外事接待实务英语课件

1、Foreign Reception ContentsTask 1 Making Room ReservationsExtended TasksTask 2 Preparing Gifts for Foreign Guests Task 3 Arranging Initial MeetingsWarm Up 1.Vocabulary Match the following English words with their Chinese Equivalents.1. reception A. 礼物2. reserve a roomB. 购物3. business cardC. 观光4. make

2、 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 H FGE DC B AWarm 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 experience with you

3、r 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 vWhat should you take into consideration when making reservations for foreign g

4、uests in a hotel? You can discuss it with your partner from the following aspects.l 1)Number of guestsl 2)Name of the guestsl 3)Duration of stayl 4)Type and number of roomsl 5)Service and facilities the hotel can offerl 6)The way to payTask 1 Making Room Reservations for Foreign GuestsvActivity 2 Li

5、stening vListen to the following dialogue about room reservation and answer the following questions1.How many rooms does the caller reserve? A. The caller reserves one room.B. The caller reserves two rooms.C. The caller reserves three rooms.D. The caller reserves four rooms.2. What is the name of th

6、e hotel? A. The Riverside Hotel B. The White Swan Hotel C. The Garden Hotel D. The Baiyun Hotel Answer and Tape scriptActivity 2 Listening3. Which one of the following is not the facility offered by the hotel? A. satellite TV B. coffee and tea making facilities C. Separate toilet and shower stall D.

7、 safe deposit box4. How long will the guests stay there? A. The guest will stay there for three nights B. The guest will stay there for four nights C. The guest will stay there for five nights D. The guest will stay there for six nights5.How long will the guests stay there? A. The guest will stay th

8、ere for three nights B. The guest will stay there for four nights C. The guest will stay there for five nights D. The guest will stay there for six nightsHotel: The Garden Hotel, good afternoon. Can I help you?Caller: Good afternoon. Yes, Id like to inquire whether there are two double rooms availab

9、le from 20 June to 25 June.Hotel: Just a minute-Ill put you through to the reservation.Reservations: Reservations, Mrs. Elbe speaking.Caller: Mercado, Eleanore Mercabo speaking, Id like to know whether there are 2 double rooms available from 20 June for 5 nights.Reservations: lets have a look. Well,

10、 there is one available with balcony and one without balcony.Caller: Thats fine. What other amenities does the room offer?Reservations: There is a satellite TV, coffee and tea making facilities, a bathrobe and bath slippers, a separate toilet and shower stall, and 24 h room service. You can choose b

11、etween a queen size bed or twin beds.Caller: The room with balcony should be equipped with a queen size bed, the other one with twin beds please.Reservations: Whats your name please?Caller: M-E-R-C-A-D-OReservations: Thank you. Bed with break or half board?Caller: We only take breakfast.Reservations

12、: Will you be paying by credit card?Caller: Yes, visa, my number is 6897543876Reservations: Thanks please let me know your mail address or fax for you to sign it. Then please fax it back to us.Caller: Please mail it to Reservations: Thanks. We are looking forward to seeing you here.Caller: Good bye.

13、Reservations: Good bye.Answers:1.B 2.C 3.D 4.D 5. BActivity 3 ListeningListen to the following dialogue and fill in the gaps.Chen Yang, the sales manager of ABC Company, is calling to book a room for her foreign guest in the White Swan Hotel.Receptionist：Good afternoon! _1_. May I Help you?Chen Yang

14、: Yes, Id like to _2_, please.Receptionist: Certainly. When for, madam?Chen Yang: March the 23rd.Receptionist: How long will you stay?Chen Yang: _3_.Receptionist: What kind of room would you like, madam?Chen Yang: Er _4_Id appreciate it if you could give me a room with a view over the Pearl River.Re

15、ceptionist: Certainly, madam. Ill just check what we have _5_.Yes; we have a room on the 4th floor with a really splendid view.Activity 3 ListeningChen Yang: Fine, how much is the _6_?Receptionist: Would you like breakfast?Chen Yang: No, thanks.Receptionist: Its 500 Yuan per night.Chen Yang: Thats f

