Making your Case - Sample Memo
When budgets are tight and staffing is limited, conference approval often comes down to clearly demonstrating the value it brings to your institution, your team, and the communities you serve. Use this sample memo to help make your case.
To: Your Manager From: You Re: Attendance at the 2026 Joint Conference of Librarians of Color (JCLC) Date: As early as possible
The 5th National Joint Conference of Librarians of Color (JCLC) will take place October 7–11, 2026, in Spokane, Washington. JCLC is a unique national conference co-sponsored by the five National Associations of Librarians of Color, bringing together library professionals, workers, and students to engage in critical conversations about equity, inclusion, leadership, and community-centered practice.
The 2026 theme, “Gathering at the Waters: Uplift | Encourage | Empower,” reflects a focus on collective learning, relationship-building, and advancing meaningful change in library services and organizations.
By attending JCLC 2026, I will gain practical strategies, research-based insights, and culturally responsive approaches that can be directly applied to improve our library’s programs, services, and workplace practices.
If supported in attending the conference, I will take the following steps to ensure this investment delivers tangible value:
[If you participate in professional organizations or committees, list any related meetings you will attend and how they support your role and the profession.]
I will attend a range of education sessions and programs, including:
(List 4–5 sessions relevant to your work and how they will help you do your job more effectively.)
• Program 1
• Program 2
• Program 3
• Program 4
I will also engage with exhibitors and organizations to:
• Connect with current partners and vendors
• Explore new resources that support inclusive collections, programming, and services
• Identify innovative and cost-effective tools relevant to our library’s goals
JCLC offers meaningful opportunities to connect with peers, leaders, and changemakers across library types. These interactions support knowledge-sharing, collaboration, and the development of new ideas that can strengthen our work locally.
Following the conference, I will ensure knowledge-sharing and implementation by:
• Sharing notes and key takeaways with colleagues
• Providing a summary of actionable ideas and recommendations
• Delivering a written report and/or presentation
• Implementing at least one new idea to improve services, programs, or internal practices
I will need X days away from work to attend. The estimated costs are as follows:
[Insert registration, travel, lodging, and per diem costs]
Thank you for your consideration.
[Name]