Annual Conference Justification Letter

We know that securing approval for conference travel often means demonstrating the value—not only for your own professional development, but for your program and institution. We’ve created a customizable conference attendance request letter to help. It highlights the people and organizations you’ll have access to, the practical information and strategies you can bring back to your program, and the overall value of attending the 2026 EnglishUSA Annual Conference. Personalize and share it with your supervisor or decision-maker as you make the case to join us in Alexandria this November.

Download Word document here.

To: [Decision-maker’s name and title]
From: [Your name and title]

Re: Request to Attend the 2026 EnglishUSA Annual Conference

I am requesting approval to attend the 2026 EnglishUSA Annual Conference, “Forward Together: Supporting People, Programs, and Possibilities,” November 5–6 in Alexandria, Virginia. 

EnglishUSA is the largest association of post-secondary English language programs in the United States. The Annual Conference will provide direct access to:

• Leaders from across English language programs and international education
• National associations and industry organizations, including EnglishUSA, NAFSA, TESOL, AIRC, Bonard, IIE, and the U.S. for Success Coalition
• U.S. government representatives, including the Departments of State and Commerce
• Industry partners supporting recruitment, assessment, student mobility, and program operations

At a time of significant change in international education, the conference directly supports our [Center’s/Program’s/Institution’s] priorities related to enrollment, recruitment, student success, and program sustainability. Through sessions, networking, and conversations with peer programs and industry leaders, I will bring back:

• Practical strategies to strengthen student recruitment and retention
• New program ideas, resources, and potential partnership opportunities
• Current information about the visa and regulatory landscape and how other programs are responding to uncertainty and change
• Insights from peer institutions about enrollment trends, program models, and emerging opportunities

Estimated investment:

• Early-bird registration: $495
• Additional attendee from the same member program: $395
• Conference hotel: $199/night
• Breakfast and lunch included both conference days
• Convenient Metro access from Reagan National Airport
• Estimated total: approximately $1,200 for the first attendee and $1,100 for each additional attendee, depending on travel costs and length of stay

Add-on *$100 Pre-Conference Workshop, “Finding Opportunity: Future-Proofing English Language Programs with AI” on November 4th.  

The opportunity to learn directly from national organizations, government representatives, industry leaders, and peer programs—and to bring those insights and resources back to our institution—makes this a timely professional development investment.