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涉外文秘写作
Chapter Ten
Conference and Organization
b
c
e
f
h
g
j
a
d
i
Before the meeting
Before making any arrangements, the secretary must consult the boss or the conference organizing committee (if the meeting is a large one) to reach the final decisions on the main theme or purpose of the meeting and the date and place.

They must work out a detailed agenda for the meeting. A short memo or a notice must be written in order to notify the prospective attendants of the meeting.

b. If it is a fairly large conference the secretary and the organizing committee must go to a hotel to book accommodation and entertainment for the attendants, and calculate all the cost.

c. The meeting room must be appropriated equipped with all the devices or equipments having to be used during the meeting.
d. If there are other activities prior to, in the middle of, and after the meeting, such as a conference dinner, reception, a trip, and etc. careful arrangements should be made for them.

e. At the initial briefing, the secretary should provide information in written form to the participants about the:
Date time, and length of the meeting
Venue
Purpose of the meeting
His or her exact role in the meeting
Information and resources that need to be brought to the meeting
Preparations they need to make prior to the meeting

f. At the final briefing, the secretary should provide
Finalized agendas
Maps
Any last-minute information prior to attending the meeting
At this stage the secretary’s major task is just to take notes and record the details of the decisions or arrangements reached. Besides, a short description of all the happenings during the meeting, especially the reactions or responses from some of the important attendants is preferable, usually termed the “minutes” of the meeting. Be sure to sit where all delegates are in view and name cards can be seen.
During the meeting
When the meeting is over, the secretary must work out the final draft of the minute of the meeting and get it approved by the boss. Then sent it to all the participants.
After the meeting
Section One Meeting Notice
Dear all：

Subject: Staff Meeting to Be Held on Oct. 9, 2012
You are requested to attend the staff meeting which will take place in Conference Room on Oct. 9, 2012.
Agenda for this meeting is attached for your reference. Every one will have a 20- minute presentation. Please prepare your presentation slide according to the format I have sent you earlier. Any questions, pls. call me at extension 358.

Susan Xu
Assistant
Sample 1:
Sample 2:
HR team:
Subject: first monthly HR staff meeting
Monday, Sept. 12, will be the first monthly Human Resources staff meeting with the President. These meetings will be held on the second Monday of each month from 8:30 to 9:30 am in the Human Resources conference room.
To help make these meeting productive, please prepare in two ways:
a. Review and bring any periodic reports that you generate in your work – hiring states, exit interviews, medical or worker’s comp claims, accidents, security, or special event information. Bring 11 copies and an overhead or an electronic file of each document.
b. Feel free to raise any questions or concerns. However, if an issue is significant, review it with Richard before bringing it to a monthly meeting.
Because this monthly meeting is a big commitment of time from everyone, we need your regular attendance. If you can’t make the meeting, notify Susan by the Thursday before.
Thanks for your cooperation. If you have any questions or suggestions about the meeting, please contact Richard or me.
Julia
HR Manager
Sample 3:
Gentlemen,

