day to me would be about how to take your dance and put it in the world outside of a club.  How to spread culture through an active approach using yourself dancing, talking, flyers or whatever.  A last set of classes if necessary.  A closing ceremony and I think people should get media packets.  I think the packet should include business cards for the website and a t-shirt at the very least.  

I really want to hit home that for me an event like this is as much about bonding as it is about dance.  Events like this catered specifically to a group of people that share a passion can be some of the coolest and most memorable and moving experiences in a persons life.
 
Below are some thoughts about the logistics of what I said above:

The event will need a fundraiser before hand with a target goal of 3 to 7 grand.  Honestly, I think it would be cool to see about renting a house out in the burbs near or on the great lake up there.  I don't think a hotel is a good enviornment.  In fact, I would put the bbq either at the house where hopefully everyone could stay or try to rent out a park space so people can be in a relaxed outdoor enviornment (summer time ftw).  will definitely need to rent studio space and find out the street performing laws as people don't need to get tickets or arrested on their vacation.

In the end, I think that being as fiscally responsible as possible the first year is critical because it's the second or third year that will be even bigger if it's done right.