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Special Alert
New Lakefront

Group Services & Activities Checklist

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You may fill out the form below to submit a request for group services or contact Tara Johnson, Group Services Manager at tjohnson@visitlakecharles.org.


Media Policy:

The Southwest Louisiana Convention & Visitors Bureau wants to help you with our services and media promotion. Please review our guidelines and contact us with your request:

Event Guidelines:
* The Southwest Louisiana Convention & Visitors Bureau can not guarantee that the media will publicize every event.

 

Service:  Requirement: 
Press Conference Groups with 1,500 total rooms blocked
Media Appointments Scheduled Out of Town Groups with 1,500 or more total rooms blocked
Press Releases & KPLC Breakfast Bar Info can be sent out for any group
Housing/Registration Form on http://www.visitlakecharles.org/ All groups can be listed on the Festival Calendar section of the Web site. A "registration link" is available for events using 500 total room nights or more. The bureau can also post downloadable forms, which must be completed by the participant and sent to the organizer.


*Fees may vary. The bureau will contact you within 24 hours upon receipt of this checklist to discuss arrangements for your group.

Contact Information

Attendance Promotion

30 days notice Required

Welcome with a Gumbeaux Gator Performance

  • No charge for conventions booking 50 rooms or more; campground groups booking 15 rigs or more; or motorcoach groups booking 15 rooms or more. ……
  • Rate for conventions, campground groups or motorcoach groups (with fewer bookings than listed above), is $65; subsequent hours are $55 each. Parties or other functions: First hour is $65; subsequent hours are $55 each. ……
  • Parades: First hour is $75; subsequent hours are $65 each. ……
  • For performances outside Lake Charles, there will be a mileage charge. ……
  • All groups must provide a contact to assist in dressing Gumbeaux Gator and securing a location for the actor to change.
  • 14 DAYS NOTICE REQUIRED.

Ex: 02/04/2013

Ex: 8AM or 8:30AM

Welcome with a Buccaneers Raid

  • No charge for a buccaneer raid. (They just wish to partake in food and beverage).
  • Your group must furnish throws (candy or beads).
  • 14 DAYS NOTICE REQUIRED.

Ex: 02/04/2013

Ex: 8AM or 8:30AM

Welcome with the Mardi Gras Twelfth Night Revelers

  • $50 flat fee is charged.
  • Your group must furnish throws (candy or beads).
  • 14 DAYS NOTICE REQUIRED.

Ex: 02/04/2013

Ex: 8AM or 8:30AM

Welcome by Area Dignitaries

  • Letters of Welcome are also available upon request.
  • 14 DAYS NOTICE REQUIRED.

Select all that apply.









Other

Registration Identification

  • Adhesive Name Tags: Free to all groups. ……
  • Plastic Name Badges: 20¢ each for groups not utilizing hotel rooms. Free for groups with 20 rooms or more. (Formula: Room Block X 4)
  • 14 DAYS NOTICE REQUIRED.

Choose option from drop-down.

Registration Assistance

  • Personnel available through the bureau for your registration as follows: ……Groups blocking 100 rooms or more per night: One complimentary assistant for four consecutive hours.  ……
  • Pre-registration assistance: If you provide a list of delegates to the bureau fourteen days prior to your convention, we will prepare your badges for you ahead of time, for those with 100 rooms or more per night.
  • 14 DAYS NOTICE REQUIRED.

Area Information/Extras

  • 7 DAYS NOTICE REQUIRED.

15¢ each or FREE to groups booking 20 rooms or more.

Mailing list of area businesses & organizations who may contribute items to ditty bags.

2¢ each or FREE to groups booking 20 rooms or more.

$20 per 100 brochures or FREE to groups booking 20 rooms or more night for the number of attendees.

Info display set up at your convention site in lieu of individual brochures. (Recommended for groups over 150 attendees.)

Complimentary general area maps include points of interest & accommodations.

Entertainment Contacts

Select all that apply.










Tour Planning

Select all that apply.














Publicity

  • 30 DAYS NOTICE REQUIRED.

Must be completed and returned to bureau.

Ex: www.facebook.com/VisitLakeCharles

Ex: @VisitLakeCharles

Ex: #VisitLakeCharles

Red fields are required.



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