Business Entertainment Essentials: Tips & Guidelines

1. Entertaining us

2. Do you think business entertaining is important?

3. Informal Business Entertaining Informal business entertaining consists of small conveniences These include tea, coffee, drinks, snacks, e.g. cookies. The secretary organizes and supplies these to: • customers • clients • any other stakeholders

4. Tips： • When providing drinks and snacks, be sure to use good china. • A clean tray-cloth should be kept next to the teapot and hot water jug. • Also, ensure that the area, china and utensils are kept clean at all times.

5. Tips： • Cookies should be on a separate plate for guests to help themselves. • A sufficient supply of snacks and drinks should be displayed.

6. When serving coffee, ask guests: Black coffee ? Coffee with milk ? Coffee with sugar ? It is best to provide brown sugar, as it is preferred by many people.

7. Dialogue Sugar and milk?

8. If you are asked to serve, give ______________ first, and then serve ___________________. Unless you are required to take notes or work as an interpreter, it will likely be appropriate for you to __________ after everyone is served. visitors their tea of coffee the staff of your own company leave the room

9. Working lunches are often provided for meetings that are likely to continue all day. • Light snacks: • sandwiches • hamburgers • tea • coffee • soft drinks

10. Formal Business Entertaining Location: 1) the company’s dining room 2) a restaurant Our Catering staff or the manager of outside restaurant should be informed: • the type of meal required–hot, or cold • the number of people expected the manager

11. All arrangements for visitors will have to be made within a budget specified by the company. So the secretary should ensure that the money spent is allocated within the limits of budget.

12. Set the following together with your boss: • the budget • the date • the venue • Select the guests together with your boss. • Reserve rooms provisionally, giving the approximate number of guests. • Confirm that the guest of honor (if relevant) is available on the proposed date. Check List 地点 主宾

13. Prepare and send invitation cards, electronically or by postal mail. Determine the menu and any special requirements, e.g. vegetarians. Arrange the table layout and have your boss approve it. (Note: The principal guest should be seated on the chairman’s right-hand side.) Order place cards. Check List 席次牌

14. Arrange audio-visual equipment for speeches, if relevant. Arrange for flowers and decorations, if necessary. Arrange for entertainment, dancing, etc., if necessary. Order gifts, if necessary. Check List

15. If any VIPs are arriving from out of town, arrange for them to be greeted and transported to and from their plane or train. If music is needed during the banquet, the secretary should check every piece of musical composition to make sure it matches the atmosphere of the banquet. As the event nears and plans are solidified, regularly compare actual cost against estimation and make sure the budget is not exceeded. Check List

16. Location of Business Entertaining Select a location for entertaining that _______________________. Thinking … • When you want to discuss confidential topics • When you just want to know some clients better meets your business needs What type of location will you choose?

17. Food for a less formal business entertainment • When taking guests out for a less formal meal, it is best to choose a restaurant that has a broad enough menuto meet people's differing tastes.

18. Alcohol • ____, ____, and liquor should be chosen before a formal lunch or dinner begins. • If you are the host, feel free to offer alcohol, but never ____ the issue. Wine beer force

19. The Secretary’s During the Event role The secretary’s role could be -- to assist generally -- to act as hostess Generally speaking, her role is to help ensure that guests’ needs are met and that they are comfortable at the get-together. If she acts as the hostess, she must be there • to greet guests as they arrive and see them as they leave. • to help them to find their tables. • to introduce them to each other when seeing any people standing alone.

20. Exercising Tact in Conversation Generally, you should steer clear of topics that can stir up passion or make any person feel uncomfortable. Don’t talk about these: • Politics • Religion • Your own job • Your employer’s part in the company • Anything else that may be controversial Acceptable subjects: sports, entertainment, travel, home life, etc.

21. Paying for a Business Lunch/ Dinner • Make the payment at the charging counter. • Do not allow the tab to linger on the table. • Do not discuss problems about the bill with your supervisor or restaurant manager in front of your guests.

