Receiving Visitors

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Unit 6 Catering Visitors

Getting Things Ready1

Things to Do2

Things to Write3

More Things to Do4

Career Skill Description

Section 1 Getting Things Ready

the basics of receiving foreign visitors through reading

how host a foreign delegation

how to make an effective agenda

In this unit, you will learn:

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Activity 2: Read the passage in Section 2 and complete the following paragraph.


In order to leave a good impression on foreign guests, a good 1) relationship is essential to either personal or corporate sucess when preparing for a reception. Firstly, it is a great help for one to know the basic social etiquette ( 礼节 ) when you meet a guest for the first time. Secondly, it is best to dress in black or blue on a formal 2) . Moreover, you should show enough respect to the guests and their custom. Finally you should know some basic skills when 3) a foreign delegation. In short, do everything you can to show your 4) as a host and you will find it 5) .

interpersonal

occasion

hosting

hospitality rewarding

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Section 2 Things to Do

Things to Do

Activity Two

Listen and Write Read and Think

Activity One

Related Information

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Etiquettes in General BehaviorThere are certain aspects of general behavior that one expects from all people. These are the most basics of behavior.

Be polite - Always try to act in a demure and professional manner. Be sure to say, 'please,' 'thank you,' 'excuse me,' and 'you're welcome,' as appropriate.

Be punctual - It is basic courtesy to keep one's appointments in a timely manner.

Do not swear, shout, or lose your temper - Keeping your anger in check is the action of all civilized individuals and shows your grace and composure.

Related Information:


Do not pick anything - This includes nose, ears, bellybutton, teeth, toes, etc. Don't scratch yourself either. No spitting, don't chew gum in good company, and don't smoke in mixed company. Do not point or stare - It's just rude.Remove your hat indoors - Upon entering any household or establishment, you should immediately remove your hat.Do not check your watch - Unless you absolutely must be somewhere, it is rude to check your watch constantly. Refrain from this action when at a party or dinner or any function.


The dreaded three - Never discuss religion, politics, or finances with company. Also, you should avoid any conversation about work. If something is not directly work-related, then it may be suitable.

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route route

pushypushy

confirm confirm

punctual punctual

delegation delegation

on many occasions on many occasions

ceremony ceremony

interpersonal interpersonal

customary customary


Activity One Listen and Write

keep an appointment with keep an appointment with

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What should you pay

attention to when

receiving a guest?

What is right

attitude to keep on a formal

occasion?

How do you

prepare for a reception

of visitorsfrom

abroad?

1 2 3

Read and Think

A good interpersonal relationship is the basis of either personal or corporate success on many occasions. Receiving guests or visitors provides a good chance for bettering mutual understanding and building good relations. The following are the basics in receiving foreign guests.

As a general rule, you should let the guest walk on your right, and it is polite for you to open the door for him or her and let the guest go through the door first.

words

The Basics in Receiving Foreign Guests

Read and Think

It is usually considered offending to call a young lady ‘Madam’, or to ask a female about her age, salary, and other private matters. You are not supposed to smoke unless you are permitted. It is customary to dress clean and tidy when you meet a guest for the first time.

On a formal occasion, it is best to dress in black or blue. Don’t be humble or pushy, but you are required to show respect for the guest and his or her custom.

words sentences

Read and Think

When keeping an appointment with the guest, you must be punctual. When shaking hands, you can use a little strength, but not too tightly. You should always use ‘please’, ‘thanks’ in your talks. In addition, you should get ready to help your guests whenever and wherever they are in trouble.

The following elements should be considered when hosting a foreign delegation: Be aware of your visitors’ background and prepare to meet them as soon as they arrive;

words

Read and Think

Make sure you understand your visitors’ objectives and their desired route of the journey; Contact the departments to be visited; Make suggestions to enable your visitors to best use their time; Draft a reception proposal which covers the following:

• Meeting the visitors at the airport or station;• Making the schedule for interviews, meetings and fiel

d visits;

words

Read and Think

• Making arrangements for reception, dinners and ceremony;

• Confirming hotel, transportation, and communication in advance.

