Schedule and room locations are all subject to change

How to Use this Template:

Complete the [bracketed fields] with your personal details, then review each paragraph and customize for your institution and leadership as needed. Professionals are encouraged to add, remove, or adjust language to reflect their specific role, institution, and goals. When you are ready, copy the letter text into your own institutional letterhead or email.

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[Date]

[Supervisor Name], [Title]

[Institution Name]

 

Dear [Supervisor Name],

I am writing to request your support in attending the 2026 Association of Fraternity/Sorority Advisors (AFA) Annual Meeting, held December 2-5, 2026 in Chicago, Illinois. As the leading professional conference for those who work with fraternities and sororities in higher education, the AFA Annual Meeting offers an unparalleled opportunity for professional development and connection to the broader fraternity/sorority profession.

Why the AFA Annual Meeting

The AFA Annual Meeting is the flagship event of the only professional association dedicated specifically to fraternity/sorority advising. Each year, over 1,000 campus-based and headquarters professionals gather for multiple days of educational programming, facilitated peer dialogue, and professional networking. The 2026 conference holds special significance as the culminating event of AFA’s Forward to 50 strategic plan and the organization’s 50th anniversary – making it a particularly meaningful moment in the history of the profession.

The Annual Meeting functions as a professional home base for practitioners at every career stage and consistently draws approximately 75% of AFA’s total membership. For campus-based professionals like myself, it is one of the few spaces where FSL-specific expertise, research, and practice are centered entirely.

How This Benefits Our Department

I am currently focused on several priorities in my work at [institution name] that I believe attendance at the Annual Meeting will directly advance:

• [Priority/Challenge 1: Briefly describe a current departmental challenge or initiative and how a specific session, community, or connection at AFAAM will help address it.]
• [Priority/Challenge 2: Briefly describe a second priority and its connection to what the Annual Meeting offers.]
• [Priority/Challenge 3: (Optional) Add a third priority, or remove this bullet if two are sufficient.]

In addition to the educational programming, the Annual Meeting provides access to the AFA Exchange – a structured space for connecting with national fraternity and sorority headquarters and educational partners whose support and services are directly relevant to our FSL community. I plan to make use of this time to explore [specific resource or partnership opportunity] on behalf of our department.

Professional Development Value

Beyond the immediate departmental benefits, attendance at the AFA Annual Meeting supports my own long-term professional growth, which in turn supports the continuity and success of our FSL community. AFA’s own data shows that professionals who consistently attend the Annual Meeting maintain membership in the profession at dramatically higher rates than those who do not, and the AFA Annual Meeting plays an important role in building the kind of professional identity and community that sustains long careers in this field.

Specifically, I am hoping to grow in the areas of [professional development goals, e.g., supervision, assessment, hazing prevention, etc.], and the conference’s educational program includes sessions directly aligned with these goals.

What I Will Bring Back

I am committed to ensuring our department sees a return on this investment. Following the conference, I plan to:

• [Action Item: Example – Share a written summary of key takeaways and resources with our team within two weeks of returning.]
• [Action Item]
• [Action Item]

Anticipated Expenses

I have attached a detailed Expenses Worksheet outlining the full estimated cost of attendance. A summary is below:

 

Expense Category	Estimated Cost	Notes
Conference Registration		Member rate applies
Airfare / Travel
Hotel		AFA negotiated rate
Ground Transportation
Meals and Incidentals		Per institutional policy
Add-On Experiences / Programs		Optional – delete if not applicable
Total Estimated Cost	$

 

I am requesting that [institution name] cover [full cost / partial amount / specific line items] of these expenses. I am happy to discuss further or provide any additional information that would be helpful. [Share additional details if you have applied for and/or received an AFA Foundation Annual Meeting scholarship.]

 

The AFA Annual Meeting is both a conference and the professional community at the center of the fraternity/sorority life field. My participation will allow me to bring back current, field-specific knowledge and connections that strengthen our work at [institution name]. I am grateful for your consideration and happy to discuss this request at your convenience.

 

Sincerely,

 

[Your Name]

[Title]

[Department]

[Institution]

[Email Address]

How to Use this Template:

Complete the [bracketed fields] with your personal details, then review each paragraph and customize for your organization’s specific priorities and goals. This letter is written from the perspective of a headquarters-based professional making a case to an organizational supervisor or executive. When you are ready, copy the letter text into your own organizational letterhead or email.

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[Date]

[Supervisor Name], [Title]

[Organization Name]

 

Dear [Supervisor Name],

I am writing to request your support in attending the 2026 Association of Fraternity/Sorority Advisors (AFA) Annual Meeting, held December 2-5, 2026 in Chicago, Illinois. As the leading professional conference for the fraternity/sorority industry, the Annual Meeting brings together over 1,000 practitioners from campus-based and headquarters organizations, making it one of the most strategically valuable professional gatherings our organization can be represented at.

