Group Services & Activities Checklist

View/Print the Group Services & Activities Checklist

You may fill out the form below to submit a request for group services or contact:

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.

Group Services Request

Contact Information

Convention/Event/Tour*:

First Name*:

Last Name*:

Email*:

Address:

City:

State:

Zip Code:

Country:

Phone:

Attendance Promotion

Would you like a welcome letter & brochure mailed to your delegates?

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.

Gumbeaux Gator Performance

Date:

Ex: 02/04/2013

Time:

Ex: 8AM or 8:30AM

Place:

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.

Buccaneers Raid

Date:

Ex: 02/04/2013

Time:

Ex: 8AM or 8:30AM

Place:

Welcome with the Mardi Gras Twelfth Night Revelers

$50 flat fee is charged. (Rate increase to $75 beginning July 1, 2019)
Your group must furnish throws (candy or beads).
14 DAYS NOTICE REQUIRED.

Mardi Gras Twelfth Night Revelers

Date:

Ex: 02/04/2013

Time:

Ex: 8AM or 8:30AM

Place:

Welcome by Area Dignitaries

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

Official Welcome by Area Dignitaries:

Select all that apply.

Convention & Visitors Bureau Director
City of Lake Charles Mayor
City of Sulphur Mayor
City of Westlake Mayor
City of DeQuincy Mayor
City of Vinton Mayor
City of Iowa Mayor
Calcasieu Parish Police Jury President

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.

Identification Tags or Badges:

Choose option from drop-down.

Tags/Badges Total:

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.

Do you require a Complimentary Assistant?

Do you require Pre-registration Assistance?

Area Information/Extras

7 DAYS NOTICE REQUIRED.

Ditty Bags

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

Favors List

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

Gumbeaux Gator Stickers

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

Bureau Brochures

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

Tabletop Brochure Display

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

Tear-Off Maps

Complimentary general area maps include points of interest & accommodations.

Entertainment Contacts

Entertainment Contacts:

Select all that apply.

Bands & Musicians
Speakers (Humorous & Informative)
Children's Programs (Tailored to your group's needs)
Theme Party Planning Ideas
Spouse Programs (Fees may vary)
Artistic Demonstration
Make-up Demonstration/Style Show
Flower Arrangement Demonstration
Culinary Demonstration

Tour Planning

Publicity

30 DAYS NOTICE REQUIRED.

Press Release Form Request

Must be completed and returned to bureau.

Social Media Promotion

Event/Group's Facebook Page:

Ex: www.facebook.com/VisitLakeCharles

Event/Group's Twitter Handle:

Ex: @VisitLakeCharles

Event/Group's Hashtag:

Ex: #VisitLakeCharles

* Indicates a required field.