1、Chapter One Conference Planning Learning Emphasis I.Focus Reading:Planning an International Conference II.Situational Dialogues Dialogue A:Planning for the Conference Dialogue B:checking the meeting III.Practical Writing:Conference Reception Plan IV.Extended Reading How to Make a Successful Conferen
2、ce Production Section 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 followed.The group of people are _writing a letterchatting onlinehol
3、ding a meetinghaving dinnerThe purpose of the meeting is _Possible answer:to discuss the affairs about the coming conference.BWhen to make your first announcement of the meeting.Prepare and print promotional materials(brochures,invitations,etc.)Select caterer/menuSelect entertainment.Select decorati
4、ons/florist.Determine audio-visual needs.Select overnight accommodations,if needed.Secure transportation if necessary.Review 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-confi
5、rm detailsEnjoy the meeting.Determine what vendors you need to work with.These could include,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 mee
6、ting.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.Public relations.How do you plan to publicize your meeting?Are you going to the local cark shop to get pri-printed invitations?Or do
7、 you need to develop a promotional brochure to be mailed 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 ap
8、ply to your meeting.Some will.Some will not.But 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 wh
9、en you can no longer control what happens.Youve done all the planning,made all the preparations.The meeting will happen,one way or another.NOTEStop priority 应予优先考虑的事take.along with 让。一起（一同）keep in mind 牢记confirm attendees 确定参会人员Determine if you need any special licenses or permits to host your meeti
10、ng.要确定你所举办的会议是否需要特别许可。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.特别许可可能包括任何费用、使用录音的音乐和为了控制交通而阻隔主要街道的路断。Each meeting is different,but there are some similarities in the way you can
11、approach the planning process.每一个都不同，但总有些相似点。通过这些相似点你可以来处理策划会议的步骤。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.这（指选择会议的时间和地点）和计划除掉后院的草一样和简单，或是包括到另一个城市查看酒店和会址。Set up a project timeline with specific tasks that must
12、be accomplished by specific dates.设定一个计划时间表，包括在具体日期必须完成的具体任务。会议会议注册、登记注册、登记优先权优先权类似点，相似之处类似点，相似之处娱乐娱乐许可许可 供货商供货商 车间、工厂车间、工厂 一览表一览表 税收税收 时间表时间表 出席者出席者Exercises I.Match the words on the left with their meanings on the right.会议会议注册、登记注册、登记优先权优先权类似点，相似之处类似点，相似之处娱乐娱乐许可许可 供货商供货商 车间、工厂车间、工厂 一览表一览表 税收税收 时间表
13、时间表 出席者出席者entertainmentturnoutpriorityregistrationworkshop vendortimelineconferencepermissionRevenueSimilaritychecklisII.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,setti
14、ng the 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 planned defi
15、nitely.TTTFFSection III Situational Dialogues Suggestion: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.Dialogue A.Planning for the ConferenceThe Washington Conference Center will hold a conferen
16、ce 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.Green.Mr.Green:Good morning,Mrs.Zhang.Mrs.Zhang:Well,I want to discuss something
17、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.Mr.Green:Yes,madam.What kind of conference?Mrs.Zhang:About the communication of academics between many universities.Mr.Green:Well,I understand.Mrs.Zhang:Ma
18、y 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 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 t
19、ake 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.Green:OK,I arrange everything right now.Dialogue B.checking the meeting Mr.Smith,who is a meeting planner from Golden Pool Company,reserved a meeting a
20、t the sunshine International Hotel.He is checking whether everything is ready two days before the meeting.Ms.Wang,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 i
21、nspection today.Ms.Wang:Take it easy.If there are any problems,Ill be in charge of dealing with 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
22、 had them done yesterday.Mr Smith:Thats very kind of you,Ms.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
23、 work properly.Oh,the sound quality is not 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 gre
24、at.Do you think it is possible for you to make a11 the corrections before the meeting?Ms.Wang:No problem!Notes 1.I hope you take the responsibility for the service about the entire process.我希望你负责本次会议的全程服务。2.Hows it going?一切可好（日子过得怎样）?3.It seems that everything is in good order.看起来一切都有条不紊，情况正常。Langua
25、ge in Use（commonly used sentences in invitation）1.Im wondering if you could help us to handle it.我想知道你们是否可以帮助我们处理一下.2.Our hotel offers all kinds of conference services.我们酒店提供各种会议服务.3.This is John calling from ABC Company.Our company is planning to hold a four-day annual finance meeting.Im wondering
26、if you could help us out.我是ABC公司的John,我们公司打算召开一个这期四天的财务年会.我想知道贵酒店是否可以承办.1.4.We have a great variety of guest rooms,including presidential suits,single rooms and standard rooms.1.我们有很多类型的客房,包括总统套房,单 人间和标准间.1.5.We need a big meeting hall and a dinning room that can accommodate 60 people.2.我们需要一个大的会议厅和
27、一个可以容纳 60人的餐厅.1.6.We also need a toastmaster capable of speaking English and Chinese.3.我们需要一个能讲中英文的会议主持人.Exercises I.Filling in the Blanks Complete the following sentences with words or expressions given in the box.charge responsibility host qualified order 1.Our company will a conference.2.I hope y