In a word, do what you should to show your hospitality as a host and you will find it rewarding.

translationtranslation

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words

Read and Think

Find out the etiquette of entertaining in a restaurant and share your ideas with your partner.

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To succeed in business, it is as important to understand the etiquette of entertaining in your dining room or a restaurant. Keep these tips in mind when it's time for you to play host to clients, other executives or business prospects. 1) Let the guest choose the restaurant. If the person hesitates, you should propose several alternatives. This will enable you to be confident in the restaurant's quality and to make menu suggestions if asked.

Task 1 Test your problem-solving ability.

Read and Think

2) Make prior arrangement with the restaurant's captain for a table placed in a desirable location to allow for privacy if you plan to talk business.

3) Skillfully arrange with the waiter to give you the check, make payment arrangements before you arrive or discreetly give your credit card early to avoid a possible "who-grabs-the-check?" debate.

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Read and Think

4) Even if you know what your guest plans to order, let him or her place the order himself or herself.

5) Allow your guest to choose the wine, if applicable. Again, if the guest hesitates, if you’re knowledgeable, make a suggestion or ask the restaurant's waiter to recommend a wine or wines.

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Read and Think

Task 2 Tell whether the following statements are true or false. Write T for True and F for False.

1. To leave a good impression on guests, one should learn the basic social etiquette. ( )

2. As a general rule, you should call a young lady ‘Madam’, or to ask a female about her age, salary, and other private matters. ( )

3. You should be humble, and dress in black or blue on a formal occasion. ( )

T

F

F

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Read and Think

4. Receiving visitors includes arranging for hotel reservation and airport pickup. ( )

5. When making an appointment with the guest, you must arrive far ahead of schedule. ( )

6. You should make suggestions to enable your visitors to best use their time. ( )

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T

F

T

Read and Think

1. What does this passage say about a good interpersonal relationship?

It is the basis of either personal or corporate success on many occasions.

2. What can be an offending thing for a female?It is usually considered offending to call a young lady

‘Madam’, or to ask a female about her private matters. Furthermore, you are not supposed to smoke unless you are permitted.

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Task 3 Give brief answers to the following questions.

Read and Think

3. When shaking hands, what should you pay attention to?

You can use a little strength, but not too tightly.

4. What does this passage suggest for receiving your guests?

You should get ready to help your guests whenever and wherever they are in trouble.

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Read and Think

5. What should you do as a host to enable your guests to best use their time?

Make suggestions to best use their time and do what you should.

6. Do you have any experience of catering foreign friends? How do you prepare for this?

Open.

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Read and Think

A B1. 相互了解 a. on many occasions 2. 在许多场合 b. keep an appointment with 3. 人际关系 c. mutual understanding 4. 守约 d. build good relations 5. 现场参观 e. interpersonal relationship 6. 个人隐私 f. host visitors 7. 款待客人 g. whenever and wherever 8. 预先 h. a field visit 9. 建立良好关系 i. private matters 10. 无论何时何地 j. in advance

1-c

2-a

3-e 4-b

5-h 6-i

7-f

8-j

9-d 10-g

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Task 4 Match A with B.

Read and Think

1. If you fail to your dentist you’ll have to pay for it.

2. Being has become an international practice in the business world.

3. Scientific techniques are so advanced as to____________ surgeons to open and repair the heart.

4. The conference was by that committee.

host customary keep an appointment with punctual confirm enable be aware of route draft mutual

keep an appointment with

punctual

enable

hosted

Task 5 Fill in the blanks with the right words or phrases. Change the form where necessary.

Read and Think

5. This bus covers a large number of streets.

6. It is for the most important person to sit at the end of the table.

7. I am busy a speech for the conference.

8. The recent airplane crash my belief that stronger safety regulations are needed.

9. respect is necessary for the partnership to work.

