Meetings in English Read Free

participants what technical equipment they require for the meeting and if they have any special dietary requirements.
    Example: circulating the agenda
    ABC GmbH
Altstr. 26
56710 Altstadt
Germany
Mr P Smith
Development Manager
EFG Co. Ltd
123 New Road
Newtown NEW 1IT
Great Britain

24 July 2010
    Agenda for project meeting of 25 August
    Dear Mr Smith
    Thank you for your contribution to the agenda for the forthcoming project meeting. Please find enclosed a copy of the finalised agenda.
    I also enclose a copy of the service agreement, signed by us, to be discussed under item four on the agenda.
    I would be grateful if you would let me know by 10 August what technical facilities you will require for your presentation,and also whether you have any special dietary requirements we should note when arranging refreshments and lunch.
    We look forward to seeing you on 25 August. In the meantime, please do not hesitate to contact me if you have any questions or require any further information.
    Yours sincerely
    Simone Roth
    Project Manager
Travel and weather tips
    If you didn't send out travel directions and/or a map for reaching the meeting destination when you confirmed the meeting („Confirming a meeting“, p. 13), you have another opportunity to do so when circulating the agenda. If your visitors are travelling from countries with different climates, they may also appreciate some tips on the weather and appropriate clothing for the time of year. For example: „Please note that we are approaching the coldest time of year here in Scotland with frequent rainstorms and low temperatures. We recommend bringing warm and waterproof clothing for your visit.“
Useful vocabulary
    chair (= chairperson): Vorsitzender, Leiter des Meetings
    to allocate: zuweisen
    motion: Antrag
    to compile: zusammenstellen
    to circulate: an alle Teilnehmer versenden
    item: (Tagesordnungs-)Punkt
    prior to: vor
    extension of lease: Verlängerung des Pacht-/Mietvertrags
    Hands-on organisation
    Author Alan Barker (How to manage meetings) states: „Ninety per cent of an effective meeting happens before it takes place.“ Therefore, when organising the practical aspects of a meeting, it is essential to book everything in good time. Think ahead to what the participants might need – technical equipment, refreshments – and ask attendees about their requirements in advance when you confirm the meeting or circulate the agenda.
    Giving travel directions
    Providing your visitors with clear travel directions can save them considerable time when they come to arrange their trip. A good time to do this is when confirming the meeting or circulating the agenda, to give visitors plenty of time to make their travel arrangements.
    Example
    You can reach our office/the meeting venue as follows:
    By car:
    Exit the M25 motorway at Junction 13
    Follow the signs for Milton Keynes
    At the first roundabout take the second exit to Little Dunbary (follow A25)
    Go straight on at the second roundabout
    Turn right at the T-junction
    Continue straight on until you reach the turning for Little Dunbary Industrial Estate on your right (opposite the Fox & Hounds pub)
    You will find us at Unit 98, Road B. Entrance on the left-hand side of the car park.
    By public transport:
    Nearest train station: Little Dunbary
    Bus 42 to Little Dunbary Industrial Estate leaves the bus station in front of the railway station every 30 minutes (on the hour and half hour); journey takes 30 minutes.
    From Birmingham airport:
    Take the airport shuttle to Birmingham city centre bus station (shuttle leaves the bus stand in front of the airport every 10 minutes); journey takes 40 minutes
    Bus 42 to Little Dunbary Industrial Estate (see above); journey takes 15 minutes
    On arrival, please report to reception and we will show you to the meeting room.
    Giving information on local accommodation
    If visitors are travelling from far afield or from abroad, they may need to make an overnight stay close to the airport or to the