This letter is also available in Word format.
Letter to Supervisor for Parking & Transportation Professionals
< Date >
Dear < Supervisor’s name >,
I would like to attend the International Parking Institute’s 2012 Annual Conference & Expo, June 10-13, the #1 Parking Industry Event. The conference will enable me to attend a number of education sessions that are directly applicable to my work and will allow me to network with a variety of industry experts and colleagues from around the world. Many of the presentations are tailored to the < your profession > professional and give information on how to < list benefits to your responsibilities >. I will also have the opportunity to meet and compare multiple types of technologies available and anticipate finding opportunities to cut costs and streamline our overall operations. With more than 200 companies representing a wide-array of parking and transportation products and services, I feel this is the best opportunity to be able to do comparison studies and research for future equipment needs to ensure we are maximizing our organizational efficiency and providing first-class customer service.
I am seeking approval for the registration fee, hotel and travel expenses to the conference, & a minimal food per diem during the conference. A detailed cost breakdown is included below.
After reviewing the conference brochure, I have identified a number of education sessions which will allow me to gain knowledge and understanding about how we can improve our processes. The presentations are facilitated by both industry experts, peers and like organizations that have faced similar challenges. I chose each of these presentations because it is directly related to an issue we are dealing with in currently. Getting the information in a seminar format will greatly reduce the research time and costs the < your organization’s name > would normally incur in researching the topics. Incidentally, I have only listed some of the seminars that I will attend. Including them all would make this memo much too long.
< You will need to insert the session descriptions which most apply to your responsibilities and interests. >
< The numbers in brackets below will need to be adjusted to reflect the current pricing. All registration fees are listed here. The travel costs vary as well and should be changed to reflect your costs. >
The full price conference fee is <$xxxx>, but can be reduced by registering before March 2, 2012. As a greater incentive, if I register by December 2, 2011, I will also be provided a complete set of the entire education program in audio format – a $750 value! This would allow me to return and share a vast amount of knowledge and expertise with my entire department. This alone has immeasurable benefits to our entire organization.
In addition, I can secure room rates at one of two host hotel properties, Hyatt Regency Phoenix or the Wyndam Phoenix Hotel for *$139 a night with an additional benefit of being within walking distance to the Convention Center each day, therefore not requiring additional funds for ground transportation.
< You will need to insert your travel cost numbers in here >
Here is the breakdown of conference costs:
The total costs associated with attending this conference are: <$xxxx>.
- Roundtrip Airfare: <$xxxx>
- Transportation: <$xxxx>
- Hotel: <$xxxx>
- **Meals: <$xxxx>
- Conference Fee: <$xxxx>
The opportunity for me to develop better contacts and gain knowledge in specific areas of < your profession > makes my attendance at INTERNATIONAL PARKING INSTITUTE Conference & Expo a wise investment, which will yield rich dividends for < name of your organization >.
< your name here >
*$139 room rates at host hotel properties good through 5/16/12 only.
**For a full registration, there are 3 continental breakfasts, 3 lunches, 1 evening reception & 1 evening hosted (dinner) closing event included with registration fees.