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Template: Letter to Request to Attend a Conference

Posted by Jody Urquhart on Mon, Sep 19, 2011 @ 01:15 PM

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Do you want to attend a conference but first have to convince your boss to let you go?

For any manager, sending an employee to an industry event is a significant investment. First, it means covering your shift, add to this the cost of transportation ( flights, ground transport), and hotel. Thus, it is essential to building a convincing argument about why you should attend the event.

Make sure to outline the educational content, CEU credits, guest speakers and networking opportunities that will benefit you, your team and your career. Be sure to approach your manager well in advance of the event to make sure the cost to attend the meeting is in the budget. Also, flight costs do tend to go up, closer to the event.

Conference planners spend an entire year customizing an event to make sure they provide you with the best educational experience possible. It is also essential to upgrade your skill and seek personal development opportunities every year.

Add to this; industry regulations are continually changing; we have to stay ahead of the game and not be blindsided or left behind. Also, some of the most influential industry advocates coordinate and speak at industry events, so it's a great place to contribute. Nowhere can you get all of this and more than by attending industry events?

Below is a template for a customizable letter to your manager to get permission and funding to attend a conference. Using this template, fill in relevant information from the conference website and agenda. Do your research and determine what CEU credits will be offered and outline what industry keynote speakers are on the schedule.

Most of the information below you can find on the conference website, but the more research you do, the better. Call the conference chair or administrator and get specifics on who will be attending and what new, relevant information will be discussed. Use this to build the argument that this is an event you cannot miss. To solidify your participation and get the most out of the conference, consider offering to be a guest speaker and do a break out session.

I have had many requests for a shorter letter to attend a conference. Thus, (below the more extended template) is a more condensed version.

Longer Version: Sample Template: Request to Attend a Conference. Please edit to your event.

Date

Dear <Manager>

I want to attend the <conference name, dates, venue> Annual Conference.

The conference theme is <conference theme>, and it is the premier event for <your industry> professionals. This year's agenda focuses on< insert specifics> that are very relevant to my job challenges right now.

The conference features many industry guest speakers, motivational speakers, workshops and motivational talks that will significantly benefit my work.
(Give specific program information and agenda - for example, the motivational speech: how to communicate with anyone and get better results, and how this will help me reformat recruitment efforts)

Networking with the conference trade show vendors and the funny motivational speakers will prove to be invaluable for me. I plan to visit three key vendors at the conference < insert three vendor names> to help assist me with <, i.e., our current budget restructuring needs>.

Please check out the conference website at <www.insertconference.com>. I have been following the conference twitter stream <@conference>, and there is a lot of buzz about this event!

The cost to attend the conference will be the registration fee of ( insert fee), travel expenses ( give an estimate), hotel (list hotel cost), a meal Per Diem and parking. I also wish to participate in the evening award ceremony and banquet with an after dinner funny motivational speaker as it will be a great networking and learning opportunity. It is optional and comes at an added cost of( insert fee).

The total cost for the conference is <fill in the blank>. The detailed cost breakdown is below.

Here is my estimated breakdown of conference costs:

Conference Fee:

Additional After Dinner Event and Inspirational Guest Speakers:

Airfare:

Transportation to and from Hotel:

Hotel:

Meals:

Total :

I am confident you will see this as a worthwhile investment. It is an opportunity for me to network with industry vendors, meet the motivational keynote speaker, attend valuable educational sessions and gain specific industry knowledge. My attendance at this conference is a wise investment and will pay off for years to come.

Sincerely,
Your Name

Present this letter to your manager along with the detailed agenda and list of vendors.

Meeting Planners: you are welcome to use this template to help delegates get approval to attend your conference.

A condensed version of the Letter to Request to Attend a Conference:

Dear <Manager>

I want to attend the <conference name, dates, venue> Annual Conference.

It is the premier event for <your industry> professionals. I will be receiving much needed CEU credits.
The cost to attend the conference will be ( insert total cost) this includes registration fee, travel expenses, and hotel.

I am confident you will see this as a worthwhile investment. It is an opportunity for me to network with industry vendors, attend valuable educational sessions and gain specific industry knowledge. My attendance at this conference is a wise investment and will pay off for years to come.

Sincerely,
Your Name
 

 

Tags: motivational keynote speaker, motivational talks, inspirational keynote speaker, funny motivational speakers

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