教学课件·外事接待英语

1、Module One Preparing for the Reception 接待准备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.

2、business cardC. 观光4. make introductionsD. 欢迎晚宴5. welcoming dinnerE. 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

3、your experience 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 Activity 1 Pair work What should you take into consideration when making rese

4、rvations for foreign guests in a hotel? You can discuss it with your partner from the following aspects.1)Number of guests2)Name of the guests3)Duration of stay4)Type and number of rooms5)Service and facilities the hotel can offer6)The way to payTask 1 Making Room Reservations for Foreign GuestsActi

5、vity 2 Listening Listen 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 na

6、me of the 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

7、stall D. 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

8、 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 nightsHotel: The Garden Hotel, good afternoon. Can I help you?Caller: Good afternoon. Yes, Id like to inquire whether there are two double rooms

9、 available 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 loo

10、k. Well, 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

11、choose between 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.Rese

12、rvations: 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 emercadoReservations: Thanks. We are looking forward to seeing you here.C

13、aller: Good bye.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 He

14、lp you?Chen Yang: 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 th

15、e Pearl River.Receptionist: 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.Ch

16、en Yang: Thats fine.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.

17、Receptionist: let 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 Numb

18、er 8. 7576385Activity 4 Role Play Mini 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 w

19、ill be staying 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

20、 pay6 The name 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 PlayMini Task 2 Suppose you are now calling to book rooms for your guests, make a dialo

21、gue and act it 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. Brow

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

23、.Activity 2 Imitation 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 rec

24、eiving 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 friend of Su Yuan is giving her some suggestions. Make a dialogue with your partner according to th

25、e situation, taking the role of Su Yan and Michael.Task 3 Arranging Initial MeetingsLead-in Have you ever organized a meeting? Talk about your experience .How to arrange a class meeting if you are the monitor of our class? What should be paid attention to in arranging a business meeting? Task 3 Arra

26、nging Initial 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 Ini

27、tial MeetingsActivity 2 Reading 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 will lose respect for you and see that you lack leadership skills.2) How c

28、an 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 the meetings participants.3 ) What should be included in the agenda of the

29、 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 the meeting partic

30、ipants along with any necessary visual aids or supporting documents to clarify topics of discussion.Mini Task 2 True or False 1) F 2） F 3） T 4） T 5） FMini Task 3 Complete the sentences with the following expressions. Change the form where necessary.1）reserved 2） arrangements 3.）scheduled 4.）location

31、 5.）participate 6.）clarify 7）agendas 8）documents 9）presenter 10.）confirmMini Task 4 Translate the following 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

32、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. Writing Suppose you 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 tra

33、de fair and will visit your company as well. If time permits, they will take a city tour. Draft a reception proposal and you may refer to the above passage about how to receive foreign guests. Suggestions for Writing you may make the reception proposal from the following aspects:1.hotel reservation2

34、.Making schedules3.arrange transportation4.meeting the visitors at the airport.5.welcoming ceremony6.hold business meeting7.visiting and negotiating 8.entertaining 9.shopping10.bidding farewellThank You !Add your company sloganModule Two Receiving Foreign Guests迎接外宾YOUR SITE HERETask 1 Receiving For

35、eign Guests at the Airport Task 2 Helping Foreign Guests to Check inTask 3 Holding Welcoming DinnersExtended Tasks ContentsYOUR SITE HEREMatch the following English words and expressions with their Chinese Equivalents. 1. flight 2. suite 3. propose a toast4. baggage5. check in 6. reception desk7. fi

36、ll in/out the form8. banquetA. 晚宴B. 航班C. 入住酒店D. 前台E. 行李F. 填写表格G. 套房H. 祝酒B G H E C D F A -Warm up-YOUR SITE HEREPair workWhat should you prepare beforebefore you receive foreign guests at the airport?2. What should you talk about with foreign guests on the way to the hotel?3. Have you ever held or at

37、tended a party? Talk about your experience with your partner.YOUR SITE HERETask 1 Receiving Foreign Guests at the Airport How to greet a foreign guest and start the conversation? YOUR SITE HEREOn formal occasions, you should call someone “Mr.” (for man) or “Ms.” (for woman) with the persons last nam

38、e or surname unless the person asks you to call him or her by his or her first name. Its also acceptable to call a person by his or her first name if he or she is approximately your age or younger especially when he or she is from the United States.YOUR SITE HEREUsually a lady prefers to be called “

39、Ms.” rather than “Miss” or “Mrs.” because this is a neutral form of address for both married and single women and can be useful if you do not know the marital status of the woman you are talking with. YOUR SITE HEREIt is not the custom to use titles like “Mr.”, “Mrs.”, “Miss” or “Ms.” with a first o

40、r given name. For example, if you meet someone whose name is John Smith; you should call him “Mr. Smith” instead of “Mr. John”. Remember that all titles in English go with the persons last name or surname, for example, “Dr Smith” and “Professor Smith”. In written form, the use of title with the pers

41、ons full name is acceptable, for example, Mr. John Smith”.YOUR SITE HEREFinally, do not feel shy to ask people how they would like to be called and to tell what you would like them to call you. This will make introductions easier and get you a closer relationship with the guests.YOUR SITE HEREActivi

