Washington DC Planning Meeting
Schedule
Wed Dec 10 2025 at 02:00 pm to 04:00 pm
UTC-06:00Location
Bob Kirby Branch Library | Bowling Green, KY
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We have decided to opt out of the Worldstrides travel group planning our DC trip and plan the trip ourselves. I have thrown some preliminary details into chat gbt to get an idea of a budget and itinerary. I will tentatively say that the trip will now cost roughly $700 per person. We will allow families to make 3 payments over the next several months to cover the costs. Everything will be included. I will share those details here for everyone to review. During this meeting we will discuss the various options for the itinerary and create a more concrete plan. Here’s a sample 4-day / 3-night travel itinerary for a group of 15 people driving from Bowling Green, KY to Washington, DC, including estimated costs for van rental, gas, hotel, meals, sightseeing and miscellaneous. You can adjust number of nights, room types or activities depending on your group’s preferences.
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Assumptions & cost estimates
• Driving distance: ~695 miles one way from Bowling Green to Washington DC.
• Round‐trip distance = ~1,390 miles.
• Van rental: assume one large 15-passenger van (or possibly two smaller vans) for the group. I’ll assume one van for simplicity.
• Fuel economy: assume ~15 mpg (large van) and average gas price ~$3.50/gal (for round estimates).
• Hotel: assume the group splits into ~5 rooms (3 people per room) for 3 nights. Estimate ~$250/room/night average in Washington area (DC city/close suburbs) based on averages of ~$185–$345/night.
• Meals: estimate ~$66 per person/day for food in DC (based on average)
• Sightseeing/misc: includes parking, museum entrance (many free in DC), local transit, snacks, small souvenirs.
• No airfare since driving.
• Assume lodging outside downtown or some cost savings by staying just outside DC (optional) but for this estimate we’ll stay inside price range.
• All costs are rough estimates for budgeting purposes.
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Day 0 / Travel to Washington
Morning
• Depart Bowling Green early morning. 695 miles ≈ 10–11 hours drive.
• Stop for lunch on the road.
Evening
• Arrive in Washington DC area; check into hotel; group dinner nearby.
Costs for travel day
• Van rental (for entire trip): estimate ~$150/day × 4 days = $600 (you may need to check actual rental company for large van rates).
• Fuel: 1,390 miles ÷ 15 mpg ≈ 92.7 gallons. At ~$3.50/gal → ~$325 round-trip.
• Hotel: 5 rooms × $250/room/night × 1 night = $1,250.
• Meals (lunch on road + dinner for 15 people): assume ~$20/person lunch + ~$35/person dinner = ~$55 × 15 = $825.
• Misc / parking/road tolls etc: estimate $200.
Total travel day ≈ $3,200.
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Days 1 & 2 in Washington DC
Day 1
• Breakfast at hotel or nearby.
• Visit the National Mall (e.g., the Lincoln Memorial, Washington Monument, WWII Memorial) — many are free.
• Lunch in the city.
• Afternoon: Visit a museum (e.g., one of the Smithsonian Institution museums — free admission) or take a guided tour.
• Dinner at a mid-range restaurant.
• Evening: Optional drive by night monuments or free walking tour.
Day 2
• Breakfast.
• Tour the United States Capitol area or the Library of Congress or other paid attraction (if desired).
• Lunch.
• Afternoon: Visit the National Air and Space Museum or ride the city’s transit around other neighborhoods.
• Dinner.
• Evening: Free to explore, maybe rooftop view or group activity.
Costs for each full day
Meals: ~$66/person/day × 15 people = $990/day × 2 days = $1,980.
Hotel: 5 rooms × $250/night × 2 nights = $2,500.
Sightseeing/misc: assume ~$30/person/day × 15 = $450/day × 2 days = $900.
Parking/local transit/tolls: estimate ~$150/day × 2 = $300.
Total for two full days ≈ $5,680.
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Day 3 / Return travel
Morning
• Breakfast.
• Pack up and check out of hotel.
Midday & afternoon
• Lunch on the road.
• Drive back to Bowling Green.
Evening
• Arrive home.
Costs for return day
Meals: Assume ~$20/person lunch + ~$35/person dinner = ~$55 × 15 = $825.
No hotel since arriving home.
Van rental included in earlier.
Fuel included earlier.
Misc/parking/tolls estimate: $150.
Total return day ≈ $975.
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Total estimated cost for the trip
• Travel day: ~$3,200
• Days 1-2: ~$5,680
• Return day: ~$975
• Grand Total ≈ $9,855
Divide by 15 people → ≈ $657 per person for the 4-day/3-night trip.
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Possible adjustments & tips
• Stay slightly outside downtown DC (e.g., Arlington, VA or suburban Maryland) to reduce hotel cost or parking/traffic hassles.
• Use two 12-passenger vans if one 15-passenger is not available, though cost may increase.
• Book rooms with breakfast included to save on one meal.
• Many DC attractions are free — take advantage of the Smithsonian museums, national monuments.
• Parking in DC can be expensive and challenging — consider staying in a hotel with free parking or park outside and take transit.
• For meals, mixing casual lunches and one nicer dinner helps control budget.
• Add a buffer (10-15%) for unexpected costs (snacks, extra tolls, group photo souvenirs).
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Where is it happening?
Bob Kirby Branch Library, 175 Ironskillet Ct,Bowling Green,KY,United StatesEvent Location & Nearby Stays:
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