chapter-one-Conference-Planning-《會展英語》課件

1、Chapter One Conference Planning Chapter One Conference PlanniLearning EmphasisI. Focus Reading: Planning an International Conference II. Situational DialoguesDialogue A: Planning for the Conference Dialogue B: checking the meeting III. Practical Writing: Conference Reception PlanIV. Extended Reading

2、 How to Make a Successful Conference Production Learning EmphasisI. Focus ReaSection I Brainstorming Directions: Look at the photograph below and read the four statements related to the photograph, then choose the statement that best describes the photograph, and then and then answer the question fo

3、llowed. The group of people are _writing a letterchatting onlineholding a meetinghaving dinnerThe purpose of the meeting is _Possible answer: to discuss the affairs about the coming conference.BSection I Brainstorming Direcchapter-one-Conference-Planning-會展英語課件chapter-one-Conference-Planning-會展英語課件W

4、hen to make your first announcement of the meeting.Prepare and print promotional materials (brochures, invitations, etc.)Select caterer/menuSelect entertainment.Select decorations/florist.Determine audio-visual needs.Select overnight accommodations, if needed.Secure transportation if necessary.Revie

5、w and sign necessary contracts.Select and confirm speakers.Finalize your agenda/program.Confirm attendees.Prepare materials to be shipped to event locationSet up on siteRe-confirm detailsEnjoy the meeting.When to make your first announDetermine what vendors you need to work with. These could include

6、, but are certainly not limited to: caterers, entertainers, florists, photographers, printers, registration assistants and audio-visual supplier.Determine if you need any special licenses or permits to host your meeting. This could be anything from arranging fees and permission for using recorded mu

7、sic to arranging to have sections of a major street blocked off for traffic control.Determine what vendors you neePublic relations. How do you plan to publicize your meeting? Are you going to the local cark shop to get pri-printed invitations? Or do you need to develop a promotional brochure to be m

8、ailed to your potential attendees.Ask yourself of you are planning to notify the media. Is your meeting something that would be of interest to the general public? Or do your prefer for the meeting to remain private?Not all of these suggestions will apply to your meeting. Some will. Some will not. Bu

9、t by using these tips you can develop a checklist of your own.Most importantly, be flexible; realize from the start that not everything will go as planned. But in many cases, you will be the only one to know that.At almost every meeting, there comes a time when you can no longer control what happens

10、. Youve done all the planning, made all the preparations. The meeting will happen, one way or another.Public relations. NOTEStop priority 應(yīng)予優(yōu)先考慮的事take .along with 讓。一起（一同）keep in mind 牢記confirm attendees 確定參會人員Determine if you need any special licenses or permits to host your meeting. 要確定你所舉辦的會議是否需要

11、特別許可。This could be anything from arranging fees and permission for using recorded music to arranging to have sections of a major street blocked off for traffic control. 特別許可可能包括任何費用、使用錄音的音樂和為了控制交通而阻隔主要街道的路斷。NOTEStop priority 應(yīng)予優(yōu)先考慮的事Each meeting is different, but there are some similarities in the w

12、ay you can approach the planning process.每一個都不同，但總有些相似點。通過這些相似點你可以來處理策劃會議的步驟。This could be as simple as planning to mow the back yard or may involve a visit to another city to view hotel and convention space.這（指選擇會議的時間和地點）和計劃除掉后院的草一樣和簡單，或是包括到另一個城市查看酒店和會址。Set up a project timeline with specific tasks

13、 that must be accomplished by specific dates.設(shè)定一個計劃時間表，包括在具體日期必須完成的具體任務(wù)。Each meeting is different, but會議注冊、登記優(yōu)先權(quán)類似點，相似之處娛樂許可 供貨商 車間、工廠 一覽表 稅收 時間表 出席者ExercisesI.Match the words on the left with their meanings on the right. 會議注冊、登記優(yōu)先權(quán)類似點，相似之處娛樂許可 供貨商 車間、工廠 一覽表 稅收 時間表 出席者entertainmentturnoutpriorityreg

14、istrationworkshop vendortimelineconferencepermissionRevenueSimilaritychecklis會議ExercisesI.Match the words II. Decide whether the following statements are true or false based on the text. ( ) Planning an international meeting can be a discouraging task. ( ) When you begin to plan a meeting, setting t

15、he meeting budget is a top priority. ( ) When you set up a project timeline with specific tasks, it is not necessary for you to select and confirm speakers. ( ) The most important thing is to be flexible during a meeting. ( ) When everything is well prepared in advance, the meeting is going as plann

16、ed definitely. TTTFFII. Decide whether the followiSection III Situational DialoguesSuggestion:This part is to show how to plan for a Conference In this part, it is suggested that the students be divided into groups of two and imitate the dialogue. Section III Situational DialoDialogue A. Planning fo

