Conferences

Reading and Listening

Reading

This information is taken from the Meeting Guide to Hong Kong prepared by the Hong Kong Tourist Association.

Reading check

1 What 'Welcome' facilities can be arranged?

2 How can the HKTA make it easier for delegates to enter the country?

3 How does the HKTA assist in encouraging maximum attendance at a conference?

4 In which calendar are events listed?

5 Who are educational tours arranged for?

Listening

Michael Snow is making enquiries about conference facilities to Wen Tsang, Assistant Manager of the Regent Hotel, Hong Kong While you are listening to the conversation, refer to the ground plans of the hotel below.

Listening check

1 Approximately how many delegates are expected at the Lawn Medical Foundation Conference?

2 What is the total area of Regent Function Rooms 1-4?

3 What is the capacity of Regent Function Rooms 5 and 6 if they ai used as a theatre?

4 What office support services are provided by the Regent Hotel?

5 What kind of projection equipment is available?

Language study

Future time

Notice how we can use the Future Perfect to talk about events that will be complete at some time in the future.

They are introducing a 10% surcharge on all bills. This will happen before next week

> They will have introduced a 10% surcharge on all bills before next week.

Now combine the sentences below in a similar way.

1. International Hotels Inc are building their new conference centre. It will be ready by the end of the year.

2. The committee are finishing the preparations for the group. They will be finalized very soon.

3. The housekeeping staff are cleaning those rooms. They will be ready in an hour.

4. All the delegates are receiving this information. They will have it at least a month before the conference.

5. The delegates are arriving at the moment. They'll all be here within two or three hours.

6. UK Airways are not introducing new aircraft on this route yet. That won't happen before the late eighties.

Dimensions

Notice how we can talk about the dimensions of a room.

Gerund and Infinitive

Listening

Some verbs can be followed by the Gerund, some by the Infinitive, and some by either the Gerund or the Infinitive. For example,

Do you mind giving me some more details? I hope to mail potential delegates tomorrow. Do you prefer travelling first class? or Do you prefer to travel first class?

There is no easy way of being sure which combination is correct. You should find out and learn the correct usage.

Now find out which form follows these verbs.

1 I suggest... the conference in May. (hold)

2 Do you intend... a preliminary announcement? (send)

3 When will you arrange ... the speakers? (contact)

4 Have you considered ... a post-conference tour? (organize)

5 The delegates hope ... their families with them, (bring)

6 Do you agree ... the meeting venue by 23 June? (confirm)

7 When will you start... the conference programme? (prepare)

8 The organizers should postpone ... a decision until next week, (make)

Listening and Speaking

Mr Leong, of the Hong Kong Tourist Authority, and Mr Harding, a member of the International Legal Computing Association, are discussing conference arrangements in Hong Kong. While you are listening to their conversation, complete the Conference Enquiry Form and the Conference Package Breakdown of Costs.

Speaking

Giving dimensions

Study the following examples.

Organizer Could you tell me the floor area of the room? (105m²)

Manager The area is one hundred and five square metres.

Organizer What is the length of the ballroom? (125 ft)

Manager The length is one 'hundred and twenty five feet.

Now do the exercise on the tape, giving the di way, using the information provided.

Organizer What is the total exhibition area?

Manager (4,200ft²)

Organizer How wide is the meeting-room?

Manager (20ft)

Organizer What is the ceiling height of the room?

Manager (5m)

Organizer How long is the conference room?

Manager (33^ m)

Organizer What is the width of the hall?

Manager (11 rn)

Activities

Activity A

Study the following information taken from the Hong Kong Tourist Authority's Conference Planning Manual.

Preliminary Announcement to Delegates

Naturally, an extremely important step to take is to inform possible delegates in good time that a conference of interest to them is in the planning stage. A first mailing should be prepared for all likely delegates, using a reliable mailing list.

Second Announcement - Delegates

Following the initial announcement that you are going to hold a conference in Hong Kong, you should follow up with a second more comprehensive announcement to all interested parties, together with a detailed registration form.

Now look at the following list of items of information and documentation. Decide which items should be included in the Preliminary Announcement and which in the Second Announcement

1. Registration form

2. Conference programme

3. Preliminary dates

4. Cancellation fee information

5. Detailed information on Hong Kong in relevant languages

6. A precise figure for registration fees and additional activities

7. intended speakers and subjects

8. Confirmation of all information, venues, dates, etc

9. Speakers invited and accepted

10. Details of accompanying persons' programme

11. The proposed registration fee and what it includes .

12. Theme or subject of the conference .

13. Notice of a late registration penalty .

14. An introduction to the sponsors and to Hong Kong

Activity B

When planning a conference it is necessary to be well organized. The following diagram shows the planning stages of the Transport Committee and the Accommodation Committee for a conference. Choose from the list of activities below to complete the diagram.

1 Pay hotel deposits

2 Review delegate response

3 Finalize accompanying persons' programme

4 Negotiate and book hotels/meeting venues

5 Select and appoint airlines/tour operators/travel agents

6 Advise hotels of special requirements, eg menus and AV equipment

7 Airport transfer service commences

8 Confirm with hotels function room seating arrangements

Writing

The 1ASCM (International Association of Shopping Centre Managers) is planning to hold its annual conference at the Ming Garden Hotel in Hong Kong between 8 and 12 November. The manager responsible for organizing the conference, Paul Hennell, often uses the telex. Here is one of the messages he has sent.

Using the telex numbers given, now write out the following telex messages. Use appropriate dates and times.

1 • Yung Lam, at the Hong Kong branch of the IASCM (38488 IASC HX), has confirmed to Paul Hennell that he has booked six single rooms for three nights. He has also urgently requested arrival details for the committee.

• Paul Hennell has replied that they are now only five in number and that they will be arriving on British Airways (BA 3) at 15.15 on Thursday 13 August.

2 • Paul Hennell, at the IASCMHQ in London, has informed loos Plesman at the Dutch IASCM office (26 449IASC NL) that the registration period is nearly over. No registrations have been received from the Netherlands There is a late registration fee that is payable.

• loos Plesman has replied apologizing for the delay and requesting the rapid registration of three delegates and two accompanying persons.

3 • Paul Hennell has confirmed to the Ming Garden Hotel that the IASCM will require the 160 twin rooms and 45 singles he had previously booked, plus an extra 20 twin rooms.

• The Ming Garden has replied that it only has 165 twin rooms available during that period but that there are 15 double rooms that could be used. There is no problem with the 45 singles. The hotel has asked Mr Hennell to contact them about the J 5 doubles as quickly as possible.

Word study