Subject: Agenda for your review
Attached is our proposed agenda for our meeting to be held at your head office from Dec. 21 to 23. It covers all areas we would need to clarify before any decisions could be made. You may wish to include other areas to meet the requirements on your side. If so, please submit your proposed additions as soon as possible.
A prompt reply will very much facilitate preparations on this side.
‘
Sincerely,
Martin Chia
Useful phrases:
1.All are requested to attend the meeting to be held at 3 pm Wednesday, Aug. 23 in the conference room.
8月23日周三下午在会议室开会，所以员工务必出席。
2.A meeting to discuss AB Project is to be held at 3 pm on Wednesday July 11 in the Conference Room.
将于7月11日周三下午3点在公司会议室开会讨论AB项目情况。
3.Attached is your hotel arrangement, your seat number at the meeting, and the agenda for the meeting. Please go over them before hand.
附件是有关您的住宿安排、会场座位以及本次会议的议程表，请您事先过目。
4.For further information, please refer to the attached conference agenda or viewed at our website www.abc.com.
详细信息请参见附件里的大会日程或登陆我们的网站浏览。
5.The meeting will last for two days and if you need hotel accommodation booked, please inform Ms. Lucy at the extension 322 no later than Nov. 25.
此次会议要开2天。如需我们帮你安排住宿，请在11月25前通知路西，她的分机是322
Exercises : Choose the appropriate forms of the words or expressions given below to complete the following sentences
reference, summary, official, description, brief, break, notify, relevant to, circulate, reserve
1．A board meeting will take place in the meeting room on May 20, 2008. Please___________ the time in your calendar.
2．The meeting will be held from 1:00 p.m. to 4:00 p.m. with a 15-minute__________midway and 30 minutes’ Q&A following.
3．Also, you will find a map with complete travel directions and a _____________ of the parking facilities at the Jinmao Mansion.
4．All the necessary documents and the information ________________the meeting should be available, preferably printed and distributed before the meeting.
reserve
break
prospective
relevant to
5．After the meeting, please _______ the parties concerned and write the ________ notice in duplicates.
6．I’d like to _______ you on our current market shares in South China at the meeting.
7．For your additional __________, an agenda is attached.
8．Paul, can you give us a quick ____________ of the progress so far
9．Sandy can you ___________ these reports to everyone before the meeting
reference, summary, official, description, brief, break, notify, relevant to, circulate, reserve
notify
official
brief
reference
summary
circulate
II. Translate the following letter into English.
中国公司的代理商管理会议将于12月5日至6日在苏州举行。相信此次会议定能为各位提供良好的机会共同探讨所面临的问题。此次会议的主要议程如下：
1．说明公司在中国地区的市场状况及销售策略;
2．介绍我公司的最新产品和技术;
3．参观公司在苏州工业园区的工厂，以加深各位对我公司的产品认识。
我们希望每一位代理商都能出席此次会议。敬请在11月15日前填好并发回所附的表格，以便我们做出安排。如不能出席此次会议，请于11月10日前通知苏瑞，她的电话号码是（21）5897-0000，分机321.
Section Two Agenda

Items often appear on an agenda in the following order:
Call to order by presiding officer
Roll call (Apologies for absence)
Approval, amendment or correction of minutes of the previous meeting
Matters arising from the minutes
Matters to be discussed
Any other business
Date, time and place of next meeting
Adjournment
(1)
Agenda for Budget Meeting
Nov. 10, 2012
9:30—11:30 am, conference room
1.Minutes of last meeting;
2.Presentation of financial situation (CFO) --- 20 min.;
3.Budget presentations (heads) -- 10 min. each;
4.Proposals – 30 min.;
5.AOB
Samples
(2)
San Francisco Bay Area Chamber of Commerce
Agenda for Monthly Board Meeting
To be held on Monday, Oct. 15, 2012 at 2:00 pm
At the Grand Hotel, 5th Floor, Conference Room
516 Main Street, San Francisco Bay