17、r the ConferenceThe Washington Conference Center will hold a conference several days later. So this conference center is planning for it. Now the talking is between the General Manager of the Washington Conference Center, Mrs. Zhang and the Service Manager Mr. Green. Mrs. Zhang: Good morning, Mr. Gr

18、een.Mr. Green: Good morning, Mrs. Zhang.Mrs. Zhang: Well, I want to discuss something with you.Mr. Green:Yes?Mrs. Zhang: Our company will host a conference. And this conference is very important; I hope you can pay more attention to it.Dialogue A. Planning for the CMr. Green:Yes, madam. What kind of

19、 conference?Mrs. Zhang: About the communication of academics between many universities.Mr. Green:Well, I understand.Mrs. Zhang: May be 200 participators.Mr. Green:Oh, we can use our No. 1 conference room. I think it is big enough.Mrs. Zhang: They need cordless microphone.Mr. Green:Yes, I think so. I

20、 will prepare soon.Mrs. Zhang: And their hotel.Mr. Green:Yes, I will arrange it. Maybe our hotel can accommodate them all.Mrs. Zhang: I hope you take the responsibility for the service about the entire process.Mr. Green:I will.Mrs. Zhang: I will give you the details about this conference later.Mr. G

21、reen: OK, I arrange everything right now.Mr. Green:Yes, madam. What kinDialogue B. checking the meeting Mr. Smith, who is a meeting planner from Golden Pool Company, reserved a meeting at the sunshine International Hotel. He is checking whether everything is ready two days before the meeting. Ms. Wa

22、ng, one of the clerks accompanies him. . Ms. Wang: Hi, Mr Smith. Hows it going?Mr Smith: HeIIo,Nancy. Im fine,but.l am too busy preparing the meeting for the day after tomorrow. So, I must finish the inspection today.Ms. Wang:Take it easy. If there are any problems, Ill be in charge of dealing with

23、them. OK, lets beglin with the general setting of the meeting site.Mr Smith: Um, it seems that everything is in good order. The decorations are attractive.l think the attenderes will like them.,Ms. Wang:We just had them done yesterday .Dialogue B. checking the meetiMr Smith: Thats very kind of you,M

24、s. Wang. O, look! There seems to be a mistake in the streamer. The letter “a should be “O” in the word “enviranment”.Ms. Wang:Oh,l am terribly sorry about that. Well correct it soon.Mr Smith: That would be fine. I would like to see whether the microphones work properly. Oh, the sound quality is not

25、so good.Ms. Wang:Um,let me adjust it now. Is that better now?Mr Smith: Yes. It souncls perfect now. Thank you! How about the two interpreters? Are they qualified for simultaneous interpretation?Ms. Wang:Of course. Both of them are very experienced.Mr Smith: Thats great. Do you think it is possible f

26、or you to make a11 the corrections before the meeting?Ms. Wang:No problem!Mr Smith: Thats very kind of Notes1. I hope you take the responsibility for the service about the entire process.我希望你負責(zé)本次會議的全程服務(wù)。2. Hows it going? 一切可好（日子過得怎樣）?3. It seems that everything is in good order.看起來一切都有條不紊，情況正常。Notes

27、Language in Use（commonly used sentences in invitation）1. Im wondering if you could help us to handle it.我想知道你們是否可以幫助我們處理一下.2. Our hotel offers all kinds of conference services. 我們酒店提供各種會議服務(wù).3. This is John calling from ABC Company. Our company is planning to hold a four-day annual finance meeting. I

28、m wondering if you could help us out. 我是ABC公司的John, 我們公司打算召開一個這期四天的財務(wù)年會.我想知道貴酒店是否可以承辦.Language in Use（commonly used 4.We have a great variety of guest rooms, including presidential suits, single rooms and standard rooms. 我們有很多類型的客房,包括總統(tǒng)套房,單 人間和標(biāo)準間. 5. We need a big meeting hall and a dinning room th

29、at can accommodate 60 people. 我們需要一個大的會議廳和一個可以容納 60人的餐廳.6. We also need a toastmaster capable of speaking English and Chinese. 我們需要一個能講中英文的會議主持人.4.We have a great variety of gExercisesI. Filling in the BlanksComplete the following sentences with words or expressions given in the box.charge responsib

30、ility host qualified order 1. Our company will a conference. 2. I hope you take the for the service about the entire process. 3. Ill be in of dealing with them. 4. Are they for simultaneous interpretation? hostresponsibilitychargequalifiedExercisesI. Filling in the Bla Section IV Practical WritingCo

31、nference Reception Plan Section IV Practical WSample 1The 12th International Conference on the History of Science in China Conference Reception Plan 1. Conference site (hotels to select in)Four- star: Hanming Hotel, Bifeng Hotel, Jiajia HotelThree- star: Shenghua Hotel, Tianbao Hotel, Huacheng Hotel

