How can I keep track of all these details?

One way we recommend is to put together your personal team Race notebook, with sections for each category of information, such as: Registrations/Reservations, Schedules, Flight Plan,  Flybys, Timing, Financial Record, Rules and so on.
One person might be responsible for the content and keeping it up to date, or the duty could be shared. It doesn’t matter, as long as you agree and someone knows where the notebook is at all times.