22. Business Invitation

23. 1. Read the following dialogue and answer the questions. Dick Harper: Good morning. Dick Harper speaking. Jane Fonda: Hello. This is Jane Fonda. Dick Harper: Hello, how are you, Ms. Fonda? Jane Fonda: Fine, fine. Look, I’d like to discuss our new product with you. Would you like to have lunch at the Atlas sometime next week? Dick Harper: That sounds nice. When exactly? Jane Fonda: Well, how about Wednesday? Dick Harper: That’s very kind of you, but I’m afraid I can’t make Wednesday. I’ve got a meeting all day. Jane Fonda: That’s a pity. Does Thursday suit you? Dick Harper: Yeah, that would be fine. What time? Jane Fonda: Shall we say 12:30? Dick Harper: Yeah, that’s fine. Next Thursday at 12:30 at the Atlas. I’ll look forward to it. See you then. Jane Fonda: Goodbye.

24. Questions: (1) Who is calling? (2) Why is Ms. Fonda calling? (3) When and where will they have lunch together?

25. invitations informal formal refusals acceptances If the invitee accepts the formal invitation, he or she should send back the resevation card with confirming information.

26. Letters of invitation A formal invitation letter • Usually in the form of printed card. • Written in the 3rd person. Sample P112

27. requests the pleasure of sb. ———恭请 RSVP———即法语“Répondez S'il Vous Plaît ” RSVP =Reply if you please Regrets only——敬请告知

28. Write a formal letter of invitation based on the information given in the informal letter of invitation below. (请根据下面邀请信的内容写一份请柬。) Letter of Invitation June 30th, 2004 Dear Mr. Smith, We would like to invite you to an exclusive presentation of our new DX700s audio-visual system. The presentation will take place at the Wilson Exhibition Center, 300 King Street, Green Land, at 2:00 p.m. on Sunday, July 4th. We hope that you and your colleagues in your company will be able to attend. We look forward to your reply. Sincerely yours, Kathleen More

29. Kathleen More requests the pleasure of your company at an exclusive presentation of the new DX700s audio-visual system on Sunday, the fourth of July at 2:00 p.m. at the Wilson Exhibition Center, 300 King Street, Green Land R.S.V. P

30. How to Write an Invitation An invitation should list at least seven pieces of Information: • Names of party hosts or sponsoring organization; • Type of event (celebration party, welcoming reception, business networking meeting, etc.); • Date; • Time; • Place; • RSVP phone number or reservation card; • Any special dress requirements, if necessary.

31. Tips about Mailing Invitations • Always send written invitations for formal events • business gatherings • formal dinners • special occasions like showers or get-togethers honoring someone.

32. Tips about Mailing Invitations • If guests are not from your local area, include a map to the location of the event.

33. Tips about Mailing Invitations Send the invitations anywhere from 2 - 4 weeks in advance, depending on the formality of the occasion.

34. Reservation Card If the invitee accepts the invitation, then he or she should send back the reservation card with confirming information. Invitation Card Reservation Card

35. Sample Reservation Card

36. Summary Two types of business entertaining: Informal Formal You need to consider: budget date venue invitations menu wines seating layout invitations audio-visual equipment the bill transportation etc.

37. Finish Exercise 2&3 Vice President Mr. Larry Lawrence Request the pleasure of your company at a welcoming reception and celebration party On Friday evening, the sixth of June From six thirty until nine o’clock The Four Seasons Dining Hall, China Hotel The favor of a reply is requested Black Tie at 020-83210740

38. Mrs. Lyn Preston requests the pleasure of your company at a celebratory buffet luncheon celebrating the launch of the communication satellite on Sunday, the ninth of November from eleven until half past thirteen o’clock Guangzhou Headquarters R.S.V.P. Office of the President (020)86888386

39. THANK YOU !