IRP Annual Meeting
May 16-18, 2012
New Orleans, LA
Making the Case:
Sample Memo
Requesting to Attend IRP Annual Meeting
Are you interested in attending the IRP Annual Meeting? Use and tailor this sample memo to
request permission within your organization. This document outlines the benefits of
attendance, both to you and to your organization.
* * * * * ** *
Date
MEMORANDUM
TO:
FROM:
SUBJECT:
Attending the 2012 IRP Annual Meeting
The 2012 IRP Annual Meeting will take place May 16-18, 2012 at the DoubleTree by Hilton
in New Orleans, LA. I would like to request approval to attend this event. The meeting
agenda is attached.
I understand that my attendance would be a considerable investment of both time and
money, so I have provided a breakdown of expected costs. To ensure the maximum value
from this investment, I plan to provide you and my colleagues a full post-meeting report,
which is detailed below.
The International Registration Plan: The International Registration Plan (IRP) is a
registration reciprocity agreement among states of the United States and provinces of
Canada providing for payment of license fees on the basis of total distance operated in all
jurisdictions. IRP members include the 48 contiguous US states, the District of Columbia
and ten Canadian provinces.
Jurisdiction IRP Impact: Our jurisdiction currently licenses approximately [number] IRP
accounts, from which it collects approximately $[amount] in license fees.
Industry IRP Impact: Our company is an affiliate member of IRP, Inc. Our work in IRPrelated matters includes [list] from which we gain the benefit of [list benefits, including any
revenue].
2012 IRP Annual Meeting: The IRP Annual Meeting serves as the annual business meeting of
the IRP Membership and provides valuable networking opportunities essential to the success
of the Plan. Attendees include representatives from US and Canadian jurisdictions, as well
as industry stakeholders. Discussion of IRP ballots during the meeting provides an important
forum for [our jurisdiction/organization] to participate, and therefore impact the future of
IRP. It is an ideal opportunity to learn the latest developments in IRP and the motor carrier
industry, share best practices and discuss and explore solutions to issues important to our
department. I would also have the opportunity to sit in on select committee meetings,
specifically the Dispute Resolution Committee, which resolves issues of compliance.
I have reviewed the conference agenda and determined that [jurisdiction/company] can
benefit from my attendance in the following ways [Include any of the following bullets that
are pertinent]:
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Participating in the discussion of several ballot proposals that will impact the
operation, administration and audit of commercial motor vehicles engaged in
interstate commerce. As required by the IRP, all ballot proposals must be presented
to the IRP members at the IRP Annual Meeting. Our [jurisdiction/company] will want
to participate in shaping these ballots.
Allowing me to become more involved in [list any volunteer roles within IRP here;
describe the responsibilities of any relevant committees/task forces].
Building relationships with other jurisdictions/organizations, such as [list here].
Obtaining ideas about [issue] from colleagues.
Participate in the discussion of upcoming changes in the IRP audit process. Being
informed about these changes will help us comply with the plan and avoid mistakes.
Learning about [session topic, such as Top Ten Findings in Peer Reviews; Remote
Reviews: Process and Procedures; and/or PRISM], and using that information at the
office to [follow-up steps].
Attending live sessions to earn credit towards the two IRP certificates, IRP Education
Fundamentals Certificate and the new IRP Advanced Plan Administration Certificate.
Learning more about how to comply with [peer review findings] from our last peer
review in [date].
Receiving professional development, in particular, enhancing my work on [any
professional goals set jointly with supervisor].
I will take detailed notes and report to management and colleagues about the key lessons
learned and the specific actions to take. After the meeting, I plan to share information
gained by [list possible ways, such as briefing management on the conference highlights,
scheduling a time for a short presentation and Q&A to your colleagues on lessons learned,
writing summaries of particular programs for colleagues, or sharing handouts from specific
sessions with other staff members].
While I am out of the office, my responsibilities will be covered [describe how].
Taking into account travel and hotel, I estimate the cost to be $[amount]. See the below
worksheet.
Expense
Conference Registration
Flight
Lodging for [number] nights
Transportation: Airport
to/from Hotel
Transportation: Hotel to
airport
Parking or mileage
reimbursement
Meals
Miscellaneous
Total
Details
Early Bird rate for IRP
jurisdiction and affiliate
members if register by April 6
$135 per night (government
per diem), plus applicable
taxes (currently 13 percent
plus $2 per room, per night)
Cost
$230
$
$
$
$
$
The meeting includes breakfast
on May 17 and 18; lunch on
May 18; and an opening
reception on May 16. Evening
meals are not included.
Internet at hotel, baggage fee
from airline
$
$
The opportunity for [our jurisdiction/organization] to gain information and knowledge in
[areas] and make contacts would be a wise investment.
Please let me know if anything needs clarification or elaboration and I will be happy to
provide additional details. Thank you for your consideration.