Everything you need to request approval to attend. Copy what you need, edit it to fit your agency, and replace every highlighted placeholder before you send anything.
calendar_todayWhenFebruary 22–24, 2027
location_onWhereOrlando, Florida
hotelVenueMarriott Orlando Lakeside
Start here
Make the case to attend
Attending the AtomAI Summit is an investment in your team, your systems, and your community. This toolkit helps you make that case to your supervisor, finance office, and approval chain. Use the pieces you need, edit them to fit your agency, and replace every highlighted placeholder before you send anything.
Tip: Requests that name specific sessions, a specific problem the agency needs to solve, and a plan to share results back get approved more often than general requests. Spend ten minutes on the Session Planning Worksheet before you write the letter. Registration is free for AtomAI customers, which makes the request easier to approve.
Tool 1
Value Summary for Managers
Attach to your letter or email
Value summary for managers
Why attend AtomAI Summit 2027
calendar_todayFebruary 22–24, 2027
location_onOrlando, Florida
hotelThe Marriott Orlando Lakeside
AtomAI Summit is the first user conference for AtomAI. For two days, state and local agencies from across the country share how they’re putting the platform to work, alongside hands-on training and a first look at what’s coming next.
What attendees get
Proven approaches from peersAgency-led sessions on asset management, fleet, rail, facilities, right-of-way, permitting, construction, planning and budgeting.
Hands-on product trainingWorking sessions with the AtomAI team to get more from a platform the agency already uses.
An early look at the roadmapA preview of upcoming capabilities, with a chance to give input before they ship.
A peer networkDirect contact with agencies facing the same asset, budget and staffing questions.
What the agency gets back
Workflows that can be applied to current projects
Stronger return on the agency’s existing AtomAI investment
Input into product direction that affects agency operations
Relationships with peer agencies for ongoing problem-solving
A written summary and team debrief after the event
At a glance
Mon, Feb 22Arrivals, registration and welcome happy hour
Tue, Feb 23Keynotes, panel discussions and sessions; evening offsite
Wed, Feb 24Breakout sessions, hands-on workshops and user training
Next steps
01
Get approvalShare this summary with your manager alongside your request.
Template: edit and send on your letterhead or by email
Two versions. Use the full letter for a formal request and the short version when your supervisor prefers a brief one. In either, choose Option A (current AtomAI customers) or Option B (agencies evaluating AtomAI) and delete the other.
Full version
[Date]
Dear [Supervisor’s Name],
I would like to request approval to attend the AtomAI Summit 2027, held February 22-24, 2027 at the Marriott Orlando Lakeside in Orlando, Florida. This is the first AtomAI user conference, where state and local agencies from across the country share how they are putting the platform to work, alongside the AtomAI product team. The Summit focuses on practical training and peer exchange that directly supports how our organization manages assets, maintenance work, permits, and the right-of-way.
The agenda includes keynotes, customer-led sessions and panel discussions, a parallel Technical Track, and a half day of breakout sessions, hands-on workshops, and user training. Topics include:
Asset management
Fleet management
Railway management
Facilities
Right-of-way
Permitting
Construction
Planning and budgeting
AI for infrastructure lifecycle management
Based on the agenda, I have identified several sessions that apply directly to our work:
[Session title]: [How it applies to a current priority or challenge in our operations]
[Session title]: [How it applies to a current priority or challenge in our operations]
[Option A, current AtomAI customers] We have invested in [Atom / AtomAI Permits / AtomAI Coordinate], and the Summit is the most direct way to increase the value we get from that investment. Registration is free for AtomAI customers, so our cost is limited to travel. Hands-on workshops alongside the product team will help me resolve open questions, learn configuration and reporting practices, and bring back workflows other agencies already use successfully. The Summit also includes an early look at the AtomAI roadmap, where I can give input so future releases reflect our needs.
[Option B, agencies evaluating AtomAI] We are evaluating how to modernize [asset management / permitting / right-of-way coordination]. The Summit lets me see the platform in daily use at agencies like ours and speak directly with their staff about what worked, what did not, and what implementation required, before we commit resources.
Attending will also give me the opportunity to connect with peer agencies facing the same asset, budget, and staffing questions we do. Customer-led sessions and panels, along with the welcome reception and evening event, provide dedicated time to learn from them. Learning what has worked in their communities will help us avoid costly trial and error. I am happy to map out a plan with you in advance so I focus on the topics and contacts that best support our goals.
