How to Get Approval to Attend Interested in attending NCTC’s Winter Educational Conference but need assistance with the justification to attend? In today’s economy, NCTC realizes that attendees may need some additional details to help inform management as to why it is important to attend the conference. We hope the following information will assist you in securing approval. Who attends WEC? • Approximately 450 people from the cable industry attend the conference each year. • Attendees represent over 130 NCTC Member companies providing video, voice and broadband services. • Over 50 NCTC Suppliers and Service Providers will be exhibiting, sharing their latest Technology Solutions. List of 2012 exhibiting companies Adams Global Communications CommScope Mega Hertz Satellite Engineering Group Adara Technologies Inc. Comporium MobiTV, Inc. SCTE Advanced Media Technologies Confluent Technologies Momentum Synacor, Inc. Alpha Technologies Dyyno Monroe Electronics, Inc. Times Fiber Amphenol American Support EchoStar Technologies Motorola Mobility Toner Cable Equipment, Inc ARRIS Evolution Digital Multilink Tulsat Aurora GLDS ‐ Great Lakes Data Systems Myers Power Products TVC Communications Avail‐TVN HITS NCII TVC Communications Big River Telephone IBBS OpenVault Universal Electronics BTI Systems IneoQuest Pace Americas, Inc. Universal Remote Control, Inc. Cable Innovations Inc. Jones/NCTI PCT International, Inc. Vecima Networks CATV Services, Inc. Kansys Power & Tel Worldwide Supply CCI Systems Knology Provider Solutions Group PPC XCast Labs Inc. Cheetah Technologies, LP Lindsay Broadband Inc R.L. Drake LLC ZCorum Clearleap Linksys ‐ Cisco Consumer Products RGB Networks Customize a letter to your supervisor highlighting these – or other – reasons to attend WEC 1. Review the WEC agenda and determine which sessions you plan to attend. Choose those that will most benefit you, your department, your attendees, your team or your organization. 2. Identify your company’s current objectives and needs and then plan to visit with those exhibitors that can help meet those needs and objectives. 3. Identify current exhibitors with whom you can improve relations or discuss future contracts or services. 4. Prepare a list of benefits that can be realized by your attendance. It is important to be able to logically describe the benefits to your company and how you can make a positive impact with the information you bring back with you. 5. Include a sample budget (see attached) in order to make a well rounded proposal to your supervisor. 6. After the conference, give feedback to management or host a mini‐workshop back at the office to share the information you gained with colleagues. Sample Justification Letter Dear < supervisor’s name >, I would like to attend NCTC’s Winter Educational Conference & Technology Showcase, February 25‐26, 2013 The conference, for NCTC members only, enables me to attend a number of educational sessions that are directly applicable to my work. It also allows me to network with a variety of industry experts and colleagues from around the country, as well as visit over 50 NCTC Technology Solutions suppliers and service providers After reviewing the conference brochure, I have identified a number of educational sessions well worth the cost of attendance. The presentations are facilitated by both industry experts and other cable operators who have faced similar challenges. Getting the information in a seminar format can greatly reduce the research time and costs we would normally incur in studying the topics. < You will need to insert the session descriptions which most apply to your responsibilities. > The onsite conference fee is $250 but can be reduced $50 by registering before Feb 1. The conference hotel fee is $169 a night if booked by Feb 1 saving $20‐$40 a night. < The numbers in brackets below will need to be adjusted to reflect the current pricing. See the “Sample Budget” page for more details.> Here is the breakdown of conference costs: Roundtrip Airfare: <$xxxx> Transportation: <$xxxx> Hotel: <$xxxx> Meals: <$xxxx> Conference Fee: <$xxxx> The total costs associated with attending this conference are: <$xxxx>. The opportunity for me to develop key contacts and gain knowledge in specific areas of < your profession > makes my attendance at the NCTC Winter Educational Conference a solid investment, which will yield dividends for < name of your organization >. I appreciate your time in reviewing this request. Sincerely, < your name here > Sample Budget for WEC 2013 JW Marriott Las Vegas Resort & Spa Feb 25‐26, 2013 Set Expenses Conference Registration Average Airfare (check lowcost airlines in your area) Hotel Stay 3 nights @ $169/night + 12% Tax Additional Hotel Expenses Misc Information $ 250.00 $ 500.00 $ 600.00 $ ‐ * Complimentary Parking * Discounted in‐room internet $4.95 per day * Free access to excercize room * Discounted access to Spa Fitness & Wellness Center ‐ $12.50 per day Transportation Rental Car ‐ $250.00 Cab Fare to/from airport ‐ $60‐$70 one way $ ‐ $ 250.00 $ 60.00 A rental car is not necessary as NCTC will be providing complimentary shuttle transportation to/from McCarran Intl Airport ‐ the hotel also provides a complimentary shuttle service to/from the Strip . Meals $ 250.00 Meals included in Registration Fee: Monday Lunch/Tuesday Breakfast/Tuesday Lunch * Avg Cost for Meals at Hotel: Breakfast‐$20 / Lunch‐$20 / Dinner‐$50 Sunday Dinner $ 50.00 Monday Breakfast $ 20.00 Monday Dinner $ 50.00 Tuesday Dinner $ 50.00 Wednesday Breakfast $ 20.00 Misc. Coffee/Snacks $ 60.00 Total Cost of Meeting/Travel $ 1,600.00