chapter10（课件）《涉外秘书英语写作》（华东师范大学出版社）

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