After the Summit, I will provide a written summary and a short presentation to our team, including specific recommendations we can act on.
I recognize that we need to be careful with expenses. I believe attending will strengthen my skills, improve how we use our systems, and produce practical improvements in our operations that outweigh the cost.
I have broken down the costs to attend, which I estimate at $[X,XXX].00:
Registration: $0 (free for AtomAI customers)
Airfare or mileage: [cost]
Hotel (2 nights, February 22-23): [cost]
Meals: [cost] (breakfast and lunch on February 23 and 24, the February 22 welcome happy hour, and the February 23 offsite evening experience included)
Ground transportation: $0 (free hotel shuttle from Orlando International Airport)
Total: [cost]
I have attached a one-page summary of the Summit. To learn more, please visit summit2027.atom-ai.com.
I hope you agree that the Summit is a sound investment of time and resources. Seats are limited, so I would like your approval to register as soon as possible.
Thank you for considering this request.
Sincerely,
[Your Name]
[Job Title]
[Department / Agency]
Short version
Use when your supervisor prefers a brief request
Short version
[Date]
Dear [Supervisor’s Name],
I would like to request approval to attend the AtomAI Summit 2027, February 22-24, 2027 in Orlando, Florida. It is the first AtomAI user conference, with customer-led sessions, hands-on training with the AtomAI product team, and an early look at the product roadmap.
[Option A, current AtomAI customers] Registration is free for AtomAI customers, so the only cost is travel. Attending will help us get more value from our investment in [Atom / AtomAI Permits / AtomAI Coordinate].
[Option B, agencies evaluating AtomAI] As we evaluate options for [asset management / permitting / right-of-way coordination], the Summit lets me see AtomAI in daily use at agencies like ours and talk directly with their staff.
I plan to focus on [topics]. These sessions apply directly to our priorities: [priority] and [priority].
The estimated cost is $[X,XXX] ($0 registration, $[X] airfare, $[X] hotel for 2 nights, and $[X] meals). The hotel provides a free airport shuttle, and breakfast is included both full days.
Afterward, I will share a written summary and recommendations with our team.
Seats are limited, so I would like your approval to register soon. Details are at summit2027.atom-ai.com.
Thank you,
[Your Name]
[Job Title]
[Department / Agency]
Tool 3
Quick Request Email
Use to open the conversation or follow up on the letter
Email
Subject: Request to attend AtomAI Summit 2027, February 22-24
Hi [Supervisor’s Name],
I would like to attend the AtomAI Summit 2027 in Orlando on February 22-24. The agenda includes hands-on training with the AtomAI product team on [our system / the systems we are evaluating] and sessions led by agencies working on the same problems we are, especially [specific priority, e.g., work order backlog, permit turnaround times, utility coordination].
Registration is free for AtomAI customers, so the estimated cost of $[X,XXX] covers travel only. Seats are limited. I will bring back a written summary and a short team presentation with recommendations.
I have attached a justification letter, a cost breakdown, and a one-page summary of the Summit. Could we find 15 minutes this week to discuss?
Thanks,
[Your Name]
Tool 4
Cost Worksheet
Build a budget your finance office can verify
Copies as tab-separated rows, so it pastes straight into Excel or Google Sheets.
Expense
Basis
Estimate
Notes
Registration
Free for AtomAI customers
$0
Seats limited; [non-customer rate]
Airfare or mileage
[Route or miles x rate]
$[ ]
Hotel
2 nights (Feb 22-23) x $[rate]
$[ ]
Marriott Orlando Lakeside block
Meals / per diem
[X] days x $[rate]
$[ ]
Breakfast and lunch Feb 23 and 24 provided
Ground transportation
Free hotel shuttle from MCO
$0
5-10 minute ride
Staff backfill (if required)
[Hours x rate]
$[ ]
Optional
Total
$[ ]
Ways to reduce cost
Registration is free for AtomAI customers. Register early because seats are limited.
Book through the Summit room block link at summit2027.atom-ai.com to get the Marriott Orlando Lakeside block rate of $199 per night.
Reduce per diem for meals provided: breakfast and lunch on February 23 and 24, the February 22 welcome happy hour, and the February 23 offsite evening experience.
Use the free hotel shuttle to and from Orlando International Airport (MCO) instead of a rental car.
Workshops end at 2:00 on February 24, so most attendees can fly home that afternoon and need only two hotel nights.
Compare the Summit against the cost of separate on-site training or consulting hours you would otherwise purchase for the same topics.
