外事接待实务英语课件Module One.ppt

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1、Module OneModule One Preparing for the Reception 接待准备接待准备ContentsTask 1 Making Room ReservationsExtended TasksTask 2 Preparing Gifts for Foreign GuestsTask 3 Arranging Initial MeetingsWarm Up 1.Vocabulary Match the following English words with their Chinese Equivalents.1.reception A.礼物2.reserve a ro

2、omB.购物3.business cardC.观光4.make introductionsD.欢迎晚宴5.welcoming dinner E.介绍6.sightseeingF.预定房间7.shoppingG.名片8.giftH.接待HFGEDCBAWarm Up 2.Pair Work Discuss with your partner the following questions and then present your viewpoints to the class.Have you ever received a foreign guest?Talk about your expe

3、rience with your partner.What should you prepare before you are going to receive a foreign guest?What are the typical stages of receiving guests in your viewpoint?Task 1 Making Room Reservations for Foreign Guests vActivity 1 Pair work vWhatshouldyoutakeintoconsiderationwhenmakingreservationsforfore

4、ignguestsinahotel?Youcandiscussitwithyourpartnerfromthefollowingaspects.l1)Numberofguestsl2)Nameoftheguestsl3)Durationofstayl4)Typeandnumberofroomsl5)Serviceandfacilitiesthehotelcanofferl6)ThewaytopayTask 1 Making Room Reservations for Foreign GuestsvActivity 2 Listening vListentothefollowingdialogu

5、eaboutroomreservationandanswerthefollowingquestions1.Howmanyroomsdoesthecallerreserve?A.Thecallerreservesoneroom.B.Thecallerreservestworooms.C.Thecallerreservesthreerooms.D.Thecallerreservesfourrooms.2.Whatisthenameofthehotel?A.TheRiversideHotelB.TheWhiteSwanHotelC.TheGardenHotelD.TheBaiyunHotelAnsw

6、er and Tape scriptActivity 2 Listening3.Whichoneofthefollowingisnotthefacilityofferedbythehotel?A.satelliteTVB.coffeeandteamakingfacilitiesC.SeparatetoiletandshowerstallD.safedepositbox4.Howlongwilltheguestsstaythere?A.TheguestwillstaythereforthreenightsB.TheguestwillstaythereforfournightsC.Theguest

7、willstaythereforfivenightsD.Theguestwillstaythereforsixnights5.Howlongwilltheguestsstaythere?A.TheguestwillstaythereforthreenightsB.TheguestwillstaythereforfournightsC.TheguestwillstaythereforfivenightsD.TheguestwillstaythereforsixnightsHotel:TheGardenHotel,goodafternoon.CanIhelpyou?Caller:Goodafter

8、noon.Yes,Idliketoinquirewhethertherearetwodoubleroomsavailablefrom20Juneto25June.Hotel:Justaminute-Illputyouthroughtothereservation.Reservations:Reservations,Mrs.Elbespeaking.Caller:Mercado,EleanoreMercabospeaking,Idliketoknowwhetherthereare2doubleroomsavailablefrom20Junefor5nights.Reservations:lets

9、havealook.Well,thereisoneavailablewithbalconyandonewithoutbalcony.Caller:Thatsfine.Whatotheramenitiesdoestheroomoffer?Reservations:ThereisasatelliteTV,coffeeandteamakingfacilities,abathrobeandbathslippers,aseparatetoiletandshowerstall,and24hroomservice.Youcanchoosebetweenaqueensizebedortwinbeds.Call

10、er:Theroomwithbalconyshouldbeequippedwithaqueensizebed,theotheronewithtwinbedsplease.Reservations:Whatsyournameplease?Caller:M-E-R-C-A-D-OReservations:Thankyou.Bedwithbreakorhalfboard?Caller:Weonlytakebreakfast.Reservations:Willyoubepayingbycreditcard?Caller:Yes,visa,mynumberis6897543876Reservations

11、:Thankspleaseletmeknowyourmailaddressorfaxforyoutosignit.Thenpleasefaxitbacktous.Caller:PReservations:Thanks.Wearelookingforwardtoseeingyouhere.Caller:Goodbye.Reservations:Goodbye.Answers:1.B2.C3.D4.D5.BActivity 3 ListeningListentothefollowingdialogueandfillinthegaps.ChenYang,thesalesmanagerofABCCom

12、pany,iscallingtobookaroomforherforeignguestintheWhiteSwanHotel.Receptionist：Goodafternoon!_1_.MayIHelpyou?ChenYang:Yes,Idliketo_2_,please.Receptionist:Certainly.Whenfor,madam?ChenYang:Marchthe23rd.Receptionist:Howlongwillyoustay?ChenYang:_3_.Receptionist:Whatkindofroomwouldyoulike,madam?ChenYang:Er_

