Justification Toolkit

How do you share the value of this event with your manager in order to help justify your
attendance?

We have compiled a toolkit of resources to assist you in presenting your request to your manager. The
key is to justify the expense and time out of the office for attending the conference by demonstrating
what you will bring back to the organization as the return on investment. Here are six simple steps to
follow.

Step 1: Print conference abstract.

Step 2: Create an expense worksheet.

Step 3: Create a benefits worksheet.

Step 4: Customize the justification letter.

Step 5: Submit the completed justification letter, conference flyer, and conference abstract to your
manager for approval.

Remember: You should be ready to answer any question that your manager may have. Your manager’s
decision will likely depend on the information you provide and how well you sell the benefits of
attending the conference. Good luck!

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 Expenses Worksheet

Before you can even begin to justify conference expenses, you need to calculate what those expenses
are. The following worksheet will help you calculate the costs to attend the conference.

Expense Guideline Cost

See the registration webpage.
Conference Registration Register by June 8, 2018 for a $
discount.
Search online to get a quick
Flight $
estimate (e.g. Orbitz).
See the hotel webpage.
Room rate: $209/night plus
Lodging applicable taxes. A limited $
number of government and
academic rates are available.
Transportation: Airport to If flying: taxi? shuttle? car
$
Hotel rental?
Transportation: Hotel to If flying: taxi? shuttle? car
$
Airport rental?
Driving to the airport or to the
conference? Use online driving
distance (e.g. Google Maps) to
Mileage calculate distances, and then $
multiply miles by $0.545 per mile
(IRS reimbursement rate for
2018).

If flying: at airport?
Parking $
If driving: at hotel?
See IRS guidelines for
conference locale rates.
Food Per Diem Remember, all meals during the $
conference are included in the
registration fee.
Other expenses not listed
Miscellaneous $
above?

TOTAL $

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 Benefits Worksheet

You need to clearly articulate the connection between your organization's knowledge requirements and
the conference program. The following worksheet will help you outline the benefits of attending the
conference. Identify specific sessions that will provide information and skills relevant to your company
and job role. A few examples have been inserted. Use whatever makes sense for your particular
organization, and omit the rest.

Your Organization's
Benefits
Research Topics Presentations
Lecture and panel-style training
on the value and implementation
of the latest industry best
practices that CII has to offer
Networking
Teambuilding (if sending a
group)
Knowledge Sharing
Conference Materials
Key Takeaway(s) Desired
Improving the U.S. Workforce Development Systems (RT-335)
Corporate Practices for Successful Productivity Improvement
Programs (RT-340)
Integrated Project Delivery for Industrial Projects (RT-341)
Improved Integration of the Supply Chain in Materials Planning
and Work Packaging (RT-344)
Construction Readiness Assessment (RT-DCC-02)
This event will allow me to network with other professionals in
the industry. I will be able to take the pulse of what is happening
for tools, technologies, and processes, and hear ideas we
weren't even aware of.
This conference will help build our team, providing a forum for
team members to discuss tools, technologies, and processes and
how we might apply them in our company to improve our
products, workflow, and processes.
I can prepare and deliver a short presentation and Q&A session
for my colleagues to share what I learned.
I can share the conference materials with my colleagues. As an
attendee, I will have access to materials posted by speakers.

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 Justification Letter

This general template will get you started while allowing you to customize it to you and your
organization's particular needs. Replace the yellow highlighted areas with your information.

<date>

Dear <manager's name>,

I would like to get your approval to attend the CII Annual Conference (July 23 - 25, in Indianapolis, IN.)
CII’s Annual Conference is the nation’s premiere capital projects conference that brings together the
brightest minds in academia, industry experts and innovative researchers. This organization and its
annual conference are a critical component to my professional development and offers me a unique
opportunity to learn from and engage with industry colleagues regarding the latest research and
implementation of best practices tailored to our industry. CII is focusing on how we could use our capital
projects to build shareholder value. A few of the sessions that I am particularly interested in are < insert
titles >. I feel I will gain < insert > and be able to implement the findings in < insert projects or
departments that will benefit > by attending.

I am asking for funding for the registration fees, travel costs, food and lodging. I can save money by
registering before the early bird deadline of June 8, 2018.
<You will need to insert your travel cost numbers here>
The total costs associated with attending this conference is: <$xxxx>.
Here is the breakdown of conference costs:
Conference Registration Fee: <$xxxx>
Roundtrip Airfare: <$xxxx>
Transportation: <$xxxx>
Hotel: <$xxxx>
Meals: <$xxxx>

I feel that attending CII’s Annual Conference will be a valuable experience that would greatly benefit our
organization. As an attendee, I will have access to materials posted by speakers, allowing me to share
with others in our organization and possibly train them if needed.

Please let me know if you have any questions, and thanks in advance for your support.

Sincerely,
<your name here>

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