42、ty 2 ListeningListen to the following dialogue about meeting a guest at the airport and answer the following questions.1. Where does Mr. Wilson come from?A. Mr. Wilson comes from AmericaB. Mr. Wilson comes from CanadaC. Mr. Wilson comes from AustriaD. Mr. Wilson comes from Germany2. What is the job

43、of Li Mei in her company?A. She is the sales manager in her company.B. She is the secretary in her company.C.S he is the CEO in her company.D. She is the human resources manager in her company.3. How is Mr. Wilsons flight trip?A. Not too bad. B. Very tired. C. Quite good D. TerribleYOUR SITE HEREAct

44、ivity 2 Listening4.Why is Mr. Wilson later than expected?A. Because the weather was bad.B. Because he was late for the plane.C. Because his plane was a little delayed.D. Because Mr. Wilson is exhausted.5.How does Mr. Wilson feel?A. He is very exhausted. B. He feels horrible. C. He is having a fever.

45、 D. He is a little bit exhausted. Answer and Tape scriptYOUR SITE HEREActivity 3 ListeningListen to the following dialogue and fill in the gaps.Howard Yang is the Sales Manager in Active Sports. He is now picking up his largest client Tom Chambers from the USA.Answers:flight 2. take a nap 3. the tim

46、e difference 4. She is doing fine. 5. go sightseeing 6. schedule 7. appointment 8. take you shoppingYOUR SITE HEREActivity 4 Role Play.Mini Task 1 Work in groups of two and make a dialogue, taking the roles of Zhang Yang and Jim Green. Zhang Yang is the secretary of a shoe making company in Dongguan

47、 and he is assigned to meet a foreign guest at the airport who comes to China for the first time.(Useful Expressions)YOUR SITE HEREMini Task 2 Suppose you are the Marketing Manager of a furniture manufacturing company in Guangzhou. You are now meeting your old client Oscar White at the airport who h

48、as come to China for many times and you are very familiar with him. Role-play the situation with your partner.YOUR SITE HERELi Hua is the manager assistant in ABC Trading Company. He is assigned to pick up a client-Mr. Brown from the USA. After receiving Mr. Brown from the airport, they are now on t

49、he way to the hotel.Task 2 Helping Foreign Guests to Check inActivity 1 Reading Reading and ImitationYOUR SITE HEREQuestions1. What do they mainly talk about on their way to the hotel? They mainly talk about the hotel in which Mr. Brown is going to stay and the arrangement for the next day.2. What s

50、ervices can the hotel provide for the guests? At the Garden Hotel, twenty-four-hour room service is guaranteed. At the business center, services including copying, typing telex and facsimile are available. The hotel offers a complete convention service. It has a nice restaurant, a bar and a laundry

51、etc.YOUR SITE HEREActivity 2 Imitation Dialogue One Li Hua and Mr. Brown are now at the reception desk in the Garden Hotel. A receptionist at the Receptionist Desk receives them with a smile. YOUR SITE HEREDialogue Two The Bellboy takes Mr. Brown and Li Hua to the room. They are now in the suite.YOU

52、R SITE HEREActivity 3 Reading and UnderstandingWhat should you do before the foreign guest arrives?What should you do when the foreign guest arrives?What should you do on the way to the hotel?What should you do at the hotel?YOUR SITE HERETips on Reception of Foreign GuestsBefore the foreign guest ar

53、rives, you should reserve a room at a hotel for him or her. Usually the hotel must be comfortable, air-conditioned, and the most important is that each room must be equipped with a private bathroom, because western guests usually insist on having a shower every day. YOUR SITE HEREWhen the foreign gu

54、est arrives, you can either meet him or her at the airport or at the train station in person or send a representative to meet him or her. Never let him or her go to your company by himself or herself. Upon the arrival, foreigners usually like to go to their hotel room immediately. YOUR SITE HEREOn t

55、he way to the hotel, you can have some casual and friendly talks with him but you should never try to get down to business right away. Remember, you should never ask foreign guests about the age, salary, and some other private matters. YOUR SITE HEREAt the hotel, help the foreign guest go through fo

56、rmalities and tell him or her about the next days program. Furthermore, you cant smoke unless you are permitted. Last but not the least, you must be punctual and keep your promise. YOUR SITE HEREActivity 4 Role PlaySuppose Lin Tao is the assistant manager in an Arts and Crafts Company in Guangzhou.

57、He is responsible for receiving a very important client-Mr. Green from Canada. He should firstly pick up the client from the airport and then help the client check in at the hotel where they have reserved a room for him. Make two dialogues according to the situation with your partner. The first dial

58、ogue: on the way from the airport to the hotel. The second dialogue: the receptionist receives Mr. Green and Lin Tao at the hotel. YOUR SITE HEREActivity 1 Pair WorkHave you ever attended a welcoming dinner? If so, talk about your experience with your partner2. What should be paid attention to in ho

59、lding a welcoming dinner?Task 3 Holding Welcoming DinnersYOUR SITE HEREMini Task 1 Questions for Thought1)What should you decide on first when preparing for a welcoming dinner? When preparing for a welcoming dinner, the first thing we need to decide on is the three Ws: Who, When and Where.2) What ar

60、e the reasons for you to invite your guests by written invitation? This brings an elegant touch to our party planning and helps us with keeping track of the numbers.YOUR SITE HERE3) Why should you using your menu plan when making a list of groceries you will need for food preparation? We do this to