[GeeTwo]

CMP this year was our first road trip (Bayou is about an hour drive from our school, so we day trip it). After we figured out the travel costs, we required each student making the trip to come up with a fraction of that. The amount could be in terms of fund raising (preferred, and many well exceeded the goal) or cash (very few took this option, but a few did).

We traveled with close to a 4:1 ratio, but 8:1 would have been adequate - it was CMP, and only one of our "full" mentors didn't make the trip, and that was because he had sea duty at the time.

Assign each room or two of students to a specific mentor, preferably same gender. Swap cell phone numbers and keep in touch!

Meals: We included the cost of meals in the travel cost. We had a hotel with a continental breakfast and dined together. Each student got a daily cash allowance for lunch ($12?).
Establish the perimeter of the event at all times. Any student going beyond these bounds must inform his/her mentor and have a buddy or three.

Transportation: If you can drive, it's certainly going to be less expensive with any sizable group. For more than a couple of hours drive, renting a bus is definitely preferable to a caravan. We shared a bus with another local team. Our team had two carloads in addition to the bus going to CMP: one truck pulling our trailer, and one car of mentors and family members. A commercial bus is safer, and the bus company should have contacts in place to replace a broken down bus should it be necessary. Plus, with a cooler, a tote full of snacks, a bathroom, and a commercial driver, you won't need to stop as often. Or round people up and take a head count as often when it's time to go.

Hotel: Since we had a commercial bus, we stayed about 20 minutes drive away; the room rates were much less expensive. For suburban and rural venues, that probably won't be a concern. Find someplace safe, not too expensive, not to seedy, in other words "family friendly". Book together, so you can be in the same wing, making it easier for mentors to keep an eye on the students.