Unit 4 Meeting arrangements

1. Unit 4 Meeting arrangements Task 2: Preparation for a Meeting 会议筹备

2. Key words and expressions: Dialogue 1

3. Answer the following questions according to dialogue 1 • 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 ？

4. Fill in the blanks according to Dialogue 2 contact • 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. promised challenges panel discussion raised

5. type out • 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

6. Key words and expressions: Dialogue 3

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

8. Fill in the blanks according to Dialogue 4 rearrange • 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. serve arrange responsible making sure

9. Supplementary exercise: Fill in the blanks • 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. promised concern reserved occupied arranged

10. 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

11. set uptype 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 put off Set up typed out

12. After the meeting During the meeting Before the meeting How to arrange meetings effectively • fixing the date, the venue, the seats, • Prepare the use of services (laptop, microphone, meeting) • Send meeting notices (venue, date, time, agenda) • Get to know the attendants • take minutes (main idea, motions, result of votes… ) • Type up the minute Distribute the minute

13. After the meeting During the meeting Before the meeting How to arrange meetings effectively – dialogue 1: luncheon meeting • fixing the date, the venue, the seats, • Prepare the use of services (laptop, microphone, meeting) • Send meeting notices (venue, date, time, agenda) __________ Notify: _________ Time: _________ Subject : _________ What to bring: _________ • Get to know the attendants • take minutes (main idea, motions, result of votes… ) • Type up the minute Distribute the minute

14. After the meeting During the meeting Before the meeting How to arrange meetings effectively – dialogue 1: luncheon meeting • fixing the date, the venue, the seats, • Prepare the use of services (laptop, microphone, meeting) • Send meeting notices (venue, date, time, agenda) order lunch 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 • Get to know the attendants • take minutes (main idea, motions, result of votes… ) • Type up the minute Distribute the minute

15. After the meeting During the meeting Before the meeting How to arrange meetings effectively – dialogue 2: a lecture Contact : _____ Reserve: _____ • fixing the date, the venue, the seats • Prepare the use of services (laptop, microphone, meeting) • Send meeting notices (venue, date, time, agenda) Date: _________ Agenda: _________ - _________ - _________ - _________ Prepare: _________ • Get to know the attendants • take minutes (main idea, motions, result of votes… ) • Type up the minute Distribute the minute

16. After the meeting During the meeting Before the meeting How to arrange meetings effectively – dialogue 2: a lecture Contact: lecturer Reserve: conference room • fixing the date, the venue, the seats • Prepare the use of services (laptop, microphone, meeting) • Send meeting notices (venue, date, time, agenda) Date: next week Agenda: a welcome speech-give a lecture -a panel discussion -answer the questions Prepare: an overhead projector • Get to know the attendants • take minutes (main idea, motions, result of votes… ) • Type up the minute Distribute the minute

17. After the meeting During the meeting Before the meeting How to arrange meetings effectively – dialogue 3: regular weekly meeting • fixing the date, the venue, the seats, • Prepare the use of services (laptop, microphone, meeting) • Send meeting notices (venue, date, time, agenda) Subject: _________ • Get to know the attendants • take minutes (main idea, motions, result of votes… ) preside over the meeting: _________ -- _________ • Type up the minute Distribute the minute

18. After the meeting During the meeting Before the meeting How to arrange meetings effectively – dialogue 3: regular weekly meeting • fixing the date, the venue, the seats, • Prepare the use of services (laptop, microphone, meeting) • Send meeting notices (venue, date, time, agenda) order lunch Subject: find a good name for our new product • Get to know the attendants • take minutes (main idea, motions, result of votes… ) preside over the meeting: hand out some brain-storming questions -take notes • Type up the minute Distribute the minute

19. Thank You !