Annette, don't feel bad. P2 is a complicated workflow and it takes a few times through it to feel comfortable. Now, if I understand you correctly, here is what I would do:
• Buy HDLog Bronze
• Import your P2 into HDLog.
• Select Export and...
• Select
"Final Cut Pro XML" and set as
"self contained movies"
- this will take a while to transcode, but because you are handing the footage to a number of people, it will be safer.
• Before hitting the Export button, check the fields to be sure your metadata is going into the FCP field you want it in.
• Be sure to set "
Name Quicktime Movie as" to "
User Clip Name"
• NOW hit Export.
I have included a photo so this will be more clear.

Chad Greene Mahoney Media Group Minneapolis, Minnesota 2x3GHz Quad-Core, 4GB Ram, OS 10.4 FCP 6, Kona-LH