Why the AFA Annual Meeting

The AFA Annual Meeting is the only national conference purposefully built for fraternity/sorority professionals, staff, and volunteers. For headquarters professionals, it is an unmatched opportunity to engage directly with campus-based practitioners who advise and support our chapters every day to understand their challenges, share our organization’s priorities, and strengthen our working relationships. The 2026 conference is especially significant as the culminating event of AFA’s Forward to 50 strategic plan and the organization’s 50th anniversary – making it a particularly meaningful moment in the history of the profession.

Headquarters professionals represent approximately 30% of Annual Meeting attendees each year, reflecting the degree to which this conference serves as a shared professional space between campus and organizational staff. Our presence there signals our commitment to the profession and positions [organization] as an active partner in the broader FSL community.

Value to Our Organization

Attendance directly advances several strategic priorities for [organization name]:

• Campus Partner Relationships: The Annual Meeting is the single most efficient opportunity to connect face-to-face with campus advisors across multiple institutions. I plan to use the conference to strengthen existing partnerships and build new relationships with advisors at [list target institution types or specific schools].
• Organizational Priority: I am currently focused on [specific initiative, e.g., expansion, volunteer development, health/safety programming, recruitment], and the conference’s educational programming includes content and peer dialogue directly relevant to this work.

Beyond these priorities, educational programming at the conference offers substantive content in areas of direct relevance to headquarters professionals, including [optional: update topics as appropriate for your role] hazing prevention and risk management, chapter health and performance, volunteer leadership development, and the evolving legislative and legal landscape. I have identified the following sessions as particularly aligned with our current organizational priorities:

• [Session or topic name and brief rationale]
• [Session or topic name and brief rationale]
• [Session or topic name and brief rationale]

Professional Development Value

In addition to the organizational benefits, the Annual Meeting supports my own professional growth in areas directly relevant to my role at [organization name]. I am actively working to develop skills in [professional development areas, e.g., volunteer management, leadership development, public policy, member services], and the conference offers both structured programming and informal peer learning opportunities to advance these goals.

AFA data shows that professionals in the field who consistently attend the Annual Meeting stay in the profession longer and maintain professional memberships at significantly higher rates — underscoring the conference’s role not just as a learning opportunity, but as a career investment.

What I Will Bring Back

I am committed to ensuring our organization sees a meaningful return on this investment. Following the conference, I plan to:

• [Action Item: Example – Share a written summary of key takeaways and resources with our team within two weeks of returning.]
• [Action Item]
• [Action Item]

Anticipated Expenses

I have attached a detailed Expenses Worksheet outlining the full estimated cost of attendance. A summary is below:

 

Expense Category	Estimated Cost	Notes
Conference Registration		Member rate applies
Airfare / Travel
Hotel		AFA negotiated rate
Ground Transportation
Meals and Incidentals		Per organizational policy
Add-On Experiences / Programs		Optional – delete if not applicable
Total Estimated Cost	$

 

I am requesting that [organization name] cover [full cost / partial amount / specific line items] of these expenses. I am happy to discuss further or provide any additional information that would be helpful. [Share additional details if you have applied for and/or received an AFA Foundation Annual Meeting scholarship.]

 

Our presence at the AFA Annual Meeting represents a meaningful investment in our relationships with the campus professionals who advise and support our members every day. I believe this conference will strengthen both my professional effectiveness and [organization name]’s standing within the broader fraternity/sorority community. I am grateful for your consideration and happy to discuss this request at your convenience.

 

Sincerely,

 

[Your Name]

[Title]

[Organization]

[Email Address]

 

AFA Annual Meeting Benefits Worksheet

Use this worksheet to build your case for attending the 2026 AFA Annual Meeting. Complete each section with specifics from your own role and context. The more concrete your responses, the stronger your case.

Current Projects

Describe 1-3 projects you are currently working on. For each, highlight a specific “pain point” or challenge associated with the project that new knowledge or connections could help to address.

1. Project / Details:

Challenge or “Pain Point”:

1. Project / Details:

Challenge or “Pain Point”:

1. Project / Details:

Challenge or “Pain Point”:

 

Professional Growth Goals

Describe 1–2 professional skills or competencies you are actively working to develop. Note how attendance at the Annual Meeting supports that growth.

1. Skill/Competency:

How the Annual Meeting supports this:

1. Skill/Competency:

How the Annual Meeting supports this:

 

Value Proposition Statements

Review the Annual Meeting website (including the schedule) and identify specific ways the Annual Meeting can provide value to your work. Use the prompt below as a template for your statement(s):

The Annual Meeting can help me solve/address (X) by doing/offering/connecting me with (Y).

