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by 王瓊玉 2015-04-21 08:25:18, 回應(0), 人氣(667)
Planning the Meeting
 
Preparing the pre-meeting paper
 
The agenda
The agenda is the backbone of a meeting and it is vital to have one.
If a meeting is pre-planned, the agenda is perhaps the most important item to consider.
 
Arrange Time and Place
The time, place, duration, heating, seating, lighting and refreshments make differences, positively or negatively, to how well people perform at meetings.
 
Timing the meeting
When should the meeting be?
How long should it take?
What time of day is best?
 
What date?
Ideally, the meeting date would be set far enough in advance for everyone to be able to do the necessary preparation, but soon enough that the subject matter is dealt with promptly.
What time?
The time of day when a meeting is held can have an effect on its dynamics.
Room size?
The room should be big enough for the number of attendees to feel comfortable.
Sitting around a table squashed knee to knee and elbow to elbow is not conductive to get the best performance from people.
Lighting?
Adequate light for working without being dazzled?
The suitability of the lighting:
Involve audio-visual aids?
Do the lights need to be on or off during the presentation?
Heating and ventilation
Heating ventilation and air-conditioning are relevant to people at workplace.
Tables and chairs
Chairs need to strike the balance.
Do not too comfortable that people might will fall into dozing off.
Chairs with arms are more comfortable to set in for any length of time.
Layout
Choose proper table seating layout to make every attendee feels equal among each other.
 
The Nuts and Bolts of Meeting
An agenda is a must avoiding to have an inefficient meeting result.
Agenda
Backbone of a meeting
Gives the meeting structure and strength
A meeting is less likely to achieve its outcome
A control which establishes the parameters of the meeting, assigns tasks, establishes order and sequence, provides guideline for timing.
The amount of information included in an agenda should be fuided by the needs of the attendees of meeting.
Their need to know should be the paramount consideration of the person preparing the agenda.
 
Function of an agenda
1. setting clear objectives
Focus the content of meeting
2. Pre-meeting information
point out purpose of meeting and expectation of attendee's contribution
3. Inclusion of all relevant items
Participants may suggest to add subject(s) which accidentally omitted.
4. Structure
Gives items to be ordered by priority or by subject.
5. Timing
Control the timing of meeting by attaching time guidelines to agenda items.
by 王瓊玉 2015-04-21 07:51:04, 回應(0), 人氣(614)
Planning the Meeting
 
Bad meeting results:
No decision made, everyone talks about something different makes meeting ratty and result-less, passiveness. An agenda beforehand is needed.
 
All meetings need to be planned:
15 minutes effective meeting increases efficiency.
Person calls the meeting is responsible for ensuring quality of meeting.
 
Points of a disaster meeting:
1. Attendees:
50% of people needed were either not invited or haven't tuned up.
2. Agenda:
The agenda is not clear, or familiarize themselves with essential documents beforehand.
3. Ambiance:
The room is small, hot and stuffy.
Chairs are hard and jammed close together.
4. Constant interruptions
 
Four essential of good planning can be done in 15 minutes to ensure a successful meeting.
 
Simple four stages approach to planning successful meeting:
1. Know your objective
2. Decide who should be there
3. Prepare an agenda.
4. Arrange the time and place.
 
 
Know your objective
Meetings can be divided into two types, depending on the objective:
1. Meetings concerned with the giving and receiving of information:
a. provides information about a product or service
b. presents an idea or report
c. exchanges information
d. encourages creativity
e. consults a group about something.
f. infom a group about a decision
Meetings can be divided into two types, depending on the objective:
 
2. Meetings concerned with decision-making, where an outcome is required:
a. problem solving
b. negotiating
c. making decisions
 
Decide who should be there
Invite who really need to attend the meeting:
a. They may have information to communicate
b. They may need to be given information
c. They may be an expert in a particular subject for discussion
d. They may have executive responsibility for an area under discussion.
e. They will be annoyed if they are not invited.
 
Preparing the pre-meeting paper
Notice of meeting
A pre-meeting notice would remind attendees to have preparation beforehand, and give less excuses for getting wrong date, time, place, etc.
The notice should include:
a. The purpose of the meeting
b. The topics to be covered (with an attached agenda or a note asking for items to go on the agenda)
c. The date, time and place
d. The probable duration
e. A list of participants
by 王瓊玉 2015-04-21 00:11:36, 回應(0), 人氣(1009)
Planning the Meeting

Vocabulary
ratty 很多的 很雜的 雜亂無章的
passive
scribble 潦草的
script 手稿
envelope
nonetheless = nevertheless 雖然 縱使
tremendous
annoy
excuse (for)
backbone
jot down
duration
refreshment
dynamics
ergonomic
anthropology
archaeology
alertness
squash
knee  kneel
elbow
conductive
dazzle
ambient
jam
antisocial 反社會
irritability 毛毛躁躁的 hot(short) tempered  explosive personality
rambling
quotation
productively 具有生產力地
sequence
circulate
firmly

Terminology
Organizer:
策畫者 指的是為各種會議 展覽 節慶及活動策畫的組織或公司
even organizer, event house, meeting organizer, exhibition organizer
professional conference organizer (PCO) 專業策會人
professional exhibition organizer (PEO) 專業策展人

