Basically we need a category for pre-production, during production, and post-production. That would simplify a lot of things I believe.
And it would be great to also to tell the aeclectic members what copyrights they still own, and what they're letting copied, and by participating they thereby agree to uphold those things automatically, so there won't be issues afterwards regarding this.
We will also need an area for members to drop their artworks into once they're finished, and to specify what file extension it will be (I will personally say PNG is one of my personal favourites, for its' high quality and low file size).
In the area for pre-production, it should specify everything we need to do on the first page, so we don't have to rummage through the forum to find it! And also it should mention the copyrights and sensitive things of that nature.
Then during production, we can have regular updates of the process work, and maybe we can give each other critiques and insights to help each other along the way. We should also have an area so people with finished work could submit it there. We can keep track of it with a list that has the title, username, and the image (finished or in progress). And also keep track of deadlines like what previous members have suggested!
Then for post-production, we can discuss on where to print and ship it, and estimate how much it'll cost overall. And we can also have some really knowledgeable members who knows of printing lingo (I just started working in printing so I know some of it already), to give some advice on it, and maybe they'll be able to cut down costs somehow.
But this is just a suggestion to make things easier. Hope it helps