16、ine.Receptionist: Whos the booking for, please, madam?Chen Yang: Mr. and Mrs. Ryefield, thats R-Y-E-F-I-E-L-D.Receptionist: Okay, let me make sure I got that: Mr. and Mrs. Ryefield. Double with bath for March the 23rd, 24th, and 25th. Is that correct?Chen Yang: Yes. It is. Thank you.Receptionist: le

17、t me give you _7_.Its _8_. Ill repeat that: 7576385. Thank you for choosing the White Swan Hotel and have a nice day. Goodbye.Chen Yang: Goodbye. Answer 1.The White Swan Hotel 2. book a room 3. three nights 4. double with bath 5 available 6. charge per night 7. your confirmation Number 8. 7576385Act

18、ivity 4 Role Play vMini Task 1 Task 1 Making Room Reservations for Foreign Guests.Suppose 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

19、for one week. They will have a two-day meeting in a hotel and a city tour on the last day. 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 pay6 The name

20、of the person who is in charge The number of the person who is in charge one week 3 double rooms or 6 single rooms according to the requirements of the guests By credit card or cash Activity 4 Role PlayvMini Task 2 Suppose you are now calling to book rooms for your guests, make a dialogue and act it

21、 out according to the above situation. You may refer to the following words and expressions.Activity 1 ReadingTask 2 Preparing Gifts for Foreign Guests Questions:Why does Lin Feng want to bring some gifts for Mr. Brown?What does he decide to bring to Mr. and Mrs. Brown and why?Mr. Brown has invited

22、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 very much and he will give Mrs. Brown some shell carvings because Mrs. Brown is especially interested in Chinese arts and crafts.Activity 2 Im

23、itation Listen to the following two dialogues and imitate the speakers with your partner, paying attention to the sentences in bold.Activity 3 Reading and UnderstandingActivity 4 Role Play Suppose Su Yuan is the sales manager of Homefort Furniture Company and she is responsible for receiving Ms Thom

24、as 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 friend of Su Yuan is giving her some suggestions. Make a dialogue with your partner according to the situation, t

25、aking the role of Su Yan and Michael.Task 3 Arranging Initial MeetingsLead-in vHave you ever organized a meeting? Talk about your experience .vHow to arrange a class meeting if you are the monitor of our class? vWhat should be paid attention to in arranging a business meeting? Task 3 Arranging Initi

26、al MeetingsActivity 1 Pair Work Discuss the following topics with your partner and present your viewpoints to the class.1)Have you ever organized a meeting? Talk about your experience with your partner.2)What should be paid attention to in arranging a business meeting?Task 3 Arranging Initial Meetin

27、gsSuccessful 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.Task 3 Steps of arranging a Meeting1、write

28、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 arranging a Meeting2、choose a suitable meeting

29、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-necessary conference Facilities(audio

30、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 location should be highlightedDont f

31、orget 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 documents-make sure each member has a

32、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 clear about his responsibility in the m

33、eeting-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 , facing the front of the room.Suitabl

34、e 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 the square with the meeting lea

35、der 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): Suitable for: large mee

36、tings 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 equipments are arrange

37、d 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 oval) table is

38、 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 most sui

39、table 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: go

40、od 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 goal

41、s. A useful morale boosting/client relations tools.Task 3 Arranging Initial Meetingsv Activity 2 Reading v Mini Task 1 Questions for thought1) What are the results if you dont take your time and prepare the meeting successfully? If you dont take your time and prepare the meeting successfully, others

42、 will lose respect for you and see that you lack leadership skills.2) How can you choose a meeting time and arrange the location of the meeting? Pick a time when the majority of the members can meet. Make necessary reservations with room scheduling. Schedule a room that has enough seating for all of

43、 the meetings participants.3 ) What should be included in the agenda of the meeting? Include in the agenda the topics that you will cover and how long each person will have to speak. Be sure the meeting time and location are clearly printed on the agenda.4) What should be distributed along with the meeting agenda and why? Distribute the meeting agenda to