(
http://www.kumoricon.org/files/forms/2011/staff_registration_2011.pdf is where to find the form, by the way.)
If you're going to be at the meeting and he's already gotten approval from the director of that department, you can kill three birds with one stone if you can get him to give you his registration form and payment.
If he hasn't already gotten approval, then it gets considerably more tricky. It
might still be possible, though, especially if he's already talked to a manager or above who's in the chain of command for his position.
If he hasn't talked to anyone yet... well, does he have to work past the end of the meeting? If not, there's a good chance that the director would still be there. No guarantee, but there's a good chance.