10. Everybody the importance of the meeting.

route

customary

drafting

confirms

Mutual

is aware of

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Section 3 Things to Write

Things to Write

Activity Two: Applied Writing

Creating an Agenda A Business Agenda

Activity One: Task-based Writing

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Activity One: Task-based Writing

Creatin

g an A

gend

aC

reating an

Agen

da

Task 1 Study the following tips for writing.

Task 2 Study the following language for writing.

Task 3 Study the following model for witing.

Task 4 write an agenda to arrange your time.

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Having an agenda can save you time and stress. It allows you to plan the specifics ( 细节 ) of a meeting or visit ahead of time so that everything important will be included. Enjoy the benefits of an agenda by following this guide on how to write an agenda.

1. Subject: Head your agenda with the date, time, title and purpose of the meeting or visit.

Task 1 Study the following tips for writing.


2. Sub-points: Sub-points are anything that would go along with a main category, but needs to stand alone, such as activities, attendances ( 出席人数 ), location, communication and so on.

3. Time Management: Be aware of how long each item will take and allocate ( 分配 ) the time properly.

4. Location: State clearly the place and/or contact the departments to be visited.

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Words and phrases: attendendee 参加者location （活动）地点receive 接待session 会议project team/officer 项目团队 / 官员delegation 代表团ditto 同上

Task 2 Study the following language for writing.


Sentence patterns: reviewing today’s activities

discussing the details of ...

meeting the delegation from ...

negotiating with ...

having a luncheon with ...

making a field visit to ....

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A Visit Agenda of the Foreign DelegationA Visit Agenda of the Foreign Delegation

DAY ONE: MONDAY, 16/ 2/ 08

TIME ACTIVITY LOCATION ATTENDEES

PURPOSES

8:15 AM Receive foreign delegation at airport

At Airport Managers of Public Relations Dept, Sales Dept, Comapny Office

Giving the delegations a warm welcome

Task 3 Study the following model for witing.


9: 00 – 9: 30 am

Welcome ceremony

Meeting Room

Foreign delegation, CEO, the above members

Introductions, taking photos

9:30- 10:15 am

Session One: Meeting Room

Ditto (not including CEO)

Co-operation

Review of contract terms

intentions and general terms

10:15-10:30 am

Coffee Break Reception Room

Ditto 　

10:30-11:30 Session Two: Meeting Room

Ditto Come to terms with the details Details of the

contract


12:00-2:30 pm

Lunch and rest

Baiyun Hotel

Ditto and CEO

2:30- 4:00 pm Session Three:

Meeting Room

Ditto (not including CEO)

Make sure everything is OK

Review of contract details

5:00 PM Session Four:

White Swan Hotel

Ditto Celebration

Dinner Party

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Activitiy 2 Applied Writing

Task 1 Look at the words.

marketing [] n. 行销 , 买卖Public Relations 公共关系bargain [] n. 契约 , 合同v. 议价payment [] n. 付款 , 支付 , 报酬manufactory [] n. 制造厂 , 工厂venture investment 投资风险

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Miller David, an executive of the foreign corporation, will arrive at Beijing airport at 7:00 this morning. He plans to make a business investigation into Beijing Arts & Crafts Import and Export Corporation and proposes to sign a contract. You are appointed to cater him, please make an agenda for him.

Task 2 Fill out the form with the given information.

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TIME ACTIVITY LOCATION ATTENDEES PURPOSES

7:00-7:30am Receive Miller David

At Airport Managers of Marketing Dept and PR Dept.

