Whether you are planning a major sporting event, a group tour, or a conference, Visit Lake Charles takes pride in making your life a little easier. In addition to assisting groups with accommodations, we offer a variety of services to streamline the planning process and enhance your event.
Our team knows Southwest Louisiana better than anyone. Collectively, we provide 25+ years of event planning experience. Our goal is to help connect you to the right people and make the best suggestions to help make your event a success. We love introducing clients to all the amazing offerings Southwest Louisiana has. Whether it’s a group dinner or a transportation company, we have a recommendation for you! We are happy to be a part of your event planning team from beginning to end!
Give us your event specifications, and the CVB will take it from there! Let us find the perfect venue for your event by sending out bid proposals to area venues suitable for your event and area hotels to house your participants. Once we've done all the groundwork, we'll present to the event planner and/or site committee a variety of options. From national championship sporting events to international conferences, our experienced staff has handled it all!
If there are a few venues or facilities that could meet your needs, allow us to take you on a site inspection of lodging, facilities, or meeting venues. Our community partners also have vast experience and are dedicated to ensuring a successful tournament in Southwest Louisiana. If you give us your availability, we will coordinate all the stops.
Visit Lake Charles currently offers two different types of event incentives for organizations that directly impact tourism in Southwest Louisiana. For meetings and conferences, we offer the Meeting Incentive Program which offers up to $5,000 back for your organization. If you are hosting a sporting event, we have the Sports Warchest Grant program which provides funds, of $2,000 up to $10,000. A minimum number of room nights are required before being considered for either program.
Visit Lake Charles will supply one electronic save-the-date that can be emailed out to your membership. This promo piece will help stimulate excitement about your event in Southwest Louisiana. We can also work with our elected officials to coordinate Welcome Letters which can be placed in your program or welcome bags.
We can offer access to many images and video materials for use by organizations, event organizers, or travel professionals for you to incorporate into your website and promotional materials. Note: these materials will not be provided for use by private individuals.
Welcome bags with area brochures and Gumbeaux Gator stickers are available for groups booking 15 rooms or more. A complimentary general area map that includes points of interest is also supplied. For groups booking 100 rooms or more, we have several additional items that you can choose from to enhance your welcome bag.
Groups booking 100 rooms or more per night qualify for one complimentary assistant for four consecutive hours. If you would like additional hours of registration assistance, there is a $10.00/hour fee. Note: this is based on the availability of our registration assistants.
If utilizing 15 hotel rooms or more, our team can assist with printing and stuffing name badges in advance of your event. We can even incorporate your event or organization logo. A list of delegates is needed two weeks prior to the event to allow the bureau time to prepare the badges.
Whether it be our goodwill ambassador, Gumbeaux Gator, a group of Mardi Gras Twelfth Night Revelers, or an official welcome by area dignitaries, allow Visit Lake Charles to make the opening of your event one that participants will always remember.
Visit Lake Charles can provide services for group tours such as experienced step-on guides, unique dining experiences, and customized tour planning. For customized tour planning, we can send the quote in advance for all of the stops on your itinerary for your approval and collect fees to distribute to the partners, making us a one-stop shop for this type of planning.
When it comes time for your event to begin, the Visit Lake Charles team is always on hand to provide event support, whether it's on-site or behind the scenes. It's our job to make your planning as stress-free as possible!