Help me track a large project

Hi Macrumors, I have a new project at the charity I work at, and am a bit lost in how to keep track of it all.

5 staff are contacting 150 local councils around the UK, and arranging face to face meetings with each council. I need to keep track of which staff has contacted which council, and who their contact is, and what stage in the negotiations they are at, and any related notes (e.g. success stories, objections to our proposal etc).

I work on a Macbook, staff are around the UK, and work on PCs. What software would you use for tracking this?

Charity, so zero budget, prefer free tools, tools must be simple to use etc.

Thanks for any ideas.

RedTomato