Giving Miller David a warm welcome

8: 00 – 8: 30 am Breakfast 　　　

8:30- 9:30 am Welcome ceremony 　　　

9:30-11:30 Visit the show hall 　　　

12:00-2:00 pm Lunch and rest 　　

2:00- 3:00 pm Discuss details of the contract

　　　

3:00-4:30 pm Visit manufactory of Chinese party

　　　

5:30-7:00 pm Dinner Party 　　　

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Section 4 More Things to Do

More Things to Do

Activity Two:

Reading More Focus on Grammar

Activity One:

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The Secrets of a Great Handshake It's something most of us do often. We shake hands with long-time friends, with acquaintances ( 熟人 ) and with strangers. In much of the world, the handshake is a part of the first 1) that we make. Here are the secrets to a great handshake:

1. Start with eye contact and a smile.


prefer see suitable tightly comfortable gesture

observe self-confidence with impression

impression

Task 1 Read the passage and fill in the

blanks with appropriate words from the box below.


A great handshake isn't just about a physical 2) ; it is about connecting 3) the other person and conveying ( 传达 ) your pleasure to the other person. The best way to do that is with your face and your eyes. 2. Make a full handshake. Keep your hand open and make sure your handshake will be a hand shake, not a finger or palm ( 手掌 ) shake. That means your thumb ( 拇指 ) and palm should be 4) interlocked ( 互锁 ) with the other’s. This allows you to truly have a full handshake.

gesture with

tightly


3. Firm, not strong. good handshake is firm but not overpowering ( 力气过大 ). A firm handshake shows your 5) , but too much strength makes the other person feel oppressed ( 压迫 ). Always make your grip firm, but make adjustments based on the firmness of the other person's grip. 4. Up and down, not back and forth. A good handshake has a nice up and down motion ( 动作 ), not a back and forth one, as if you were trying to 6) some wood together. Again, adjust the motion to what seems natural and 7) to the other person.

self-confidence

sawcomfortable


5. Adjust time.

Some people 8) a long handshake; others prefer it much shorter. 9) the other person and adjust the time to the situation, how well you know the person, and what seems comfortable to them.

6. Consider your left hand.

While it may not be 10) in some cultures, I often use my other hand to grasp ( 抓住 ) the other side of the person's hand or to touch his arm. This gesture makes the handshake warmer and more personal.

preferobserve

suitable

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Task 2 Choose the answer that best completes each sentence.

1. When handshaking you should show your pleasure through __________.

A) the hand

B) the eyes

C) the thumb

D) the palm


2. A full handshake is one with __________.

A) your fingers touching the other’s

B) your palm against the other’s

C) your two hands gripping the other’s

D) your thumb and palm interlocked with other’s


3. How long a handshake should continue may depend on _________.

A) the firmness of the other person’s handshake

B) how strong the other person’s handshake is

C) how well you know each other

D) the direction of the motion


4. The word “grip” in Secret 3 most probably means to _________.

A) hold

B) power

C) act

D) move


5. We can infer from this passage that __________.

A) we should smile in the process of handshake

B) it is polite to shake hands with much strength

C) a up and down handshake is not suitable

D) a weak handshake shows lack of confidence

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Read and Think

The Basics in Receiving Foreign Guests A good interpersonal relationship is the basis of either personal or corporate success on many occasions. Receiving guests or visitors provides a good chance for bettering mutual understanding and building good relations. The following are the basics in receiving foreign guests. As a general rule, you should let the guest walk on your right, and it is polite for you to open the door for him or her and let the guest go through the door first.

back

Read and Think


On a formal occasion, it is best to dress in black or blue. Don’t be humble or pushy, but you are required to show respect for the guest and his or her custom. back

Read and Think


On a formal occasion, it is best to dress in black or blue. Don’t be humble or pushy, but you are required to show respect for the guest and his or her custom.

back

Read and Think

When keeping an appointment with the guest, you must be punctual. When shaking hands, you can use a little strength, but not too tightly. You should always use ‘please’, ‘thanks’ in your talks. In addition, you should get ready to help your guests whenever and wherever they are in trouble.