32、Two- star: Huiyuan Hotel, Sihai Hotel, Huilong Hotel2. Time of the conference: September 15- September 203. Conference room arrangement follows the request of the conference organizers, which may include acoustics, multimedia, flowers, fruits, cigarettes, tea, towel, etc.Sample 1The 12th Internation

33、al4. Safeguard measures during the conference: A: Station welcome: Arrange staffs to welcome guests who have informed of the numbers of the flights or trains in advance with name badges.Arrange staffs to welcome guests who have not informed of the trip plan for two whole days at the airport and the

34、station with conference badges.B: check in: The company arranges the registration and check-in.3 conference work personnel (wearing the brands) neededC: Conference material: Get while registration.D: Collective photo-taking: The organizer informs and the conference company arranges the time.E: Makin

35、g of the conference gifts, conference badges and communication lists: Put forward by the conference organizers and carried out by the conference company.4. Safeguard measures during tF: The media, the reporter inviting: Informed by the conference organizers and carried out by the conference company.

36、G: Reception cocktail party, tea resting, snacks, drinks and VCD fabrication: Arranged by the conference company. H: Parking: The conference company and the hotel arrange through consulting, and the fees should be paid by the conference company. I: Return ticket: Arranged by the conference affair co

37、mmittee when registration. J: Investigation after the conference will be arranged by the company tourism reception departments.F: The media, the reporter inv5. Invoice issuing: Standard company tax invoice issued by the company. 6. Post-conference service: After the conference and the withdrawal of

38、the organizers, guests staying with other reasons should be received by the conference company until their leaving.5. Invoice issuing: Sample 2VLDB CONFERENCE PLAN AND CHECKPOINTSNumbers at the beginning of a line are suggested number of weeks prior to (-) or after (+) the Conference. Numbers are ap

39、proximations only and may vary according to local conditions.Sample 2VLDB CONFERENCE PLAN A-51First Conference proposal sent to the Endowment.-48First Conference proposal presented to the Endowment.-39Final Conference proposal sent to the Endowment including preliminary budget, Conference officers a

40、nd committees, date and site.Confirmation by the Endowment.-36Presentation of the Final Conference proposal to the Endowment.-28Status report sent to the Endowment including a more refined and updated budget and sponsorship status.-26Status report presented to the Endowment.-24Select hotels, contrac

41、t with professional organizer if needed.-23Conference topics, first draft of Call-for-Papers.Start assembling PC members-51First Conference proposal -18Program Committee complete.Call-for-Papers, final draft.Approach professional organizations for cooperation.Planning for exhibits.-17First printing,

42、 Call-for-Papers-15Call-for-Papers shipping to SIGMOD and other database conferences.Revised budget.Approach sponsors and supporters for written commitments.All committees in place.Planning for General Tutorials.Tentative social activity plan.Prepare to get mailing list.Print letterhead stationary.-

43、13Complete sponsorships, supports and cooperations.Call-for-Papers shipping to prior VLDB Conference.Release Call-for-Papers to Journals for advertising.Mailing list in place. General Tutorials in place.-18Program Committee complete-12Status report to the Endowment including an updated budget, spons

44、orship status, complete list of committees and state of preparations.Distribute Call-for-Papers at prior VLDB.Distribute Call-for-Papers to individuals using mailing list.-10Featured speakers set.Travel fund support solicited.Program Committee plan in place (including refereeing, Proceedings printin

45、g, shipping, typing mats, editing, etc.).Status and budget review.-7Local arrangment plan in place for registration, conference room, and equipment.Social activity plan in place.-7/-6Deadline for paper submission (Program Committee).Papers to referees and Program Committee.-5Refereeing process compl

46、ete.Prepare Advance Program.Advance Program to printer.chapter-one-Conference-Planning-會展英語課件-4Program Committee meetings complete, scientific program finalized.Notices of acceptance sent.Authors kits to authors.Advanced Program including travel information sent to Journals for advertising.Advance P

47、rogram to Coordinators.Prepare for mailing Advance Programs.Prepare final program for printing.Conference Executive Committee to finalize program Status and Budget.-3.5Notices of rejection sent.Mail advance programs.Registration plan implemented (prepare packages for registration).-3Camera ready pap

48、ers received.Proceedings to printer.Review Conference site arrangements and reserve meeting and speakers rooms.Final lecture hall assignments.-4Program Committee meetings -2.5Mail final program.Pre-registration deadline.-2Proceedings printed.-1Local registration facility and details set.Audio and vi

49、sual equipment arranged and Conference site detailed check.Paint signs for Conference.Last minute program changes.-0.5Check hotel bucking status.Prepare kits for non-preregistered people.Prepare kits for pre-registered people containing last minute update information.Check pre-registration list and kit mailing.Prepare badges.Arrange Conference reception and banquet.-2.5Mail final program.-0.2Final status review and last minute touc