旅馆

Unit 4 Meeting arrangements

Task 2: Preparation for a Meeting会议筹备

旅馆

Key words and expressions: Dialogue 1

notify 通知Tremendously 猛烈地

recession 萧条be concerned

about 关心

assure 保证fiscal 财政上的

memo-pad 备忘录

旅馆

• What kind of meeting are we going to hold among the department directors ?

• What subject should we choose?

• Why will the meeting be held?

• What time is the meeting going to begin?

• What will every participant need to bring to the meeting ？

• What should the secretary do ？

Answer the following questions according to dialogue 1 Answer the following questions according to dialogue 1

旅馆

• A: Georgia, I have told you to _______ David Morgan, an American Economist I met at Guangzhou Fair. How is everything going now?

• B: He has _________ to give our staff a lecture next week.

• A: What is he going to talk about?• B: The opportunities and __________ a

Chinese company like us might face after China’s entry into WTO. He will give a lecture first, then our staff can take part in a _______________ （小组讨论） , and finally he will answer the questions _______ by our staff.

contact

promised

challenges

panel discussion

raised

Fill in the blanks according to Dialogue 2 Fill in the blanks according to Dialogue 2

旅馆

• B: Great. I’ll give a welcome speech at the beginning. You’d better ________ the agenda.

• A ： I will, Mr. Miller.• B: Our conference room is too small. Will you

_______ （预定） the international conference hall in the Galaxy Hotel ( 天河酒店 )?

• A: No problem.• B: What ______________ ( 增补者，增补物 )

equipment does Mr. Morgan need for his lecture?

• A: He said he would use some PowerPoint slides ( 幻灯片 ) in his lectures and an _________projector as well. I will see to it.

reserve

supplementary

overhead

type out

旅馆

Key words and expressions: Dialogue 3

regular weekly meeting 每周例会come up 发生；发现

a couple of days 两天all the attendants 所有与会者

preside over the meeting 主持会议brain-storming questions 头脑风暴问题hand out these questions 提出问题

I won’t disappoint you 我不会让你失望

旅馆

• P ： Georgia, have you ______the conference room yet?

• G ： Mr. Miller, I’m sorry it has been ________ by the sales department for the monthly sales meeting.

• P ： Oh, I forgot, Mr. Parson told me that. Well, how about ____________ our training session to 3 p.m. this afternoon?

• G ： OK, I’ll see to it.• P ： Let me see. The R&D department （研发

部） has asked to ____________ our training session （培训课） just now.

set up

occupied

putting off

take part in

Dialogue 4: （会议时间、参会人员变更）Fill in the blanks according to Dialogue 4 Fill in the blanks according to Dialogue 4

旅馆

• So we need to _________ the seating plan?

• Yes. You need to prepare more chairs, glasses, pencils, and paper as well.

• Should we _____ tea during the session?

• Yes. You can _______ that with some tea ladies.

• Anything else you want me to do?

• You need to be personally __________ for ___________ the conference room is ready before 2:30 p.m..

• No problem.

rearrange

serve

arrange

responsiblemaking sure

Fill in the blanks according to Dialogue 4 Fill in the blanks according to Dialogue 4

旅馆

• concern promise reserve occupy raise arrange responsible challenge serve

• He ________ her some jewels for her birthday.

• You'd better not _______ yourself in such things.

• All the front seats are ________ for foreign guests.

• These activities ________ most of her time.

• I have ________ to meet Tim at the station.

arrangedoccupied

reserved

concern

promised

Supplementary exercise: Fill in the blanksSupplementary exercise: Fill in the blanks

旅馆

• The level of our scientific research has been _______ .

• I am not __________ to you for my actions.

• He __________ me to another game of chess.

• The scientist ______ the country for 32 years.

raised

responsible

challenged

served

旅馆

• set up type out put off come up• preside over hand out make sure • The conference was ________ over by the chairman

. • The doctor keeps ___________ warnings about

smoking.• I __________ you would come today.