Agenda: 會議議程 指的是會展活動進行的整體程序
draw up and agenda 擬定議事日程
Call a meeting: 召開會議
Pre-convention Briefing:
會前工作會
Name Badge
: 識別證
Operation: 操作 實作
Operation Manual 操作手冊
Coordinator: 聯絡協調人
coordination meeting 聯絡協調會議


by 王瓊玉 2015-04-20 23:35:18, 回應(0), 人氣(676)
Tips for Cost-Effective Meeting
Consider every possible, easy, frequently forgotten ways to save meeting dollars:

1. Use local convention and visitor bureau (CVB):
CVBs are great ways to save due they offer many free services that you have to pay for otherwise, they also save time by direct to local meetings industry vendors.

2. Negotiate extra complimentary services:
Ex. Complimentary suites, parking passes, welcome announcement concierge floor upgrades, etc. which cost not big for the vendor but generate well effects.

3. Confirm Food and Beverage Prices:
Confirm the date the facility provides with firm prices with terms of inclusion & exclusion.

4. Secure sponsors to underwrite parts of meeting:
Any monetary or in-kind donations will help offset meeting expenses.

5. Recycle name badge holders and signage:
Save costs of replacement.

6. Evaluate breakout sessions:
Reducing breakouts saves money in meeting room fees, speaker costs and audio-visual charges.

7. Use one theme for meeting:
Multiply usage of theme in same props (properties) or re-use in different configurations throughout saves costs.

8. Book versatile entertainers and speakers:
Invite artists/groups who offer types of performances or music for more than one event saves money.
For speakers, select those who can offer a keynote speech and lead a workshop session.

9. Use local speakers to save on travel expenses:
CVBs ad hotels often have lists for local speakers.Local speakers will be less expensive than big names, less expenditure on travel and may even have built-in credibility with audience.

10. Negotiate with speakers:
Booking a speaker for multiple meetings in return for an excellent flat fee that omits expenses could be cost effective if it fits into program.

11. Work with the chef in planning meals:
Serve seasonal items and items the chef recommends. Challenge him/her to serve creative, cost-effective meals.

12. Have entertainment during cocktail parties:
People drink and eat less if diverted by entertainment.
Dare to use local entertainment.
Invite local university and children's performing groups rather than an expensive band.

13. Use professional audio-visual technicians during the planning stage:
Enlisting the help of audio-visual technicians during the planning stage saves money in long run.

14. Bring your own audio-visual equipment:
For smaller meetings, bringing your own LCD projector can be a money saver.
Make sure to insert a clause in hotel contract allowing you to bring your own with no applicable surcharge.

15. Hire local staff:
Local staff are familiar with the local surroundings and maybe even the facility and staff.

16. Use bulk mail rates for large mailings:
Postage can be a big expenses.
Plan ahead and mail early for less expensive rate

There are lots to planning a successful meeting than watching pennies and nickels.
Ultimately, our job is to run a meeting that offers organization great value - a terrific meeting that accomplishes organization's strategic objectives at a reasonable cost.
By keeping overall expenses low, we may be able to save enough to splurge where it really counts.



by 王瓊玉 2015-04-20 22:55:16, 回應(0), 人氣(730)
Reading
A meeting budget is not an isolated tool, but rather one you prepare in line with meeting objectives.
When meeting has financial goals, budget needs to take points into consideration.

1. What do I include in the meeting budget?
Fixed expenses:
Room rentals, marketing and promotion, speaker fees, signage, audio-visual equipment, insurance cost, other services might need, such as interpretation and translation.
Variable expenses:
Participants and attendees numbers related costings, such as Food and Beverage, Transportation, Onsite materials, Gratuities and Currency exchange fee.
Indirect expenses:
Administrative costs associated with event(s), such as staff salaries, equipment rental fees (walkie-talkies, mobile phones, etc.) that staffs use for the meeting.
Hidden expenses:
Vary from event to event and can include rush charges for signage, taxes, overtime charges, extra labor costs and unexpected or unplanned items.
Revenues:
Many meetings expect to make profits. Revenues usually come from registration, exhibition and advertising fees, sponsorships, donation in kinds of products and/or services.


2. How to categorize your budget?
Categories to organize revenue and expenses:
accommodation
administration
audio-visual
entertainment
exhibition
facilities
travel
speakers
shipping/freight
charges
flowers and decoration
food and beverage
insurance
labor charges
marketing and promotion
personnel
transportation, shuttle bus
programming
miscellaneous services
(translation and interpretation)

3. Find a way to Make Money!

Tries and ways to increase profitability:
1. registration fee
2. sponsorships
3. exhibition booth sales
4. special functions
5. advertising revenue
6. merchandise sales
7. audio and visual sales

