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

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

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

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

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

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

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

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 responsible making sure Fill in the blanks according to Dialogue 4

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

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

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

How to arrange meetings effectively Before 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 meeting Get to know the attendants take minutes (main idea, motions, result of votes… ) During the meeting Type up the minute Distribute the minute

How to arrange meetings effectively – dialogue 1: luncheon meeting Before 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 meeting Get to know the attendants take minutes (main idea, motions, result of votes… ) During the meeting Type up the minute Distribute the minute Notify: _________ Time: _________ Subject : _________ What to bring: _________ Notify: _________ Time: _________ Subject : _________ What to bring: _________ __________

How to arrange meetings effectively – dialogue 1: luncheon meeting Before 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 meeting Get to know the attendants take minutes (main idea, motions, result of votes… ) During 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 lunch

How to arrange meetings effectively – dialogue 2: a lecture Before 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 meeting Get to know the attendants take minutes (main idea, motions, result of votes… ) During the meeting Type up the minute Distribute the minute Date: _________ Agenda: _________ - _________ - _________ - _________ Date: _________ Agenda: _________ - _________ - _________ - _________ Contact : _____ Reserve: _____ Prepare: _________

How to arrange meetings effectively – dialogue 2: a lecture Before 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 meeting Get to know the attendants take minutes (main idea, motions, result of votes… ) During the meeting Type up the minute Distribute the minute Date: next week Agenda: a welcome speech-give a lecture -a panel discussion - answer the questions Date: next week Agenda: 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

How to arrange meetings effectively – dialogue 3: regular weekly meeting Before 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 meeting Get to know the attendants take minutes (main idea, motions, result of votes… ) During the meeting Type up the minute Distribute the minute Subject: _________ preside over the meeting: _________ - - _________

How to arrange meetings effectively – dialogue 3: regular weekly meeting Before 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 meeting Get to know the attendants take minutes (main idea, motions, result of votes… ) During the meeting Type up the minute Distribute the minute Subject: find a good name for our new product order lunch preside over the meeting: hand out some brain-storming questions -take notes