Your first task will be to assemble a planning committee. The committee should include several experienced moving image archivists, but could also include community members. At least one of the members should be from the community where the workshop will be held so that a site visit can be made. Once the site has been chosen, the committee can include representatives from the host organization and other volunteers can be recruited for specific tasks.
The timetable will vary depending on the partners. If you are working with AMIA to plan the workshop to correspond with their annual conference and want to have some support from the organization, you will need to start very early. Otherwise the timetable can be as short as several months.