Module 7 Arranging a Conference conference conference n

Module 7 Arranging a Conference

conference

conference n n n Before At After

preparations You are to hold a meeting of negotiation on sales contract. You are in Hangzhou, and your buyers are from US. There will be 5 delegates.

Location hotel

n interpreter

n agenda

Various meetings 各种类型的会议 n n n n n Staff meeting 部门经理的管理层会议 Project meeting 讨论项目进展的项目会议 Budgeting meeting 讨论预算的预算会议 Teleconference call 与美国总部的电话会议 Video conference 利用视频会议系统 Net-meeting 网络会议 Weekly meeting 周会 Monthly meeting 月例会 Quarterly meeting 季度会议 Annual meeting 年度会

n Press conference

budget

Any logical order n n n n Decide on the budget Decide on the duration Arrange a date Choose a location Invite the delegates Finalize the program details Organize the equipment required (e. g. , overhead projector etc. )

会议组织流程图 n n n n 1. subject of the conference 2. agenda 3. participants 4. venue 5. release information of conference 6. make sure of participation 7. prepare material for the conference 8. chair the conference 9. 形成决议 10. 整理会议记录 11. 审批 12. 下发会议纪要 13. 信息存档, 执行

Useful language

n Course book 1

meetings n Participating in discussions

A. 8. 6 three marketing executives, Jacek, Paul and Anna, talk about a new morning snack called Krakel. Listen to their conversation and underline the correct answer. n n n 1. Who does Jack want to target with the new bar? A. children. B. Rich women. C. Young workers. 2. Jack says more people these days A. do not have breakfast. B. have breakfast on the way to work. C. eat breakfast at home. 3. Krakel contains A. no fruit. B. a bit of fruit. C. a lot of fruit.

n cbbc

n n n 2. 有你喜欢的地方吗? 3. 请告诉我你们的预算 是多少好吗? 4. 你想在什么时候召开 此次会议? 5. 你想将会议安排多久? 6. 你需要几个房间? n n n 2. Do you have a preferred location? 3. Could you tell me what your budget is, please? 4. when do you want to hold the conference? 5. How long would you like it to last? 6. how many rooms will you need?

n n n Arrange / hold a conference Ask for a quotation Decide on a budget Finalize details Invite delegates Make a proposal

n n n Conference booking Conference centre Conference organizer Conference package Conference program Conference room

n n n n Access Accommodation Confirm Duration Location Projector Suitable

Book III 11. 3

agenda, chair, propose, attend, send your apologies, item, vote, any other business (AOB), participants, second, minutes, action points 1. 2. 3. 4. 5. 6. the person in charge of a meeting the people at meeting go to a meeting a list of topics to be discussed one topic on the list the last topic on the list 7. make a suggestion formally 8. support a formal suggestion 9. a method of making a decision 10. an official record of what was said and/or decided 11. say that you cannot go to a meeting 12. what needs to be done after the meeting, and by whom

AGENDA Senior Managers’ Meeting Subject: Changes in working practices DATE 1 July TIME 11. 00 am – 12. 30 pm VENUE Main Board Room, Head Office 1 Bonus scheme 2 Security 3 Open plan office 4 Hot-desking

AGENDA

Why are meetings sometimes either a) successful or b) unsuccessful? n n Good meetings Clear objectives n n Bad meetings Chairperson talks too much

AGENDA Senior Managers’ Meeting Subject: DATE TIME VENUE 1 2 3 4

AGENDA Senior Managers’ Meeting Subject: Changes in working practices DATE 1 July TIME 11. 00 am – 12. 30 pm VENUE Main Board Room, Head Office 1 Bonus scheme 2 Security 3 Open plan office 4 Hot-desking

Take a Minutes

Minutes of the meeting to discuss plans for Seattle conference Delegates: Robert Samuelson (Chair), Dahlia Zille, Hugo Sata Date: 27 th November Venue: Room 303 A RS opened the meeting and suggested that someone should arrive two days early to set up. HS disagreed and suggested that one day was enough time. DZ agreed to arrive on the 7 th. DZ confirmed that she had already booked a hotel and would book the flights. RS wanted to discuss the issue of sponsoring an event for delegates. HS suggested that a lunchtime event might attract more visitors to the exhibition stand. Everyone agreed and RS said he would give HS a budget. DZ realized the issue of the incorrect price lists. It was agreed that RS would make new price lists and include some offers.

Useful language black II 4. 4 purple III 11. 3

CHAIRPERSON

Beginning the meeting n n Can we start please? Right, let’s begin.

Stating the aim n n n The main aim of the meeting is to… The purpose of this meeting is to… Our main purpose will be to explore your views…

Asking for comments n n What do you think? How do you feel about this?

Change the item n n Let’s move on now to… The next item on the agenda is…

Clarifying n n n What do you mean by…? Sorry, I don’t quite understand. Can you explain it a bit more clearly? What exactly do you mean? Can I get this clear?

Summarising n n OK, let’s summarise. Right, let’s recap…

PARTICIPANTS

Giving opinions n n n I think… I’m in favor of… I really think we need a report. Shouldn’t we have more information? We feel… is the best way to… I’m just not happy about this proposal.

Questioning opinions n How do you feel about this, Nancy?

Making suggestions n n Perhaps we should… We could…

Agreeing n n n I think you’re right. I (totally) agree. I agree with Max. I think so too. Yes, that’s true I suppose. You’ve got a point there.

Disagreeing n n I don’t know about that. (I’m afraid) I don’t agree. Point take, but surely…is an important factor? I really can’t agree with you there.

Interrupting n n Hold on (a moment). Can I say something?

Dealing with interruptions n n Can I finish the point? Let Stefan finish please, Max.

Requesting action n n Can you arrange a meeting? Would you prepare a short report please?

4 n n n n n hold a brief meeting run the meeting see your point attend the meeting set the agenda take minutes move on to the next item on the agenda go along with somebody on the point reach an agreement give a short presentation

Arrangements for sales meeting of international business

A. 8. 6 Listen to the conversation again. Complete the extracts. n n n 1. sorry, paul, I don’t ____ with you. 2. I ____ we need to target young working people. 3. You’re ____. There is a big market for morning snacks. 4. How do you ____ about this, Anna? 5. I really ____ the idea. 6. OK. ____ call a meeting and talk to the rest of the department.

Useful language

agreeing n n You’re right. I really like the idea.

disagreeing n n (sorry) I don’t agree with you. I’m afraid I don’t agree.

Asking for an opinion n n What do you think? How do you feel about this?

Giving an opinion n n I think… In my opinion…

Making a suggestion n n Let’s… How about…

EMPLOYEE n n n n n Describing the problem There’s too much… There isn’t enough… Emphasising the problem It’s really important… We need to… Making suggestions Why don’t you…? We could… MANAGER n n n n n Responding I’m sorry but… I understand but… Explaining the reasons The problem is… The reason is… Responding Ok. I’ll think about it. All right. I’ll get back to you.

Thank you!