Securing approval to attend a conference can often feel like a high-stakes negotiation, but with the right approach, you can demonstrate to your supervisor that the investment is not just worthwhile, but essential for both personal growth and organizational success.
Attending a conference has a multitude of benefits, both personal and professionally. A conference helps you network, gain education credits, learn helpful industry trends, expand your skills and interests, and help you aspire for career growth. However, it isn’t always feasible to attend a conference if you’re paying out of pocket. This Is where your supervisor comes in.
Most employers are willing to invest in their employees – but to encourage them to invest in you, you need clear, persuasive reasoning. You can’t just send them a quick email asking them to spend hundreds of dollars to send you. Here are some steps to help you gather all the info you need to help you justify their financial support.
1. Research All Aspects of the Conference
This is the most time-consuming portion, but the more details you have, the more likely you are to succeed. You do not have to answer every single question but try to be as thorough as possible.
Logistics
How many days is it? Will you fly or get a rental car? How much work will you miss? Will someone need to monitor your emails or keep up with your workload? What’s the cost of registration – is there an early bird discount? You want to be prepared to answer all initial questions – when, where, why, and what does it get the company? Create a budget – how much are the costs for registration, a hotel, flight or rental car, mileage, and meals?
Agenda
How many sessions or potential educational opportunities are available? What topics will be discussed, and who will be speaking? Have you heard any of the speakers before, or do you recognize any names to really advocate the need to attend? Is there a certification you are working towards that these session support?
Networking/Professional Development
How many chances will you get to explore an exhibit hall or attend networking events? Try and determine who will be there. Is someone on the attendee list that you have been meaning to talk to? Will there be people attending that you already know you want to talk to who could support you and your company – such as potential sponsors, vendors, speakers, and other companies who you may wish to talk to? Be specific – give names and a little about why they will benefit you.
Clearly define the benefits. Here are some good examples.
Networking, knowledge, benchmarking your company, meeting new vendors/clients, specific sessions you intend to attend (and how they directly benefit you), skill building/workshops, brand visibility, career growth, access to industry standards and new resources, and personal growth (leadership, confidence, communication/marketing skills).
You want to emphasize all the immediate and long-term benefits.
2. Clarify Your Goals
How does the conference meet your personal goals or the goals of your company? Does it help you with a certification? Do the benefits lead you to a clear result – like gaining new leads, learning how to hold your own conference, or updating you on new marketing strategies? Try to be specific as possible, but these may have been answered when determining the benefits.
3. Draft a Justification Letter
Articulate everything you have learned into a well-organized letter requesting to attend an employer sponsored business trip. Try to have a paragraph for each of the above researched sections. This will outline a clear reason and show what this conference means to you and your organization. It will prove you have done your research and are truly invested in the benefits this conference can bring.
Make a plan to share your knowledge. Whether you will be taking notes through each session that you will share with your coworkers, make a presentation of the biggest takeaways, or have a one-on-one meeting with your supervisor upon your return. Be prepared to showcase all the benefits and knowledge you gained.
Ensure you have included a statement of intent – add your request to attend the conference at the beginning and reiterate that request again at the end.
End the letter politely and appreciatively. For example: ‘I appreciate you taking the time to read this request and for considering the value that this conference can bring both to the company and to myself. Please do not hesitate to contact me with any additional questions you may have. Thank you.”
4. Submit Your Justification Letter
Submit your justification letter and conference budget to your employer. Be prepared for a follow-up. While this may have answered the majority of your supervisors’ questions, ensure that you are ready to continue to advocate for your attendance.
By following the steps above, you will have proven that you have fully taken the time to consider and research your entire request, showcasing a multitude of benefits that can enhance your future career and the future of your company. This makes your supervisor’s decision substantially easier and quicker because they will be presented with all the information needed for a decision.
Just remember – to attend a conference, you must be able to sell the conference. Good luck!
Abby Moore
As Communications Coordinator, Abby Moore specializes in digital creation. Her areas of expertise include designing social posts, creative banners and logos. She graduated from Franklin College with a Bachelor of Art's in English with a minor in Professional Writing.