Tool 5
Session Planning Worksheet
Connect each session to a real agency need
Review the agenda (the agenda is tentative; registered attendees receive the final agenda first) and list the sessions you plan to attend. For each, name the problem it addresses and what you expect to bring back. Include this table with your letter or use it to write the session bullets.
Session
Track
Agency problem or priority
What I will bring back
[Session title]
[Main Stage / Technical / Workshop]
[e.g., reactive maintenance exceeds planned work]
[e.g., PM scheduling approach to pilot on [asset class]]
[Session title]
[Main Stage / Technical / Workshop]
[e.g., permit review times]
[e.g., review routing changes to test]
[Session title]
[Main Stage / Technical / Workshop]
[e.g., utility cuts on newly paved streets]
[e.g., coordination process for capital projects]
[Session title]
[Main Stage / Technical / Workshop]
[ ]
[ ]
[Session title]
[Main Stage / Technical / Workshop]
[ ]
[ ]
Other time worth scheduling
Hands-on workshops and user training on the morning of February 24, where you can work through real workflows with the AtomAI product team.
Conversations with peer agencies of similar size or with similar assets, permit types, or ROW challenges.
The early look at the AtomAI roadmap, where your agency can help shape future releases.
The welcome happy hour on February 22 and the offsite evening experience on February 23.
Tool 6
Talking Points by Audience
Frame the request around what each approver cares about
badge
Department Director or Manager
Staff return with specific process improvements tied to current priorities, not general ideas.
Peer agencies share what worked and what did not, which shortens our own learning curve.
Our agency gains hands-on time with the product team and a voice in the roadmap.
payments
Finance and Budget Office
Registration is free for AtomAI customers, so the cost is travel only.
Concentrated, in-person training can offset the cost of separate training or consulting hours.
Costs are known in advance: a hotel block rate, a free airport shuttle, and several provided meals.
dns
IT and GIS
A dedicated Technical Track runs alongside the Main Stage on February 23.
Staff can work through integration and data questions directly with the people who build the platform.
Administrators leave with configuration practices that reduce support requests and rework.
account_balance
Elected Officials or Executive Leadership
The agency learns from peers how to deliver maintenance, permits, and projects more efficiently.
Better data supports capital planning and budget decisions that residents can see.
Staff bring back practices that improve transparency and service to the public.
Tool 7
Answers to Common Questions
Be ready for these before you ask
Why attend a conference hosted by a software company?
The Summit focuses on how agencies manage infrastructure day to day. It features customer-led sessions and panel discussions, and the content is specific to the systems and workflows we use or are evaluating. General conferences rarely offer that level of detail or direct access to product and support staff.
Can we get the same value without traveling?
Recordings cannot replace hands-on workshops, one-on-one time with support and product staff, or candid conversations with peer agencies.
Does this raise procurement or ethics concerns?
Registration is free for AtomAI customers, and the agency pays its own travel as it would for any other conference. Review your agency’s travel and gift policies before you register.
Who should attend?
System administrators, supervisors, GIS and IT staff, permit technicians, and managers who make process decisions. If budget allows, a small team can split across tracks and cover more ground.
Are continuing education credits available?
Yes, certificates for continuing education credit will be available upon request.
What will we get back?
A written summary, a short team presentation, and a list of specific recommendations with owners and timelines. See the Post-Summit Report Template in this toolkit.
Tool 8
Post-Summit Report Template
Close the loop and make the next request easier
Report template
Attendee: [Name, Title]
Event: AtomAI Summit 2027, February 22-24, 2027, Orlando, Florida
Total cost: $[X,XXX] (budgeted $[X,XXX])
Summary
[Two or three sentences on the most valuable things you learned and why they matter to the agency.]
Sessions attended
Session
Key takeaway
[Session title]
[Takeaway]
[Session title]
[Takeaway]
[Session title]
[Takeaway]
Recommendations
Recommendation
Owner
Target date
Effort
[Action]
[Name]
[Date]
[Low / Med / High]
[Action]
[Name]
[Date]
[Low / Med / High]
[Action]
[Name]
[Date]
[Low / Med / High]
Contacts made
[Peer agencies and staff worth following up with, and why.]
Open questions resolved
[Support or configuration questions answered, and any follow-up required.]
Tool 9
Approval Checklist
Confirm your package is complete before you submit
Checkboxes are for your own tracking on this device and are not saved or sent anywhere.