Lesson 5: Conferences
Words to learn:
Accommodate; arrangement; association; attend; get in touch; hold; location; overcrowded; register; select; session; take part in.
Study the following definitions and examples.
1. accommodate v., to fit; to provide with something needed
a. The meeting room was large enough to accommodate the various needs of the groups using it.
b. Because the deadline for reserving rooms was past, the hotel manager could not accommodate our need for more rooms.
2. arrangement n„ the plan or organization
a. The travel arrangements were taken care of by Sara, Mr. Billings’s capable assistant.
b. The arrangement of speakers was alphabetical to avoid any hurt feelings.
3. association n., an organization of persons or groups having a common interest; a relationship or society
a. Membership in a trade or professional association provides business contacts and mutual support.
b. Local telephone companies formed an association to serve common goals, meet their common needs, and improve efficiency.
4. attend v., to go to; to pay attention to
a. We expect more than 100 members to attend the annual meeting.
b. The hotel manager attended to all our needs promptly.
5. get in touch v., to make contact with
a. As soon as we arrive at the hotel, we will get in touch with the manager about the unexpected guests.
b. The registration desk is a good Central location for people to get in touch with each other.
6. hold v., to accommodate; to conduct
a. This meeting room holds at least 80 people comfortably.
b. She holds an annual seminar that is very popular.
7. location n., a position or site
a. The location of the meeting was changed from the Red Room to the Green Room.
b. Disney World was the perfect location for the annual meeting since many members could bring their families.
8. overcrowded adj., too crowded
a. As soon as the guests entered the dining room for dinner, Sue Lin could see that the room would become overcrowded.
b. To avoid being overcrowded, we limited the number of guests that members could bring.
9. register n., a record; V., to record
a. According to the register, more than 250 people attended the afternoon seminar.
b. Hotels ask all guests to register and give a home address.
10. select v., to choose from a group; adj., specially chosen
a. The conference participant selected the marketing seminar from the various offerings.
b. The winners were a select group.
11. session n., a meeting
a. The morning sessions tend to fill up first, so sign up early.
b. Due to the popularity of this course, we will offer two sessions.
12. take part in v., to join or participate
a. The format for the session is very informal, which makes it easier for people to take part in the discussion.
b. We could not get enough people to take part in the meeting, so we canceled it.
WORDS IN CONTEXT
Read the following passage and write the words in the blanks below.
|arrangements||get in touch||overcrowded||sessions|
|associations||hold||register||take part in|
Many (1) _________ and organizations hold annual con-ferences so that their members can (2) _________ with each other and (3) educational programs. When
planning a conference, event coordinators try to have a variety of (4) _________ so people (5) _________ can (6) _________ a workshop or meeting that best suits their needs. When making (7) _________ for a conference, they look for a site that will (8) _________ all their needs. The site should be able to (9) _________ the number of people expected to attend, without the meeting rooms being (10) _________ . Good event coordinators tour the site before making a final decision because brochures cannot show all the nec-essary details. Having meetings in a fun (11) _________ can really encourage people to (12) _________ for the meeting.
|verb||accommodate||The hotel staff was able to accommodate our many needs for the conference.|
|noun||accommodation||The accommodations at the hotel include swimming pool, gym, and restaurant.|
|adjective||accommodating||The conference center manager was extremely accommodating and tried to make our stay pleasant.|
|noun||arrangement||Nobody could understand the seating arrangement.|
|verb||arrange||We will arrange the chairs in a circle.|
|adjective||arranged||The arranged flowers didn’t look like those we chose from the catalog.|
|noun||association||Any association with the former company will put us in a negative light.|
|verb||associate||Do you think customers will associate the tailed upstart with ours?|
|adjective||associated||The associated costs will put this project out of our reach.|
|verb||attend||Gillian attended the reception for visiting ambassadors.|
|noun||attendee||More than 500 attendees packed the ballroom.|
|adjective||attendance||Attendance was low for this year’s annual meeting.|
|verb||select||Since there are overlapping workshops, participants will have to select which one most appeals to them.|
|noun||selection||His dinner selection of stuffed quail sounded better on the menu than it looked on the plate.|
|adjective||selective||The planning committee was very selective about who received invitations.|
|verb||register||He registered for his classes via the Internet.|
|noun||register||The hotel’s register showed that only half the members had arrived.|
|noun||registration||Registration is a detail-oriented and crucial part of running any meeting.|
Part 5 Incomplete Sentences
Choose the word that best completes the sentence.
10. The banquet room could_______ up to 750 for dinner.
11. Helen made the final_________ for use of the conference room with the hotel’s general manager.
12. For most people, Samco is ______ with computer chip production.
13. We expect that fewer guests will _________ the evening gala.
14. The association’s members were asked to _______ for the special session well in advance because space in the lecture hall was limited.
15. By adding more class________, the staff was able to please more members.
Part 6 Text Completion
All members of the Countywide Small Business Owners Association are invited to take part in our annual conference, to be held on March 31 at the Grand Hotel in Marysville.
The conference begins at 8:30 A.M. with an address by this year’s guest, Cynthia Quinn, owner of Designs by Cynthia, Inc., and winner of numerous business and community awards. Morning small group sessions begin at 9:30. Attendees can (16. ______) from a variety of session topics including Financing Your New Business; Selecting the Best Location; and Formulas for Success. Lunch will be served at 12:30, followed by afternoon small group sessions at 2:00.
This is the Association’s most popular event, so (17. ______) early to assure your place. Fill out the form below and send it to the Association Secretary by March 1. To arrange overnight (18. ______) at the Grand Hotel, get in touch with the hotel reservations clerk at 498-1231. Mention the conference in order to get a special discount price.
(A) will register
(B) must register
Part 7 Reading Comprehension
Questions 19-23 refer to the following two e-mails.
|To: Max Sullivan
From: Martha Reynolds
I have been working on the arrangements for our upcoming conference. I’ve looked into the City Convention Center, and I think it is the most convenient location. It is close to public transportation and hotels. The accommodations are also excellent. The rooms are large, and we can reserve up to ten meeting rooms. However, the price is almost 50% more than we agreed we could spend. The other choice is the Mayfield Hotel. Many associations hold their conventions there. It is a nice place, and the price is reasonable. However, it is not close to the subway. Also, it is much smaller than the Convention Center. I think we could only get three meeting rooms. Would that be enough? Please get in touch with me today to let me know what you think. I need to reserve a place soon.
|To: Martha Reynolds
From: Max Sullivan
Subj: Re: Conference
In regard to selecting a location for the conference, I think the Convention Center is better than the Mayfield Hotel. The hotel is much too small. Remember, we plan to hold at least five sessions at a time. We couldn’t do that at the hotel. We expect more people to take part in the convention this year, so it is important to have a space that can accommodate everyone. About the price, I think we can rearrange the budget a bit in order to be able to pay for it So go ahead and reserve the space at the Convention Center.
19. What are these e-mails about?
(A) The date of the conference.
(B) The conference site.
(C) The topics of the conference sessions.
(D) The number of conference attendees.
20. How many meeting rooms will they need?
(A) Only three.
(B) At least five.
(C) Up to ten.
(D) Almost 50.
21. What does Max prefer about the Convention Center?
(A) The price.
(B) The location.
(C) The size.
(D) The people.
22. The words get in touch in line 14 of the first e-mail are closest in meaning to
23. The word selecting in line 1 of the second e-mail is closest in meaning to