The Lake Charles/Southwest Louisiana Convention & Visitors Bureau (CVB) takes pride in making your life a little easier. In addition to assisting groups with accommodations, check out our Group Services & Activities Checklist to see what our Sales & Services Department can do for you! We also have a booming Sports market and Group Tours are available.
Allow us to take you on a site inspection of lodging and meeting venues.
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 the event planner and/or site committee with a variety of options. Lake Charles/Southwest Louisiana offers many options, and the CVB will make the planning process convenient and efficient.
The bureau will supply and mail promotional materials including a welcome letter and brochure to your delegates in advance to stimulate excitement about their event in Southwest Louisiana.
Whether it be our goodwill ambassador, Gumbeaux Gator, a group of Mardi Gras Twelfth Night Revelers or an official welcome by area dignitaries, allow the CVB to make the opening of your sporting event one that participants will always remember.
A registration link & a PDF registration form can be posted on VisitLakeCharles.org for groups using 500 or more total room nights. The bureau will post downloadable forms, which must be completed by participants and sent to the organizer. Groups blocking 100 rooms or more per night qualify for one complimentary assistant for four consecutive hours as well as name badge assistance, if needed. A list of delegates is needed seven days prior to the event to allow the bureau time to prepare the badges.
The bureau can provide services for tours such as experienced step-on guides, walking tour experts, unique dining experiences, guest speakers, area brochures, entertainment assistance and customized tour planning. We can also package theme parties, festivals, hunting/fishing trips, spouse or incentive programs and much more.
Ditty bags with area brochures and Gumbeaux Gator stickers are available for groups booking 50 rooms or more. The bureau will be happy to provide you with a mailing list of area businesses and organizations who may contribute items for your ditty bags. In lieu of individual brochures, the CVB can set up an information display at your venue. Complimentary general area maps that include points of interest and accommodations are also provided. When it comes time for your event to begin, the CVB staff 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.
A press release form is available upon request to be completed and returned to the bureau three weeks prior to your event. The release will be disseminated to local media outlets, applied to KPLC-TV's Breakfast Bar, and posted on www.visitlakecharles.org free of charge. For events with 500 or more total rooms blocked, the CVB can schedule out-of-town media appointments. For events with 1,500 total rooms blocked, the CVB will host a press conference, upon request.
*The CVB cannot guarantee that the media will publicize every event.
For a list of caterers, venues, entertainment and more, contact the Lake Charles/Southwest Louisiana Convention & Visitors Bureau at 800-456-7952.
Click "Request Info" below to request additional information on our area specific to your meeting or event, or send us an RFP.