28、ou take the for the service about the entire process.3.Ill be in of dealing with them.4.Are they for simultaneous interpretation?hostresponsibilitychargequalified Section IV Practical Writing Conference Reception PlanSample 1The 12th International Conference on the History of Science in China Confer
29、ence Reception Plan 1.Conference site(hotels to select in)Four-star:Hanming Hotel,Bifeng Hotel,Jiajia HotelThree-star:Shenghua Hotel,Tianbao Hotel,Huacheng HotelTwo-star:Huiyuan Hotel,Sihai Hotel,Huilong Hotel2.Time of the conference:September 15-September 203.Conference room arrangement follows the
30、 request of the conference organizers,which may include acoustics,multimedia,flowers,fruits,cigarettes,tea,towel,etc.4.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.Arr
31、ange staffs to welcome guests who have not informed of the trip plan for two whole days at the airport and the 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 registratio
32、n.D:Collective photo-taking:The organizer informs and the conference company arranges the time.E:Making of the conference gifts,conference badges and communication lists:Put forward by the conference organizers and carried out by the conference company.F:The media,the reporter inviting:Informed by t
33、he conference organizers and carried out by the conference company.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 compa
34、ny.I:Return ticket:Arranged by the conference affair committee when registration.J:Investigation after the conference will be arranged by the company tourism reception departments.5.Invoice issuing:Standard company tax invoice issued by the company.6.Post-conference service:After the conference and
35、the withdrawal of the organizers,guests staying with other reasons should be received by the conference company until their leaving.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 approximat
36、ions only and may vary according to local conditions.-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 and committees,date and site.Confirmatio
37、n 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,contract with professional organizer if needed.-
38、23Conference topics,first draft of Call-for-Papers.Start assembling PC members-18Program Committee complete.Call-for-Papers,final draft.Approach professional organizations for cooperation.Planning for exhibits.-17First printing,Call-for-Papers-15Call-for-Papers shipping to SIGMOD and other database
39、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.-13Complete sponsorships,supports and cooperations.Call-for-Papers shippin
40、g to prior VLDB Conference.Release Call-for-Papers to Journals for advertising.Mailing list in place.General Tutorials in place.-12Status report to the Endowment including an updated budget,sponsorship status,complete list of committees and state of preparations.Distribute Call-for-Papers at prior V
41、LDB.Distribute Call-for-Papers to individuals using mailing list.-10Featured speakers set.Travel fund support solicited.Program Committee plan in place(including refereeing,Proceedings printing,shipping,typing mats,editing,etc.).Status and budget review.-7Local arrangment plan in place for registrat
42、ion,conference room,and equipment.Social activity plan in place.-7/-6 Deadline for paper submission(Program Committee).Papers to referees and Program Committee.-5Refereeing process complete.Prepare Advance Program.Advance Program to printer.-4Program Committee meetings complete,scientific program fi
43、nalized.Notices of acceptance sent.Authors kits to authors.Advanced Program including travel information sent to Journals for advertising.Advance Program to Coordinators.Prepare for mailing Advance Programs.Prepare final program for printing.Conference Executive Committee to finalize program Status
44、and Budget.-3.5 Notices of rejection sent.Mail advance programs.Registration plan implemented(prepare packages for registration).-3Camera ready papers received.Proceedings to printer.Review Conference site arrangements and reserve meeting and speakers rooms.Final lecture hall assignments.-2.5Mail fi
45、nal program.Pre-registration deadline.-2Proceedings printed.-1Local registration facility and details set.Audio and visual 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 pe
46、ople.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.-0.2Final status review and last minute touch-up.Conference.Preliminary report to Endowment including registration
47、 and financial status.+1 Return of loans to Endowment.+3 Written final report on success and experiences to VLDB Executive Committee.+4 Financial report with all records submitted to Endowment treasurer.Surplus distribution.+12 Final report to Board of Trustees.Section V Extended Reading How to Make
48、 a Successful Conference ProductionExercises I.After reading the text,decide whether the following descriptions are correct.Write“T”for the correct and“F”for the wrong.1.This passage is a brief guide on how to make a successful conference production.()2.If you are inviting people abroad,you must mak
49、e your event venue near a major airport for their convenience.()3.Planning is key to the success of your conference.()4.You will be able to create the right impression with eye-catching stage set design and video presentation solutions all by yourself.()5.A video recording and production company can
50、 film your event and then produce it and edit it into a short film for you.()TTTFTII.Answer the following questions according to the passage.1)How many steps are there in the process of conference production?There are many steps in the process of conference production,but the main areas to focus on
