Yes, the museum is the organizer. It works a bit tricky, because they did write to the groups who had a recommendation by someone else and asked them to write their appliances. The deadline is mid of July 2008, say in two weeks.
For Germanics the way to get a recommendation is officially contact with the German Comitatus. For Romans you should get in contact with the Milites Bedenses (
www.milites-bedenses.de ). But the museum is the one to apply to. They have the power. It can still be, that all our Comitatus hassle was for nothing, if they decide to engage a Chinese stuntmen group or whatever.
The museum wants to make a show with about 100 Germanic warriors and 150 to 200 Romans. Different to the Kalkrieses of former years the action will take place outside of the tiny dug out area. They want some camp life and civilian life's presentation, a big concentrated Roman camp and in fact a scenery where Germans ambush the Romans. War will not be a huge mock battle, but cut in several moderated scenes. They also would like to see some interacting, wossname, play scenes founded on the stories about Arminius and Varus tradited by the ancient historians.
That is the actual situation. It may change, but not too much. Altogether it is not so bad, I think.
Cheers,
Stefan