LAC Portal

The ASALH Local Arrangements Committee Chairperson shall:

• Participate in transition meeting between current & previous year LAC Chairs
• Appoint the following work group chairs and determine structure for committees
  • Program – Identify local ministers, emcees, persons to extend greetings and/or serve as honorary co-chairs and speakers, entertainment
  • Publicity – Share Board PR plan with committee
  • Youth Day and Teachers’ Workshop
  • Exhibitors and Vendors (only 2) – Identify local exhibitors and vendors

• Participate on monthly conference calls between ASALH and the LAC leadership
• Provide input to ASALH Executive Director concerning Volunteer Coordinator and PR Professional
• Introduce ASALH Executive Director to the local school board(s) representatives
• Facilitate monthly LAC Meetings starting in January
• Request letters for Souvenir Journal from Governor and Mayor

• Identify LAC structure & leadership
• Work with LAC and CVB representatives to identify prospective Volunteer & LAC Coordinator candidates
• Start to circulate Volunteer & LAC Coordinator RFPs
• Receive Volunteer & LAC Coordinator proposals
• Schedule interviews with prospective Volunteer & LAC Coordinator candidates
• Make decision on the Volunteer & LAC Coordinator
• Execute Volunteer & LAC Coordinator contracts

LAC Chair responsibilities:

• Provide input to ASALH Executive Director concerning Volunteer Coordinator and PR Professional
• Introduce ASALH Executive Director to:
  • local school board(s) representatives
  • potential funders
• Provide ASALH Office with names and contact information of all governmental officials to request letters of greetings for the souvenir journal
• Assist ASALH Staff with any last minute arrangements for conference

LAC Coordinator to start work

• LAC Chairs for current & previous year to hold transition meeting
• LAC Chair to appoint work group chairs (start thinking about structure for committees)
  • Development and Financial Support
    • Support efforts to find:
      • sponsors
      • advertisers
      • in-kind support 
  • Program
    • Identify opportunities to support and collaborate on our arts and social justice initiatives
    • Identify:
      • local ministers, emcees and persons to extend greetings
      • persons of influence and affluence to serve as honorary co-chairs and speakers
      • entertainment for meal functions and consider a local entertainer or group for a concert on Friday night
  • Publicity
    • Identify traditional and social media outlets
    • Work with the National Marketing Committee
    • Set-up interviews with local media outlets for ASALH national and local officers
    • Provide onsite support during the conference including supporting the media desk by:
      • Staffing to check-in media
  • School District Liaison – (Youth Day and Teachers’ Workshop)
  • Tours – work with ASALH Conference Planner to identify tour locations, guides and other logistics
• Start monthly conference calls between ASALH and the LAC leadership
• Schedule initial LAC Meeting
  • Present general ASALH and conference information
• Convene and facilitate monthly LAC Meetings
• ASALH Office to distribute information about the LAC Meeting to entire ASALH membership
• Identify a local PR professional to work with the LAC work group and the ASALH Office
  • Information for above mentioned people to ASALH Office

Program Work Group

Ministers, Greeters & Emcees

• Identify interdenominational ministers to give the invocation and benediction at all meal functions.
• Identify prominent persons to serve as event moderators (MCs)
• Identify prominent business and community leaders to give greetings at all meal functions.
• Provide contact information for the above persons.
• Make a secondary follow-up contact with the above persons after an initial letter of invitation has been sent by the ASALH Office.
• Once persons have confirmed their participation, follow-up with them:
  • Two weeks before the event
  • The day before the event
• Serve as greeters, meeting the above persons at their designated event.

Speakers & Honorary Co-Chairpersons

• Identify potential speakers of interest that have a connection to the conference theme.
• Identify business and community leaders to serve as honorary co-chairpersons.
• Provide contact information for the above persons.
• If possible, set up meetings with potential honorary co-chairpersons and the ASALH Executive Director.

Publicity Work Group

The committee should be made up of media and public relations professionals.

• Work with the National ASALH Marketing Committee to promote the conference.
• Identify media outlets – print, radio, television and social media
• Compile a master list of media outlets and contacts
• Develop story lines and a timeline for distributing press releases to media contacts
• Distribute all conference information and press releases to their individual media contacts.
• Make sure ASALH information and personnel are covered by their individual organizations. This includes:
  • Radio talk show interviews
  • PSAs
  • Coverage on news and community programs
  • Live radio remote broadcast during the conference
• Develop a list of places and events where ASALH information can be distributed. Work with the Volunteer Coordinator to make sure ASALH has representation at these events.
• Secure volunteers that will post & tweet on social media before, during and after the conference.

Youth Day and Teachers’ Workshop Work Group

• Youth Day
  • Youth Day is typically held on Friday or Saturday in one of the local middle or high schools.
  • Identify individuals that would like to help create a youth-centered program using local resources that would inspire and encourage young people based on their history.
  • Identify individuals in the local school district to support an assembly-style Youth Day Program.
  • Committee should work with the local Board of Education to identify what type of program(s) they will support.
  • Committee will help promote the Youth Day Program to those organizations that can support the program and generate attendance by local youth.
• Teachers’ Workshop
  • The Teachers’ Workshop is typically held on Thursday in the convention venue.
  • Identify administrators, teachers, community partners, etc. who support professional development for teachers. Continuous Education Units (CEUs) will also be given for full participation in the workshop.
  • Assist with introductions and meetings where the facilitators can promote the workshop and assist in providing the standards needed to create a custom workshop for teachers in the conference city.
  • The Teacher’s Workshop is facilitated by the Co-Editors of the Black History Bulletin, a publication for teachers by teacher educators. The all day workshop provides culturally responsive teaching techniques.  
  •  The workshop registration fee provides teachers/administrators with
    • membership to ASALH
    • general registration to all days of the conference
    • registration for the workshop
    • continental breakfast
    • a luncheon with a featured speaker
    • ASALH Black History posters and journals and other tools that can be used in the classroom.
  • Committee will help promote the Teachers’ Workshop to those organizations that can support the program and generate attendance by area teachers and educators.

Exhibitors and Vendors Work Group

• Identify potential local vendors and exhibitors.
• Work with ASALH Exhibit & Vendor Coordinator to secure at least 10 local vendors and exhibitors.