4. Tips for a Cost-Effect Meeting.
by 王瓊玉 2015-04-20 22:14:38, 回應(0), 人氣(1239)
Drinking Champagne on a Beer Budget

Vocabulary
budget annual budget fiscal budget
rental  house rental
signage 招牌
equipment = apparatus 配備 器材 器具
variable 變數
gratuity 感謝金 禮物 = TIPS 小費
TIPS = TO INSURE PROMPT SERVICE
gratefulness
administrative
indirect  direct
hidden (cost)
revenue
profit
donation
categorize  category
beverage = drinks soft/alcohol/liquor
extra journey
personnel 人事
miscellaneous (msc.) 雜支
primarily
registration
sponsorship = enlisting
kiosk 小花台
booth
merchandise
souvenir
commission
complimentary 讚美 贈送
versatile
credibility
postage

Terminology
Budget =
預算 指的是預估的會展整體收入及花費開支,包括授入(註冊費贊助費廣告費),支出(花藝交通印刷餐飲等)
Cost Control =
財務控管作業,
Expenditure (Expenses)
支出費用,所有與會議相關的支出項目都可稱為支出費用
Fixed Expenses
固定費用,在會展活動中 不因人數的改變而變動的費用
Bank Transfer 行轉帳
Monetary Flow 金流
Cash Flow 現金流量
Financial Procedures 財金作業流程
Fee 費用 指的是參加會展活動而支付的費用 如registration fee
charge a fee
waive somebody's fee 減免某人的費用
admission fee 入場費


by 王瓊玉 2015-04-20 21:32:46, 回應(0), 人氣(653)
Penny and penny laid up will be many.
Every little helps.
Many a little makes a mickle.
by 王瓊玉 2015-04-19 05:35:25, 回應(0), 人氣(1234)

"Vincent" is a song by Don McLean written as a tribute to Vincent van Gogh. It is also known by its opening line, "Starry Starry Night", a reference to Van Gogh's painting The Starry Night. The song also describes different paintings done by the artist.

by 王瓊玉 2015-04-18 07:42:57, 回應(0), 人氣(837)
American Pie
Oh, and there we were all in one place
A generation lost in space 蘇美火箭試射
With no time left to start again
So come on Jack be nimble, Jack be quick 兒歌
Mick Jagger, The Rolling Stone
Jack Flash sat on a candlestick
'Cause fire is the devil's only friend
And as I watched him on the stage = Mick Jagger
My hands were clenched in fists of rage
No angel born in hell = music festival
Could break that Satan's spell
And as the flames climbed high into the night
To light the sacrificial rite 獻祭的儀式
I saw Satan laughing with delight
The day the music died
He was singing

I met a girl who sang the blues  Janis Joplin
And I asked her for some happy news
But she just smiled and turned away (she's dead.)
I went down to the sacred store
Where I'd heard the music years before
But the man there said the music wouldn't play
And in the streets the children screamed
The lovers cried, and the poets dreamed
But not a word was spoken     尼克森總統對越戰沉默以對
The church bells all were broken
And the three men I admire most
the Father, Son, and the Host Ghost (air crash = Bob Dylang, Ritchi
They caught the last train for the coast (空難死亡)
The day the music died
And they were singing

Buddy Holly 是 Don McLean 的偶像
by 王瓊玉 2015-04-18 06:55:48, 回應(0), 人氣(839)
American Pie
Do you write the book of love
And do you have faith in God above
If the Bible tells you so?
Now do you believe in rock and roll?
Can music save your mortal soul? 會死的靈魂
And can you teach me how to dance real slow?

"The Bible Tells Me So"
religious elements
music can provide us spiritual fulfill
slow dance (Blues)

Well, I know that you're in love with me
'cause I saw you dancing the gym
You both kicked off your shoes
Man, I dig those rhythm and blues   R&B   dig = like
I was a lonely teenage broncoing buck  bronco 野馬 buck 公牛
With a pink carnation and a pickup truck 性暗示
But I knew I was out of luck
The day the music died
I started singing

Now, for ten years we've been on our own
And moss grows fat on a rolling stone = Bob Dylan
But that's now how it used to be
When the jester sang for the king and queen = Bob Dylan 弄臣
In a coat he borrowed from James Dean
And a voice that came from you and me = Don McLean
Oh and while the king was looking down
The jester stole his thorny crown = the crown Jesus wears 背十字架
The courtroom was adjourned 法庭休會          the symbol of suffering
No verdict was returned   Who's the king? Elvis or Bob Dylan
And while Lenin read a book on Marx 列寧馬克斯
The quartet practiced in the park  四重奏= the Beatles
And we sang dirges in the dark 輓歌
The day the music died
We were singing

British Invasion
Bob Dylan/Joan Baey

The Beatles invaded in the USA in 1964

Helter skelter in a summer swelter 夏天悶熱 Helter Skelter Beatles' 歌
The birds flew off with fallout shelter 輻射避難所
Eight miles high and falling fast  成名曲 吸毒美國氾濫
Landed foul on the grass 髒
The players tried for a forward pass
With the jester on the sidelines in a cast 拋投 Bob Dylan = jester
Now the half-time air was sweet perfume  1960s 中期  吸毒
While sergeants played a marching tune = the Beatles
We all got up to dance
Oh, but we never got the chance
'Cause the payers tried to take the field
The marching band refused to yield 拒絕屈服 = the Beatles
Do you recall what was revealed
The day the music died?
We started singing.
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