• Never _______ till tomorrow what you can do today.• _______ the mosquito net before you make the bed.• His secretary ___________ the report.

presided

handing out

made sure

Set up

typed out

put off

旅馆

How to arrange meetings effectively

Before the meetingBefore the meeting

• fixing the date, the venue, the seats, • Prepare the use of services (laptop, microphone, meeting)• Send meeting notices (venue, date, time, agenda)

After the meetingAfter the meeting

• Get to know the attendants• take minutes (main idea, motions, result of votes… )

During the meetingDuring the meeting

• Type up the minute Distribute the minute

旅馆

How to arrange meetings effectively – dialogue 1: luncheon meeting

Before the meetingBefore the meeting

• fixing the date, the venue, the seats, • Prepare the use of services (laptop, microphone, meeting)• Send meeting notices (venue, date, time, agenda)

After the meetingAfter the meeting

• Get to know the attendants• take minutes (main idea, motions, result of votes… )

During the meetingDuring the meeting

• Type up the minute Distribute the minute

Notify: _________Time: _________

Subject : _________

What to bring: _________

Notify: _________Time: _________

Subject : _________

What to bring: _________

____________________

旅馆

How to arrange meetings effectively – dialogue 1: luncheon meeting

Before the meetingBefore the meeting

• fixing the date, the venue, the seats, • Prepare the use of services (laptop, microphone, meeting)• Send meeting notices (venue, date, time, agenda)

After the meetingAfter the meeting

• Get to know the attendants• take minutes (main idea, motions, result of votes… )

During the meetingDuring the meeting

• Type up the minute Distribute the minute

Notify: the department directors Time: 11 o’clock -1 p.m. Subject : work out a solution to go through the global economic recession What to bring: a sales report

Notify: the department directors Time: 11 o’clock -1 p.m. Subject : work out a solution to go through the global economic recession What to bring: a sales report

order lunchorder lunch

旅馆

How to arrange meetings effectively – dialogue 2: a lecture

Before the meetingBefore the meeting

• fixing the date, the venue, the seats• Prepare the use of services (laptop, microphone, meeting)• Send meeting notices (venue, date, time, agenda)

After the meetingAfter the meeting

• Get to know the attendants• take minutes (main idea, motions, result of votes… )

During the meetingDuring the meeting

• Type up the minute Distribute the minute

Date: _________ Agenda: _________ - _________ - _________ - _________

Date: _________ Agenda: _________ - _________ - _________ - _________

Contact : _____ Reserve: _____

Contact : _____ Reserve: _____

Prepare: _________Prepare: _________

旅馆

How to arrange meetings effectively – dialogue 2: a lecture

Before the meetingBefore the meeting

• fixing the date, the venue, the seats• Prepare the use of services (laptop, microphone, meeting)• Send meeting notices (venue, date, time, agenda)

After the meetingAfter the meeting

• Get to know the attendants• take minutes (main idea, motions, result of votes… )

During the meetingDuring the meeting

• Type up the minute Distribute the minute

Date: next weekAgenda: a welcome speech-give a lecture -a panel discussion -answer the questions

Date: next weekAgenda: a welcome speech-give a lecture -a panel discussion -answer the questions

Contact: lecturer Reserve: conference room

Contact: lecturer Reserve: conference room

Prepare: an overhead projector

Prepare: an overhead projector

旅馆

How to arrange meetings effectively – dialogue 3: regular weekly meeting

Before the meetingBefore the meeting

• fixing the date, the venue, the seats, • Prepare the use of services (laptop, microphone, meeting)• Send meeting notices (venue, date, time, agenda)

After the meetingAfter the meeting

• Get to know the attendants• take minutes (main idea, motions, result of votes… )

During the meetingDuring the meeting

• Type up the minute Distribute the minute

Subject: _________Subject: _________

preside over the meeting: _________ -- _________

preside over the meeting: _________ -- _________

旅馆

How to arrange meetings effectively – dialogue 3: regular weekly meeting

Before the meetingBefore the meeting

• fixing the date, the venue, the seats, • Prepare the use of services (laptop, microphone, meeting)• Send meeting notices (venue, date, time, agenda)

After the meetingAfter the meeting

• Get to know the attendants• take minutes (main idea, motions, result of votes… )

During the meetingDuring the meeting

• Type up the minute Distribute the minute

Subject: find a good name for our new product

Subject: find a good name for our new product

order lunchorder lunch

preside over the meeting: hand out some brain-storming questions -take notes

preside over the meeting: hand out some brain-storming questions -take notes

旅馆