Attendance Justification Toolkit

Overview
This APhA2014 Attendance Justification Toolkit is designed as a helpful step-by-step guide for any
employee looking to justify the benefits of attending pharmacys premier education and networking
event, APhA2014. The theme for APhA2014 reflects the focus of the Annual Meeting and
Exposition: The Power & Promise of Pharmacy.
By attending APhA2014 you will gain valuable face-to-face experiences to define your voice and
excite change in your pharmacy profession.
The key to justifying attendance at any meeting is outlining the benefit of the meeting not only to
you, but for your employer as well. How can you get the most out of the meeting? How will you
share your knowledge with co-workers following the meeting?
This toolkit includes:
Reasons why your employer should send you to APhA2014
Sample Request Letter to Supervisor
Cost/Benefit of Attending Worksheet
Education Program Listing

Why should my employer agree to send me to APhA2014?

Education, education, education!
APhA2014 offers you a selection from over 80 education sessions offering more than 20 hours of
continuing pharmacy education (CPE). You will learn the latest about medication therapy
management, self-care strategies, medication safety, new therapeutic entities, and much more, from
the very best education leaders in our profession. Start by reviewing the available education at
APhA2014 and determine the sessions you would like to attend. Show your supervisor the list of
your education choices, and explain their relation to your goals.
Select the education session most valuable to you and your pharmacy/organization. This interactive
tool can help you build a customized education plan to meet your CPE needs and benefit your place
of work.
Share Your Experience!

Offer to give a presentation to fellow staff on the information you learned and share materials you received
from the meeting with your team.

Face-to-Face Networking Opportunities!

Thousands of like-minded professionals will gather to share their knowledge and experience, and allow you to
meet people that you can rely on for support and information. Theres nothing like professional relationships
to motivate and enhance your impact on your own organization. APhA2014 will provide you with invaluable
opportunities to make connections.

See the Latest!

APhA2014 brings together 150 exhibiting companies and organizations under a one-stop-shop roof in the
Exposition Hall. This is an unprecedented opportunity to learn, see and touch the very latest products and
services available.

Cost/Benefit Worksheet

You must clearly understand your meeting expenses to justify allocation of funds from your
pharmacy/organization and prove a return on investment (ROI). To help you calculate your meeting
expenses, complete the attached Cost/Benefit Worksheet.
When determining fees, be sure to look at your options. Do you qualify for any registration discounts? Will
you register in time to take advantage of early bird discounts? Review the Registration Information to ensure
you are taking advantage of the best rates available. You will find that these prices reflect a very cost effective
bang for the buck.

Sample Justification Letter for Your Supervisor

Use this sample letter as a starting point for putting together your request for attendance.
We hope that you will find this Justification Toolkit useful, and that you will obtain the necessary support to
attend THE premier conference in pharmacy APhA2014. We look forward to seeing you in Orlando!

Sample Letter to Supervisor

Justification for Attendance at APhA2014
Date___________________
Dear (Supervisors Name) _____________________________________ ,
I would like to request approval to attend the American Pharmacists Association Annual Meeting and
Exposition, March 28-31, 2014 in Orlando, Florida.
My participation at APhA2014 will allow me the opportunity to expand my knowledge and give me the tools
and resources to enhance my performance at (workplace)_______________________. I have reviewed the
education offerings in detail, and have attached a listing of sessions I feel are rich in substance and would
provide the most value to my growth at (workplace)_______________________.
In addition, I plan to share the knowledge gained from these sessions with my colleagues.
The support of my attendance would include the registration fees, travel expenses and living expenses while at
APhA2014.
I have calculated a sample breakdown of the anticipated expenses, which are attached on the
Sample Expense Sheet. I anticipate total support to be approximately (dollar value) $__________. The cost
for my registration is (maximum cost of your registration category) $__________; but I can save
(dollar amount saved) $__________ if I register prior to the early bird deadline of March 3, 2014.
The opportunity for me to gain expertise and training tools, and to establish a networking base to enhance my
area of expertise makes my attendance at APhA2014 a very wise investment, and a benefit for not only me
personally, but also for (workplace)_______________________.
Thank you for considering support of my attendance at APhA2014.
Sincerely,

Cost Benefit Worksheet

Use this sample worksheet to calculate your major meeting expenses.

Registration Fee (include any
additional fees associated with
courses or events you wish to
attend).
Roundtrip Airfare
Transportation Fees
Meals
Hotel rate per night plus taxes
Parking reimbursement
Misc. reimbursable expenses, i.e. tips,
internet fees, etc.
Subtotal
Total number of employees attending
Total

The registration fee includes

1.
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3.
Are mileage points available to offset
airfare?
Taxi/Car Rental/Airport Shuttle
Some food may be available at functions
included in your registration fee- check
your schedule.
# of nights * Room Rate
At airport or hotel

Check your expense reimbursement

policies

Outline Benefits
Identify the most important benefits of attending APhA2014, such as:

Gaining CPE credits and sharing information with colleagues

Networking opportunities to enhance your base of knowledge and support
Learning about new technologies, products and services from a one stop shop Exposition
Sharing your gained knowledge with others in the workplace.

Clearly outline for your supervisor why these aspects of the meeting would be beneficial for you and your
team.
Begin by listing specific needs of your pharmacy in the left column (some examples have been given), then list
the relevant programming and activities at APhA2014 which meet those needs in the right column.

Your pharmacy/organizations needs:

Teambuilding (if attending with other staff
members). How will attendance enhance your
collaboration?
Networking with peers what value is making
contacts to share knowledge and experience?
Visit the exhibit hall to learn about new
technologies, products and services which
companies provide the most value for your time
in the hall?
Education which courses would allow you to
gain CPE and bring valuable knowledge back to
work?
Networking with peers what value is making
contacts to share knowledge and experience?

How APhA2014 will meet these needs:

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APhA2014 Education Sessions

APhA2014 education sessions are designed to help pharmacy professionals enhance their knowledge
and advance their careers by identifying ways to translate theory into practice. The APhA Annual
Meeting & Exposition provides more than 70 different learning opportunities to help you achieve
your unique professional development goals. Listed below is a sampling of sessions at APhA2014*:

340B Spotlight: HRSA Office of Pharmacy Affairs Update and Program Integrity
Advances in Anticoagulation Therapy
Cardiovascular Update 2014
Collaborative Quality Improvement Teams for Integrated Medication Management
Day of Science Get All of Your Science Needs in One Day!
Diabetes Update 2014
Dietary Supplements Impact on Chronic Health Conditions
Ethical and Legal Responsibilities of the Pharmacist-in-Charge
Evidence-Based Medicine
FDA Update
Fostering Professionalism from Day One
Hot Law Topics
Immunization Update 2013
Ins and Outs of 340B Drug Inventory in Mixed-Use Settings and Contract Pharmacies
Interprofessional Education: Who, What, When, Where, Why?
Learning Through Concept Mapping: Case Study on Opioids
Management of Specialty Pharmacy
Managing Comorbid Conditions in Patients with HIV
Managing Complex Insulin Needs
New Drugs of 2013
Nuclear Pharmacy
OTC Update
Patient Care Services Pearls
Pediatric Immunization
Provider Status
Strategies to Prevent Errors When Using Automation and Electronic Health Records

*Course topics are subject to change.