Attendance
Present
Apologies
Minutes of the Q3 Board Meeting
3. Unfinished Business
4. New Business
Chairman’s Update;
Results of Fundraising;
Annual Dinner;
Membership Report;
5. Adjournment
Section Three Meeting Minutes
Pay attention to the following rules:
1. Learn the members’ names and faces as quickly as possible.
2. Study the minutes of previous meetings to familiarize yourself both with the way they are presented and with the Committee’s business.
3. However good your shorthand, do not attempt to record every word spoken. Just summarize the main points.
4. Listen hard and summarize as you go. A competent chairman will sum up the discussion and this can be very helpful to you.
5. Use the number and headings from the agenda as the basis for your notes.
6. Take your notes in an orderly way. Underline decisions and actions.
7. Give each separate topic its own number and heading.
8. Note the time at which the meeting ends.
1. Arrangement of the meeting:
(1) Name & Sequence of the meeting
(2) Time & Place of the Meeting
(3) Present & Apologies
(4) Chairman & Note-taker
2. Contents of the meeting.
(1) Speech Report & Relayed Gist of Chairman;
(2) Contents of Discussion;
(3) Speeches of the Committee;
(4) Resolutions of the Meeting. You must state clearly whether it is “Carried
Unanimously “or “Carried by Majority.” If there is any objection, please make it clearly.
Meeting minutes is usually formed by two parts:
Sample:
Dear all,
As discussed on previous meeting, below are the meeting minutes.
The team has decided that the theme for this year’s annual dinner will be Bikers Night.
2. Re-discuss with Sheraton Hotel on Oct. 17 11:00 am – Susan, Raymond, Wong
Prepare vendor setup
Sign credit application
Prepare for 30% down payment
3. Banner & door gift
Cherry – Bike shape key chain – will bid with two supplier for better quotation price. Finalize by next meeting if no better idea.
Gloria – Additional slogan for banner and get vendor setup
4. Attendance confirmation – Yati & Ann (next Tuesday)
5. Event planner selection – Yati, Ann, Gloria, Kevin
Awaiting itemized quotation
6.Talent hunt performance – Ann, Raymond, Doris
5 performance from Shanghai so far, none from Suzhou
Cash voucher RM300 per show
7. Lucky draw gift--
May, Susan, Doris, Joy, Joyce – shopping on Nov. 14 for remaining 170 gift + top 3
Further ideas needed on the 300 gift distribution during event
8. Invitation and lucky draw card – Ann, Cathy, Sarah
9. Agenda
17:30 registration games
19:00 ballroom entry
19:30 opening speeches
20:00 dinner start
20:30 lucky draw – 10
21:30 lucky draw – 15
22:00 best dress
22:30 recognition & long service award
23:00 top 3
23:30 dance
24:00 adjourn
Useful expressions:
1.The Group approved the minutes of Nov. 2011 meeting, with one minor correction on meeting location.
会议组通过了2011年11月的会议记录,只就会议地点做了少许更正。
2.Motion to approve today’s agenda. Ivan moved, Edward seconded, unanimous approval.
批准今天的议程。伊万提出一项动议，爱德华附议，无记名通过。
3.The conference was adjourned to allow the participants to contact their companies.
会议暂停,以便与会者和各自公司联系。
4.Next the Board discussed the timing and creation of the 2013 Operation Plan.
董事会接下来讨论了如何制定2013年的计划。
5.Financial manager Bill Green provided a comprehensive update on the company’s financial plan and forecast.
财务经理比尔.格林提交了一份有关公司财务计划和预测的全面更新报告。
6.He stressed that this was a very small scale survey, and his findings are, as yet, very tentative.
他强调此次调查是小规模的，因此他的调查结果也是暂时的。
Fill in the blanks with words or expressions given. Change the form if necessary.
minute, agenda, brief, circulate, available, item, apology, summary, participate, schedule, diary, amend
Can I have a copy of the _____ before the meeting
I’m afraid he’s not ___________ on Monday.
How many ___________ were at the conference
I think I’m free. I’ll look in my _______.
I can’t make Monday’s meeting now. We’ll have to _____________.
We’ll need to make some ___________ to the minutes before I send them out.
amendments
agenda
available
participants
Diary
reschedule
minute, agenda, brief, circulate, available, item, apology, summary, participate, schedule, diary, amend
7.Can you ________ me on the American market
8.Can you take the ___________ of today’s meeting, Judy
9.Sarah, can you ____________ the meeting notes to everyone please
10.There’s been a change to the first_______ on the agenda.
11.Tom can’t be here today – he sends his ____________.
12.Paul, can you give us a quick __________ of progress so far
brief
Minutes
circulate
Item
apology
summary

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