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As pc/nametag's in-house Word Wizard, Meaghan creates educational content that brings people together and drives meaningful conversations in the events industry.
Attending a conference, workshop, training, or seminar is the perfect way to gain new knowledge, meet like-minded professionals, expand your skillset, and expose yourself to new perspectives in your field. However, while you may see the benefits of attending an event, getting the “thumbs up” from management may take a bit of convincing.
Your manager needs to know your justification for attending a conference, plus the costs of travel, lodging, time away from work, and other expenses associated with the event. The next time you find an event you’d like to attend, consider writing a conference justification letter to get your boss on board with letting you register.
It's up to you to articulate the direct and indirect benefits of attending the conference to your employer. In this research phase, you'll gain a better understanding of the knowledge and skills you'll acquire from the event. You'll also get a better idea of the networking and potential business leads opportunities you'll have.
Now that you know this event will be a great fit for you, it's time to start writing your letter of justification. Start with a justification statement or "statement of purpose." This will give your manager a solid understanding of the event and why it appeals to you. Keep things simple by copying and pasting a description of the event from their website or social media pages.
I am writing to request your approval to attend the upcoming [Conference Name], scheduled to take place from [Conference Dates] in [Location]. This in-person event is [Description]. After conducting research, I believe this event would benefit my professional development and our company's continued success.
The [Conference Name] is a renowned annual gathering of professionals in our industry. It brings together experts, thought leaders, and innovators from around the world. This year's event is particularly exciting, featuring a diverse range of keynote speakers, hands-on workshops, and panel discussions. In past years, [Organization 1] and [Organization 2] have also been in attendance."
In this example, we have highlighted the event's location, dates, and attendance options. We've also noted that this event has a great reputation. Lastly, we've built credibility by noting prominent organizations that plan to attend the conference. Make a point to highlight brands your manager is familiar with, if possible.
While events are fun, your leadership team is more interested in knowing how your attendance will benefit you and the organization. Not sure what to write? Start with the following list of great examples of how attending a conference is beneficial to all stakeholders involved:
"This conference includes a lineup of distinguished speakers, including [Speaker Name], [Speaker Name], and [Speaker Name]. These individuals are at the forefront of our field, and their insights are sure to be invaluable.
I also plan to attend several workshops directly related to our current projects and challenges. These sessions will provide me with practical skills and strategies that can be immediately applied to our work.
Beyond the scheduled sessions, the conference offers numerous networking opportunities. These interactions could lead to potential partnerships, collaborations, or insights that may benefit our company. I look forward to stopping at new booths and identifying new solutions that could benefit our team."
Make sure to place emphasis on knowledge transfer and problem-solving in your letter. The ideas you learn at the conference can benefit your entire department, if not your organization as a whole. Your participation in the event is valuable, so make it clear that you hope to learn new research, cutting-edge techniques, and insight from thought leaders.
For many employees, seeking continuing education (CE) credits or continuing education units (CEU) is a necessary part of remaining competitive in their field of work. Earning CE credits will help you stay at the forefront of industry trends, acquire new skills, grow your career development, and increase your professional competitiveness—especially in a crowded job market.
If the conference offers CEU credits for attending, make this known to your employer. These credits are not just tokens of participation; they are tangible proof of the knowledge and skills gained during the event. Many regulatory bodies and professional organizations recognize the significance of these credits, often mandating their acquisition for maintaining certifications or licenses. This benefit can greatly improve your chances of securing funding for your event.
"By participating in sessions and workshops at this event, I will be eligible to earn up to [number] Continuing Education Units (CEUs) as part of my participation. [Conference Name] offers a comprehensive program that has been designed to provide insight on the latest industry insights, best practices, and hands-on training.
These educational components are recognized and accredited by [Accreditation Body]. The credits I'll earn will contribute to my ongoing certification requirements and ensure that I remain current with the latest industry standards and practices."
Whether your goal is to forge new business relationships or develop your personal career, events are a great place to make interpersonal connections with people in your industry.
In your letter, highlight that attending the event could help you obtain new clients, source better vendors, gain new perspectives, or form successful partnerships with other brands through business networking.
Conferences are the perfect place to build your professional network, attend networking events, and hand out business cards. Let your employer know that you intend to share your perspectives and return with new ones, which you can share with the rest of the team once you return.
"I am looking to actively engage with a diverse community of industry professionals at [Conference Name]. More specifically, my goal is to connect with potential clients, explore partnerships, source new vendors, and gain fresh perspectives to bring back to the team."
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Exploring your career interests is important. This is how you discover your personal talents and ensure that your skills align with your values and preferences. Attending industry-related workshops or conferences can help you gain an understanding of what you enjoy most about your field.
"Attending the [Conference Name] will let me dive deeper into my career interests and aspirations. I am looking forward to learning more about [Topic 1], [Topic 2], and [Topic 3]. The featured speakers and sessions I attend will help me gain a more comprehensive understanding of these areas."
Your letter can also mention that this event will expose you to new disciplines and research within your industry. This information will improve your professional development and help you reach your career goals. While most conferences revolve around a single topic, chances are that you’ll find the perfect opportunity to explore different sub-fields you may not have known about before.
The cost of registration is only one part of the overall expense to attend a conference. Be upfront and concise with how much it will cost for you to go to your event, including the cost of food, lodging, airfare, gas mileage, and other expenses. Travel justification can be tricky, but leaning into persuasive writing can help you get that "yes" you're looking for.
Remember to mention any expenses that are included in the cost of your event registration in your letter. For instance, make a note if meals, activities, or any other perks are covered with your ticket purchase.
"I have assessed the expenses tied to my attendance at the [Conference Name]. The primary costs include the registration fee, travel expenses, and accommodation, which I've outlined below. Please note the following discounts and group rates we can utilize to further minimize expenses."
• Registration Fee: [INSERT COST]
• Airfare/Travel: [INSERT COST]
• Hotel: [INSERT COST]
• Additional Expenses: [INSERT COSTS]
• Discounts: [INSERT SAVINGS]
• Approximate Total: [CALCULATE TOTAL COST]
Congratulations! You've officially written your letter to request to attend a conference! We know that convincing your boss may seem nerve-wracking, but our greatest advice is to focus on event ROI and how attending will yield a great return for your organization.
Consider the following when demonstrating the value of a conference:
With a little persuasive writing, you’ll be on your way toward convincing your manager of the value and rewards you’ll gain from attending your seminar.
If you’re looking for help writing an conference letter, we are here to help. Event planning professionals and attendees alike can use the following letter layout to improve their chances of attending (or creating) a successful event that draws a wide variety of audiences. For event planners, dispersing this template can be integral to your event marketing plan .
Download your justification letter example by filling out the form below.