13、4_IdappreciateitifyoucouldgivemearoomwithaviewoverthePearlRiver.Receptionist:Certainly,madam.Illjustcheckwhatwehave_5_.Yes;wehavearoomonthe4thfloorwithareallysplendidview.Activity 3 ListeningChenYang:Fine,howmuchisthe_6_?Receptionist:Wouldyoulikebreakfast?ChenYang:No,thanks.Receptionist:Its500Yuanpe

14、rnight.ChenYang:Thatsfine.Receptionist:Whosthebookingfor,please,madam?ChenYang:Mr.andMrs.Ryefield,thatsR-Y-E-F-I-E-L-D.Receptionist:Okay,letmemakesureIgotthat:Mr.andMrs.Ryefield.DoublewithbathforMarchthe23rd,24th,and25th.Isthatcorrect?ChenYang:Yes.Itis.Thankyou.Receptionist:letmegiveyou_7_.Its_8_.Il

15、lrepeatthat:7576385.ThankyouforchoosingtheWhiteSwanHotelandhaveaniceday.Goodbye.ChenYang:Goodbye.Answer1.TheWhiteSwanHotel2.bookaroom3.threenights4.doublewithbath5available6.chargepernight7.yourconfirmationNumber8.7576385Activity 4 Role Play vMini Task 1 Task1MakingRoomReservationsforForeignGuests.S

16、uppose you work in a textile trading company.Your company will have 6 guests(2 are female and 4 male)coming from the USA for the Canton Fair.They will be arriving in Guangzhou on 13th October,and will be staying for one week.They will have a two-day meeting in a hotel and a city tour on the last day

17、.Please make a preparation list for making reservations for them.Checklist for Making a ReservationNumber of guestsNameTelephone numberDuration of stayType and number of roomsFacilitiesThe way to pay6ThenameofthepersonwhoisinchargeThenumberofthepersonwhoisinchargeoneweek3doubleroomsor6singleroomsacc

18、ordingtotherequirementsoftheguestsBycreditcardorcashActivity 4 Role PlayvMini Task 2 Suppose you are now calling to book rooms for your guests,make a dialogue and act it out according to the above situation.You may refer to the following words and expressions.Activity 1 ReadingTask 2 Preparing Gifts

19、 for Foreign GuestsQuestions:WhydoesLinFengwanttobringsomegiftsforMr.Brown?WhatdoeshedecidetobringtoMr.andMrs.Brownandwhy?Mr.Brown has invited him to dinner and he thinks that it is inappropriate to go there empty-handed.He will bring a Chinese dish for Mr.Brown because Mr.Brown likes Chinese food v

20、ery much and he will give Mrs.Brown some shell carvings because Mrs.Brown is especially interested in Chinese arts and crafts.Activity 2 Imitation Listentothefollowingtwodialoguesandimitatethespeakerswithyourpartner,payingattentiontothesentencesinbold.Activity3ReadingandUnderstandingActivity 4 Role

21、PlaySuppose Su Yuan is the sales manager of Homefort Furniture Company and she is responsible for receiving Ms Thomas from E-vision furniture wholesale company in Britain.Su Yuan knows that Ms Thomas is very interested in Chinese culture and she wants to prepare a gift for Ms Thomas.Now,Michael,a fr

22、iend of Su Yuan is giving her some suggestions.Make a dialogue with your partner according to the situation,taking the role of Su Yan and Michael.Task 3 Arranging Initial MeetingsLead-in vHaveyoueverorganized a meeting?Talkaboutyourexperience.vHowtoarrangea class meetingifyouarethemonitorofourclass?

23、vWhatshouldbepaidattentiontoinarranginga business meeting?Task 3 Arranging Initial MeetingsActivity 1 Pair Work Discussthefollowingtopicswithyourpartnerandpresentyourviewpointstotheclass.1)Haveyoueverorganizedameeting?Talkaboutyourexperiencewithyourpartner.2)Whatshouldbepaidattentiontoinarrangingabu

24、sinessmeeting?Task 3 Arranging Initial MeetingsSuccessful arrangement of a business meeting can prove whether you have leadership skills or whether you are a great organizer.Arranging a good business meeting is all about preparation.Make sure you have everything ready to go before the meeting starts

25、.Task 3 Steps of arranging a Meeting1、write down the purpose(or reasons)of your business meeting.-to discuss a new plan-to enforce a new strategy-to strengthen the relations or boost the morale-to do a new project briefings-to introduce a new product-to make an annual conclusionTask 3 Steps of arran

26、ging a Meeting2、choose a suitable meeting time and location.What time is suitable?When the majority of the participants can meet.What kind of place is the proper location for a meeting?-enough seating for all the participants-convenient transportation-comfortable to sit,watch,take notes,discuss,etc-

27、necessary conference Facilities(audio and visual aids,microphone,computer,screen,interpreter,host,etc)Task 3 Steps of arranging a Meeting3、make an agenda for the meeting.-split the agenda into several parts basing on the topics of each speakers-how long each person is going to speak-meeting time and

28、 location should be highlightedDont forget to ask a co-worker to particularly look over the agenda to ensure the meeting will not over run.Task 3 Steps of arranging a Meeting4、distribute the agenda to each participants to clarify topics of discussion.-along with necessary visual aids or supporting d

