How to get your Employer to Pay for your Next Trip
In the fall of 2024, I had the opportunity to take my first official work trip. This trip was not part of the annual work plan, and it was never included in my initial job offer.
I had the pleasure of attending the Museum Association of the Caribbean (MAC) Conference in Panama, and it was an unforgettable experience. It was a week filled with learning, cultural exploration, and global connections that have reshaped my work and perspective on the museum field.
Panama was never a country on my wishlist – for no particular reason – but I got the opportunity to go because my boss offered to fund my travel and accommodations. So, take it from me: if you have a 9-to-5 job that you love but want to travel more on someone else’s dime, you can get your employer to fund work-related travel.
If you choose this route, you can travel without taking time off. However, this approach will only work if you work in a field that you enjoy or can tolerate; otherwise, attending a work conference to travel will still feel like work to you, rather than the joy it should be.
Try these steps and use my template to get your first work trip!
Step One: Join an international organization that aligns with your career goals and your company’s strategic plan
Step Two: Think about your travel request from your employer’s perspective. Be aware of your organization’s annual budget. You want to know if they have a budget for personal development or marketing, as well as their fiscal year. Ask yourself:
- Will this help me gain knowledge or contacts that will directly improve my job performance?
- Will this elevate the organization’s visibility or partnerships?
- Will it lead to fundraising, sponsorship, or grant opportunities?
- Does this help us stay ahead of industry trends or expand into new markets?
Good examples would be something like..
- This trip would allow me to create content for the organization (blog posts, videos, reports).
- Having a representative from the company at the conference would help us with marketing and internal industry brand recognition.
- I would be happy to share key takeaways with the team and use the experience to inform our upcoming initiatives.
- Networking opportunity with prospective donors and/or clients.
Just add KPIs and concrete examples if you know your boss is a stickler for detail.
Step Three: Customize the template below to suit your request and submit it at least 4 months before your ideal departure date.
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Hi [Boss’s Name],
I’ve been exploring opportunities that could greatly benefit both my role and our team’s strategic goals. There’s an upcoming [event/travel experience] that focuses on [topics relevant to your role, such as developing partnerships, budget management, emerging fundraising tactics, etc.].
Attending would allow me to [list 2–3 key benefits: meet potential partners, learn specific skills, and gather insights for the XYZ project]. I would document the experience and share a summary or report with the team for their collective benefit.
The estimated cost is [$X], and I’d be happy to explore cost-sharing or use personal time to offset any concerns. Would you be open to discussing this further?
Best,
[YOUR SIGNATURE]
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Bonus Tips:
- Offer to co-fund or use vacation time for non-work portions of the trip if needed.
- Time the ask well—after a successful project, during planning season, or after budget surpluses.
- Name-drop partnerships: “X organization sends their fundraisers to similar events.”
- Pilot it: Suggest starting with one lower-cost experience to demonstrate impact.
If you use my tips to get you a fully or partially funded travel experience, I would love to hear about it.
Best of luck,
Global Hummingbird