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Attending Business Travel Show America 2026 is free for qualified buyers — but getting sign-off isn't always straightforward. We've done the hard work for you. Copy the template below, add your personal goals, and send it to your manager.
Subject: Request for approval to attend Business Travel Show America 2026
Dear [Boss's name],
I am writing to seek your approval to attend Business Travel Show America 2026, taking place October 14–15 at the Javits Center, New York. Organized by the BTN Group, publishers of Business Travel News, this is the only dedicated conference and exhibition in North America built specifically for corporate travel managers and buyers, which is free to attend.
Business Travel Show America brings together 450+ corporate travel buyers, 90+ leading suppliers, and two days of expert-led sessions curated by the BTN Group's editorial team. Unlike many industry events, the content is built around the needs of travel program managers - not just suppliers or sponsors - delivering independent insight on the issues that matter most to our program right now.
As a potential hosted buyer, I may also be eligible for complimentary travel and accommodation, plus a curated meeting schedule with pre-selected suppliers aligned to our program priorities.
The key benefits of my attendance include:
Expert-led education: The 2026 conference program covers the topics most relevant to travel program managers today - AI in decision-making, geopolitical risk and border complexity, booking technology, TMC relationships, sustainability, and more. Every session is shaped by BTN's editorial standards and buyer intelligence, not just sales agendas. I will return with practical strategies I can apply directly to our program.
Direct access to 90+ suppliers: The show floor brings together the full spectrum of corporate travel suppliers - airlines, hotels, TMCs, booking technology, expense management, ground transportation, risk management and more — in one place, across two days. This is an efficient and cost-effective way to benchmark our current suppliers, evaluate new solutions, and build relationships that could deliver cost savings or service improvements for our program.
Peer-to-peer learning: With 450+ qualified corporate travel buyers in attendance, Business Travel Show America offers an unparalleled opportunity to connect with peers facing the same challenges. BTN Communities (confidential, buyer-only forum sessions) provide a space to discuss sensitive topics openly, without suppliers in the room.
Unscripted executive access: The program includes candid, 30-minute interviews with senior industry leaders, including Delta's EVP of Global Sales and Chase Corporate Travel Solutions, offering rare insight into how major suppliers are thinking about the market and what it means for buyers.
In addition to these broader benefits, I have identified specific objectives aligned to our department's priorities:
- [Insert personal goal 1]: For example, evaluating booking technology platforms that could improve policy compliance and reduce leakage.
- [Insert personal goal 2]: Building supplier relationships that could support upcoming RFP processes or contract negotiations.
- [Insert personal goal 3]: Gaining insight into how peers are approaching [sustainability / AI / risk management / budget justification] within their programs.
To ensure the company gains maximum value from my attendance, I will:
- Provide a detailed post-event report summarizing key takeaways, actionable recommendations, and potential supplier opportunities.
- Share relevant insights with the team to support improvements to our travel program.
- Follow up with supplier and peer connections to explore cost-saving or innovation opportunities.
Given that attendance is free for qualified buyers, and that I may be eligible for the hosted buyer program which covers travel and accommodation costs, I am confident this represents an exceptionally high-value opportunity for our organization at minimal cost.
I would be happy to discuss this further or provide any additional information you need.
Thank you for considering my request.
Best regards, [Your full name] [Your job title] [Your contact information]
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