It is very important that your superiors, the people who are above your program, understand the amount of time and emotional commitments being put in by your staff. I'll talk about communication with superiors later in the paper, but you need to make a concerted effort to remind those in authority of the good work and dedication put forth by your staff. With this understanding, your superiors can set the record straight to higher administers. I don't want to state the obvious, since everyone's fully aware of it. But it won't hurt.
Assiduous planning is key to a smoothly functioning program.
While there are various stratagems than can be employed, I found that two elements greatly assist the process. One is regular staff meetings and the other is a large calendar with lots of space to write down ideas. I would suggest scheduling the planning meeting early in the week, since the staff can make last minute preparations of activities occurring later that week. For specific days, Monday is OK, but Tuesday is better. Mondays are often poor days since staff members who have just worked the weekend come in the meeting are tired.