国际商务英语Chapter_14_Meeting_Preparation_Conduction_and_Attendance教材教学课件.pptVIP

Chapter 14 Meeting Preparation, Conduction and Attendance Chapter 14 Meeting Preparation, Conduction and Attendance 1 Preparation 2 Conduction 3 Attendance 1 Preparation 1.1 Preparation as Organizers 1.2 Preparation as Participants 1.1 Preparation as Organizers To hold a large group meeting, the organizer needs a detailed plan with many factors considered as follows: Is the registration process efficient so that all the participants can walk through quickly painlessly before the meeting starts? Make sure everything is ready: the meeting badge, the meeting packet with all the necessary items like conference programs, a layout of convention center/place, ball-pens and meeting papers, and meal tickets. Is the publicity adequate so that the conference attracts the largest possible audience? Is the location for the meeting appropriate? Are the meeting sites large enough? Are the space arrangements for the conference programs the best possible? Are audio-visual equipment and other convention facilities available and in good maintenance? Are the meals and breaks well planned? Have overnight accommodations been arranged? How is the budget allocated? Is it adequate enough to cover all the expected and planned items and some contingencies? Have the speakers been confirmed so that the conference can proceed smoothly as planned in the conference programs? To enhance efficiency in the meetings, the organizer has to make sure that a meeting is justifiably necessary by asking some questions as follows: (1) Is there a compelling reason for a meeting? Could the matter be handled just as well over the phone, by a memo, email or fax? Or could it be handled as well by one or more people without the need to consult others or cooperate with others? Are key people and material available ? Are all the participants, especially the key ones, well prepared for the meeting? (2) Is the job beyond the capacity of one person? Does it call for more information than any