Vrindavan is roughly 180 km from Gurgaon and the drive takes around 3 to 3.5 hours depending on traffic. It is very doable as a one day trip but an overnight stay lets you experience more celebrations without rushing.
If you are going as a group the planning is actually quite simple. Fix your date based on which Holi event you want to attend: Phoolon wali Holi at Banke Bihari or the Lathmar celebrations. Both fall in the same week so many people combine both.
Start early, ideally by 5 AM from Gurgaon to reach Vrindavan by 8 AM before crowds build up. Wear old clothes you don't mind getting colored. Carry minimal belongings and keep your phone in a zip lock bag.
For a group of 10 to 15 people, Tempo Traveller hire in Gurgaon is the most practical and cost effective option for this trip
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