Group services

Convention & Group Services

The Lake Charles/Southwest Louisiana Convention & Visitors Bureau (CVB)takes pride in making your life a little easier. In addition to assistinggroups with accommodations, here is what our Sales and Services Department cando for you. Or, check out our Group Services & ActivitiesChecklist!

Site Inspections

Allow us to take you on a site inspection of lodging and meeting venues.

Bid Proposals

Give us your event specifications, and the CVB will take it from there! Let usfind the perfect venue for your event by sending out bid proposals to areavenues suitable for your event and area hotels to house your participants.Once we’ve done all the groundwork, we’ll present the eventplanner and/or site committee with a variety of options. LakeCharles/Southwest Louisiana offers many options, and the CVB will make theplanning process convenient and efficient.

Attendance Promotion

The bureau will supply and mail promotional materials including a welcomeletter and brochure to your delegates in advance to stimulate excitement abouttheir event in Southwest Louisiana.

Welcoming Committee

Whether it be our goodwill ambassador, Gumbeaux Gator, a group of Mardi GrasTwelfth Night Revelers or an official welcome by area dignitaries, allow theCVB to make the opening of your sporting event one that participants willalways remember.

Registration Assistance

A homepage “registration link” with pdf registration forms areavailable for events on visitlakecharles.org for groups using 500 ormore total room nights. The bureau will post downloadable forms, which must becompleted by participants and sent to the organizer. Groups blocking 100 roomsor more per night qualify for on complimentary assistant for four consecutivehours as well as name badge assistance, if needed. A list of delegates isneeded seven days prior to the event to allow the bureau time to prepare thebadges.

Group Tours

The bureau can provide services for tours such as experienced step-on guides,walking tour experts, unique dining experiences, guest speakers, areabrochures, entertainment assistance and customized tour planning. We can alsopackage theme parties, festivals, hunting/fishing trips, spouse or incentiveprograms and much more.

Area Information

Ditty bags with area brochures and Gumbeaux Gator stickers are available forgroups booking 50 rooms or more. The bureau will be happy to provide you witha mailing list of area businesses and organizations who may contribute itemsfor your ditty bags. In lieu of individual brochures, the CVB can set up aninformation display at your venue. Complimentary general area maps thatinclude points of interest and accommodations are also provided. When it comestime for your event to begin, the CVB staff is always on hand to provide eventsupport, whether it’s on-site or behind the scenes. It’s our jobto make your planning as stress-free as possible.

Publicity

A press release form is available upon request to be completed and returned tothe bureau three weeks prior to your event. The release will be disseminatedto local media outlets, applied to KPLC-TV’s Breakfast Bar, and postedon www.visitlakecharles.orgfree of charge. For events with 500 or more total rooms blocked, the CVB canschedule out of town media appointments. For events with 1,500 total roomsblocked, the CVB will host a press conference, upon request.

*The CVB cannot guarantee that the media will publicize every event.

Other Services

For a list of caterers, venues, entertainment and more, contact the LakeCharles/Southwest Louisiana Convention & Visitors Bureau at 800-456-7952.