5 Ways to Get Approval to Attend a Conference

There’s an art to crafting a letter to management requesting approval to attend a conference. It’s important to be succinct, but also to include all the important details.

Some industry associations, such as Financial & Insurance Conference Professionals (FICP), provide templates that members can use to show how the conference experience will specifically advance goals and initiatives in their companies. The next year, because there's a proven track record, the 'ask' will be less challenging.

Here are 5 tips for writing an event justification letter:

1. Research Key Event Details

Identify and highlight important information about the conference, such as:

• What is the history of the event?
• How many attendees came last year?
• Who typically attends (industries, job titles, etc.)?
• What is included in the agenda?
• Does the event include noteworthy keynoter speakers?
• Which breakout sessions will you attend? 
• What are the networking opportunities?

2. Clarify Your Goals

Include a statement about how the conference meets your personal goals and the goals of your company. Does it help you with a certification? Will the benefits lead you to a clear result – such as gaining new leads or learning new marketing strategies? Be as specific as possible.

3. Break Out the Costs

Include the following costs under the banner of ‘Total Investment’:

• Conference registration
• Which meals are included and the estimated costs for any additional meals 
• Airfare (include the airline and airport)
• Airport transportation/mileage costs 
• Hotel (include the rate per day for a single room/double, plus taxes and fees per night for three nights).

4. List How You Will Share What You Have Learned

Some examples might include:

• Writing an article on the guest speakers for your newsletter or volunteering to do so for a blog
• Preparing a presentation of the key takeaways for other staff members. This could include key insights from the keynote and guest speakers.
• Posting on social media about your attendance before, during and after the event.

5. Consider Attending as a Speaker

If budgets are tight, consider submitting a pitch to speak at the conference. Most conferences allow speakers to attend for free, and it’s an opportunity to showcase your expertise while building your personal brand.

You will need to plan in advance: Conferences usually choose speakers a year or more ahead of time, and will send out a call to speakers and include an application on their web sites.

Sources: FICP, pc/mametag, Raybourn Group International,Eventible, Seer Interactive