Attendance Justification Toolkit
Overview
HP Engage is the ultimate customer engagement technology event, where hundreds of IT and marketing
professionals like you will gather to learn, connect and grow. Attend Engage to learn the state of the
industry, latest product developments, speak with HP experts and network with your peers across
industries. This is the must-attend conference for users of:
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HP Exstream
HP TeamSite
HP MediaBin
HP Digital Marketing Hub
HP Qfiniti
HP Explore
HP Optimost
HP Aurasma
This Attendance Justification Toolkit is a step-by-step guide for anyone seeking approval to attend HP
Engage and includes:
• Reasons why your employer should send you to HP Engage 2015, page 2
• Attendance justification letter, page 3
• Cost/benefit of attending worksheet, page 4
Engage 2015
Why should my employer agree to send me to HP Engage 2015?
Product education
Engage 2015 will offer over 65 innovative sessions from some of the top thought leaders in the industry.
You will learn the latest and greatest tips for taking advantage of your HP Marketing Optimization
products. Start by reviewing the Engage 2015 session catalog, select your top choices, and explain their
relation to your goals.
Networking
Meet hundreds of like-minded professionals who will share their ideas, experience, and best practices.
There’s nothing like professional relationships to motivate and enhance your impact on your own
organization. Engage will provide you with invaluable opportunities to make connections.
Technology insights
The Engage Showcase brings together HP technology experts and 40 exhibiting sponsors under a onestop-shop roof. This is an unprecedented opportunity to learn, see, and touch the very latest products and
services available from HP and Engage 2015 sponsors.
Share your experience
Offer to give a presentation to fellow staff on the information you learned and share materials you
received from the conference with your team.
Additionally, we believe the most compelling sessions are those presented by our customers and we are
actively seeking fantastic customer-led sessions to add to our growing agenda. Please
email [email protected] with a brief synopsis of your presentation to be considered. Accepted
speakers receive a complimentary conference registration.
Cost/benefit worksheet
You must clearly understand your conference expenses to justify allocation of funds from your
organization and prove a return on investment (ROI). To help you calculate your meeting expenses,
complete the attached Cost/Benefit Worksheet.
When determining fees, be sure to look at your options. Do you qualify for any registration discounts? Will
you register in time to take advantage of early bird discounts? Review the Registration Information to
ensure you are taking advantage of the best rates available. You will find that these prices reflect a very
cost effective “bang for the buck.”
Sample justification letter
Use this sample letter as a starting point for putting together your request for attendance.
We hope that you find this Attendance Justification Toolkit useful and that you will obtain the necessary
support to attend HP Engage 2015. We look forward to seeing you in San Diego!
For more information, visit http://www.hpengage.com/engage2015
Engage 2015
Sample Justification Letter to Attend HP Engage 2015
[Date]
Dear <Manager’s name>,
I would like to request approval to attend HP Engage 2015 on November 8 – 10 in San Diego, California.
This is HP Marketing Optimization’s premiere customer event of the year, and I believe my attendance is a
good investment for the following reasons:
•
HP vision and strategy: HP’s senior executives will reveal the company’s plans for technologies
for customer engagement, Big Data, cloud, and mobility trends and how to position our
organization to provide a better customer engagement through technology. I expect to gain
valuable insights from these keynotes.
•
Product education: I will have the advantage of first-hand exposure to HP Marketing
Optimization’s customer engagement portfolio of products, solutions, and services at one time,
as well as the opportunity to meet with technology experts and key business leaders.
•
Technology insights: The technology sessions will give me an opportunity to see what HP has in
its development pipeline and understand how I can leverage our current HP Marketing
Optimization investments to achieve business growth.
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Skill-building: The conference will improve my technical skills and knowledge of HP Marketing
Optimization, resulting in greater contributions to our company’s overall success.
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Networking: HP Engage 2015 is the premier event for HP Marketing Optimization customers, and
a perfect opportunity to exchange ideas, information, and best practices with people who share
our interests. I will also have access to a variety of HP experts including our Account Manager,
Customer Support, Professional Services, and senior leaders.
The cost of a full conference pass is $899 if purchased by August 19, 2015. I request approval for the
registration fee, plus travel costs. For your convenience, I have attached an estimated breakdown of the
anticipated expenses. I anticipate total support to be approximately $__________.
Thank you in advance for your consideration and please let me know if you would like additional
information about HP Engage 2015.
Best regards,
<Requestor’s name>
Engage 2015
Cost/Benefit Worksheet
Use this worksheet to calculate your estimated HP Engage 2015 expenses.
Guideline
Expense
Cost
Early bird rate (until August 19)
Conference Registration
Standard rate
Try to book travel at least 3 weeks in advance for
Flight cheapest rates.
Special rate: $235/night + tax
Lodging Please book the Engage 2015 discounted rate through
$ 899.00
$ 1099.00
$
$
the online registration system.
Taxis are available at the airport for approximately
Transportation: Airport to Hotel $20.00 each way.
Taxis are available at the airport for approximately
Transportation: Hotel to Airport $20.00 each way.
Driving to conference? To the airport for your flight?
Mileage Reimbursement Use Google Maps to calculate distances.
$ 20.00
$ 20.00
$
Include airport parking for departure and Hotel parking:
Parking Reimbursement - Onsite hotel parking is $32.00 daily.
$
- Valet hotel parking is $47.00 daily.
Breakfast, lunch & breaks are included for Monday &
Food Per Diem Tuesday. Dinner is included on Sunday and Tuesday
$
evening. See agenda for details.
Subtotal
$
Total number of employees attending
Total
$