29、ocuments-make sure each member has a copy and have a chance to review the agenda.-prepare more copies than needed-send the agenda electronically beforehand as wellTask 3 Steps of arranging a Meeting5、follow up with each participant in advance to confirm his attendance.-enable every participant to cl

30、ear about his responsibility in the meeting-provide any necessary support for the presenters.-send a reminder 24 hours before the meeting for fear there are any last minute changesHow to choose the most suitable meeting room layouts1、Class room style:rows of tables with chairs grouped in sections,fa

31、cing the front of the room.Suitable for:large formal meetings that require note taking and communication.Example:police enforcement agencies brief scenariosHow to choose the most suitable meeting room layouts2、square style:tables are arranged in a square with all delegates seated on the outside of t

32、he square with the meeting leader seated at the head of the main table.Suitable for:meetings that have multiple speakers and involve in many discussions.Example:meeting of the administration and management board How to choose the most suitable meeting room layouts3、auditorium style(or theatre style)

33、:Suitable for:large meetings that have performance presentations and MD/CEO overview the performance.Example:companys annual partyHow to choose the most suitable meeting room layouts4、U-shape style:tables are arranged in a U-shape with delegates seated on the outside of the U.Usually audio visual eq

34、uipments are arranged at the join point of the U.Suitable for:presentation style meetings whereby the focus is visual communication.Example:board of directors meeting,committee Meetings,discussion Meetings,etc.How to choose the most suitable meeting room layouts5、Board room style:a rectangular(or ov

35、al)table is set up with chairs around all sides.Both ends of the tables are reserved either for visual aids or for most important figureheads.Suitable for:regular small meetings that require note taking,discussion and short presentations.Example:creative brainstorm/board meetingsHow to choose the mo

36、st suitable meeting room layouts6、Banquet style(informal):a meeting that convey messages through a central presentation while the audience eat.Suitable for:the message of the meeting is less formal and intended to boost the morale or the emotional attachment between the audience and speaker.Example:

37、good news conference/charity fundraisersHow to choose the most suitable meeting room layouts7、pub meeting style(informal):sofas and coffee tables or pub benches arranged in any manner.Suitable for:the meeting that strengthening relations and more emotional goals rather than conveying business goals.

38、A useful morale boosting/client relations tools.Task 3 Arranging Initial MeetingsvActivity 2 Reading vMini Task 1 Questions for thought1)Whataretheresultsifyoudonttakeyourtimeandpreparethemeetingsuccessfully?Ifyoudonttakeyourtimeandpreparethemeetingsuccessfully,otherswillloserespectforyouandseethaty

39、oulackleadershipskills.2)Howcanyouchooseameetingtimeandarrangethelocationofthemeeting?Pickatimewhenthemajorityofthememberscanmeet.Makenecessaryreservationswithroomscheduling.Schedulearoomthathasenoughseatingforallofthemeetingsparticipants.3)Whatshouldbeincludedintheagendaofthemeeting?Includeintheage

40、ndathetopicsthatyouwillcoverandhowlongeachpersonwillhavetospeak.Besurethemeetingtimeandlocationareclearlyprintedontheagenda.4)Whatshouldbedistributedalongwiththemeetingagendaandwhy?Distributethemeetingagendatothemeetingparticipantsalongwithanynecessaryvisualaidsorsupportingdocumentstoclarifytopicsof

41、discussion.vMini Task 2 True or False1)F2）F3）T4）T5）FvMini Task 3 Complete the sentences with the following expressions.Change the form where necessary.1）reserved2）arrangements3.）scheduled4.）location5.）participate6.）clarify7）agendas8）documents9）presenter10.）confirmvMini Task 4 Translate the following

42、 sentences from English into Chinese.1）筹划一个商务会议就是为会议的召开做准备，要确保在会议召开之前你已经把所有的与会议相关的东西都准备好了。2)要选一个对大多数与会者来说都合适的时间。预定会议室，做好日程安排。3)让同事仔细审阅会议的日程安排以确保安排的合理性和会议的顺利召开。4)在分发会议的日程安排时也要同时附带一些必要的视觉工具和支撑性的文件以明确会议上将要讨论的主题。5)在会议开始24小时前要发布通知，包括日程，时间和地点方面的最后的变动。Extended Tasks1.Reception Etiquette2.WritingSuppose you

43、 work in a shoe making company in Guangzhou and you will be responsible for receiving some clients from the USA next month who will be staying in China for 10 days.They will attend a trade fair and will visit your company as well.If time permits,they will take a city tour.Draft a reception proposal

44、and you may refer to the above passage about how to receive foreign guests.Suggestions for Writingyoumaymakethereceptionproposalfromthefollowingaspects:1.hotelreservation2.Makingschedules3.arrangetransportation4.meetingthevisitorsattheairport.5.welcomingceremony6.holdbusinessmeeting7.visitingandnegotiating8.entertaining9.shopping10.biddingfarewellAdd your company slogan