1. [Statement]
2. [Statement]
3. [Statement]

 

Educational Opportunities

After reviewing the conference schedule, list specific educational sessions relevant to your role and goals. Note: The full schedule is typically published in October.

 

Consider sessions relevant to your role – whether you are campus professional, headquarters professional, or serving in a volunteer capacity.

• [list ed session]
• [list ed session]
• [list ed session]
• [list ed session]

Attending these sessions will provide access to current trends, evidence-based practices, and peer perspectives that I can apply directly to my work.

 

 

Networking Opportunities

Identify specific individuals, organizations, or groups you plan to connect with at the Annual Meeting. Consider campus-based colleagues, headquarters staff partners, chapter advisors and volunteers, educational partners, and other professionals whose work intersects with yours.

1. Partner/Person/Group:

Why this connection matters:

1. Partner/Person/Group:

Why this connection matters:

1. Partner/Person/Group:

Why this connection matters:

 

 

Departmental Alignment

Map your departmental or organizational priorities to the specific opportunities the Annual Meeting provides. An example row is provided to guide your thinking.

Department’s Need	My Objective	2026 AFA Annual Meeting offers…
Example: Improving chapter member retention	Identify two evidence-based retention strategies to pilot this year	Educational session on data-driven advising; peer networking with colleagues at similar institutions.

Post-Conference Commitment

Use this section to proactively share with your supervisor how you plan to bring value back to your team. Completing this section before the conference demonstrates intentionality and accountability.

 

Use the first prompt to describe how you will share your takeaways with colleagues and/or apply what you learn. Use the second prompt to outline specific actions you plan to take after attending the conference.

I commit to sharing what I learned by:

• [example]
• [example]
• [example]

Specific actions I plan to take after attending:

• [example]
• [example]
• [example]

AFA Annual Meeting Expenses Worksheet

Use this worksheet to estimate the full cost of attending the 2026 AFA Annual Meeting and to support your request for institutional or organizational funding. Complete each line with your best estimate, then total the costs below.

Anticipated Expenses

Expense Category	Estimated Cost	Notes
Airfare
Ground Transportation
Hotel
Meals and Incidentals
Conference Registration
Add-On Experiences / Programs
Total Estimated Cost	$

 

Helpful Resources and Notes

• Airfare: Be sure to review the conference schedule before booking travel.
• Ground Transportation: For the most accurate expense estimates, include all ground transportation costs, including rideshare/taxi to/from airport, parking fees, and personal vehicle mileage (if applicable).
• Hotel: AFA has negotiated conference hotel rates. Current rates and booking information can be found at org/annual-meeting-hotel-travel/.
• Meals & Incidentals: Conference registration includes two meals and one snack (see the “What’s Included in My Registration?” section below for additional details). For remaining meal costs, refer to your institution’s or organization’s per diem policy. Federal per diem rates by city are available at gov/travel/plan-book/per-diem-rates.
• Conference Registration: Current registration rates – including member and non-member pricing – can be found at https://afa1976.org/annual-meeting/register.
  • Member Savings: AFA members receive discounted registration rates. Not yet a member? Visit https://afa1976.org/join-afa/ to learn about membership options that may reduce your total cost to attend the Annual Meeting.
• Add-On’s (Pre-Conference Programs and Excursions): Add-on program offerings and registration information can be found on the Annual Meeting registration page: https://afa1976.org/annual-meeting/register.

What’s Included in My Registration?

Full conference registration provides access to:

• Approximately 15 hours of education, including:
  • 100+ educational sessions to choose from including position- and topic-specific educational intensive sessions
  • Two general sessions with keynotes
  • ~5-10 Learning Lab sessions with Educational Partners
  • Opportunities to learn from institutions/organizations driving elevation in practice in the profession
• Approximately 10 hours of networking through opportunities such as the Exchange and Deep Dive Discussions
• Opportunities to hear from and meet with Umbrella Association representatives
• Two meals and one snack break, including the Awards Presentation and Industry Celebration Banquet
• Special 50th Anniversary programming that celebrates the evolution of the fraternity/sorority profession and shares opportunities for continued practice, research, and innovation

Demonstrating Return on Investment

When presenting a total cost estimate to a supervisor or budget decision-maker, consider contextualizing the investment by noting:

• The AFA Annual Meeting is the single largest professional development opportunity in the fraternity/sorority profession, with over 1,000 professionals attending each year – including ~75% of AFA’s total membership.
• Full conference registration provides access to multiple days of education, networking, and professional development that would cost significantly more if pursued through separate individual programs.
• The cost of attendance at the AFA Annual Meeting is typically lower than comparable professional development conferences in higher education, particularly given the breadth and depth of programming offered.
• AFA members who attend the Annual Meeting renew their membership at substantially higher rates than those who do not attend, meaning participation in the Annual Meeting can have lasting impacts on professional engagement.