Introduction
Attending a scientific conference is a great way to learn about the latest research in your field, network with other scientists, and present your own work. However, travel can be expensive, so it's important to be able to justify the cost to your employer or funding agency.
In this blog post, I'll walk you through the steps involved in writing a travel justification for a scientific conference including some tips on how to make your justification as persuasive as possible. Chimera TQM offers a full toolkit designed to help you build a clear and focused business case so that your employer will have all the information that they need to justify your travel request.
Step 1: Identify the conference
The first step in writing a travel justification is to figure out which conference you want to attend. Each has a different focus and audience. In my audio guidance, I talk a little about how to choose the one that will help your business needs. Once you know the conference, you can start gathering information about it, such as the dates, location, and cost. Download the Chimera TQM Travel Justification toolkit for access to a customizable form that will help you capture all of this information.
Step 2: Describe the benefits of attending
The next step is to determine the benefits of attending the conference. What will you learn? Who will you meet? How will your work be impacted? How will your department’s work be changed or advanced?
Be specific and quantify your benefits whenever possible. For example, one benefit may be that you expect to learn about new tools that will help you improve your research methods. Or, maybe you expect to meet potential collaborators who could help you advance your research. We have some additional tips and considerations in our on-demand webinars which are included with the Chimera TQM Travel Justification toolkit.
Step 3: Determine your budget
Once you have documented the benefits of attending the conference, you need to outline your budget. This includes the cost of travel, accommodation, registration, and any other expenses you expect to incur.
Be sure to include all of the relevant costs, even if they are small. For example, don't forget to include the cost of printing your conference materials and, we hope, a poster. You may also need to consider your personal budget - for example, buying a new outfit for the conference, especially if you have an oral abstract. The Chimera TQM Travel Justification toolkit includes a budgeting spreadsheet that will help keep you on track.
Step 4: Write your justification
Now it's time to write your justification. Your justification should be clear, concise, and persuasive.
Start by introducing the conference and explaining why you want to attend. Then, discuss the benefits of attending and outline your budget. Finally, conclude by summarizing your request and thanking the reader for their consideration. You can find a free template here for documenting the basics as a narrative or use the toolkit above to assist you.
Conclusion
Writing a travel justification for a scientific conference can be a daunting task, especially if you haven't done it before, but it's important to remember that the goal is to convince your employer or funding agency that attending the conference is a worthwhile investment for both you and them. By following the steps outlined in this blog post, you can write a persuasive travel justification that will increase your chances of getting approved.
You can purchase a Travel Justification template as an individual template here. It comes with an Audio Guidance to walk you through the process and give advice on preparing a convincing request. Our bundle includes the Travel Justification template and the Audio Guidance as well as the Budget Spreadsheet and two presentation templates to help share your knowledge upon your return.
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