The following elements should be considered when hosting a foreign delegation: Be aware of your visitors’ background and prepare to meet them as soon as they arrive;

back

Read and Think

Make sure you understand your visitors’ objectives and their desired route of the journey; Contact the departments to be visited; Make suggestions to enable your visitors to best use their time; Draft a reception proposal which covers the following:

Meeting the visitors at the airport or station;Making the schedule for interviews, meetings and field visits;

back

Read and Think

Making arrangements for reception, dinners and ceremony;

Confirming hotel, transportation, and communication in advance.

In a word, do what you should to show your hospitality as a host and you will find it rewarding.

back

Language Study

basic: n. the most important and necessary facts about something; element; factor 基本要素 , 基础

For example:

Once you know the basics, you can start experimenting with different methods. 一旦你知道了要点，你就可以开始用不同的方法做试验。

If you want to be a chef, you must firstly know the basics of cooking. 如果你想要成为一名厨师，你首先必须知道烹调的基本要素。

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Language Study

receive: vt. to greet or welcome 欢迎，接待For example:

As an usher in the hotel, you should receive any guest warmly. 作为酒店的迎宾员，你应该对任何客人都热情欢迎。

The manager received the foreign experts himself. 经理亲自接待外国专家。

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Language Study

on many occasions: in many situations; many times 许多场合，许多次

For example:

His calm has stopped me rushing my fences on many occasions. 在许多场合他的镇静制止了我的鲁莽。

I've said on many occasions that I wanted to retire, and I sincerely meant it. 我曾多次提出想要退休，我说的是真的。

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Language Study

mutual: a. having the same relationship each to the other 相互的，彼此的

For example:

Mutual respect is necessary for the partnership to work. 互相尊重是合伙工作所必须的。

We should give mutual help and relief in time of distress. 我们应该在困难的时候相互帮助和信任。

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Language Study

It is usually considered offending to call a young lady ‘Madam’. The antecedent “it” here acts as the subject in form with the infinitive “to call ...” as the subject in logic. offending ： a. unpleasant; disgusting; disagreeable 不愉快的 , 厌恶的For example: His dirty words are so offending that nobody makes friends with him. 他的脏话令人讨厌，没有人和他交朋友。 Littering is offending, so everyone should remember taking his rubbish away after watching a match. 乱丢垃圾让人讨厌，所以每个人看完比赛后都要记得把垃圾带走。

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Language Study

be supposed to: should; ought to 应该For example:

He is supposed to be washing the car. 他应该在洗刷汽车。

We are supposed to be meeting alone. 我们本来是要单独见面的。

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Language Study

customary: a. usual; normal 习惯的，惯例的For example:

It is customary for the most important person to sit at the end of the table. 最重要的人物坐在桌子一端的上座。

Is it customary to tip waiters in your country? 在你们国家付侍者小费是一种习惯吗？

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Language Study

keep an appointment with sb: date with sb; make an appointment with sb 与人约会，守约

For example:

She kept an appointment with the doctor at 10:30. 她和医生约在 10:30 。

Because you failed to keep the appointment with the agent, you should try every means to make up for the loss. 因为你没赴代理商的约会，所以你要想尽千方百计弥补损失。

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Language Study

punctual: a. acting or arriving exactly at the time appointed严守时刻的，准时的

For example:

If you are punctual you are not late. 如果你严守时间 , 你就不会迟到。

The commuter trains are never punctual. 往返列车从来不准点。

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Language Study

host: n. to provide the place and everything that is needed for an oranizied event; receive 当主人招待，举办

For example:

The conference was hosted by that committee. 该委员会充当这个会议的东道主。

Which country is going to host the next Olympic Games? 哪个国家举办下一届奥运会。

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Language Study

be aware of: know; be conscious of 知道，意识到For example:

We are aware of this problem, but it's nothing to be afraid of. 我们意识到了这个问题，但这不可怕。

Everybody is aware of the importance of the Four Modernizations. 每个人都意识到了四化的重要性。

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Language Study

route: n. road; course; way 路线 , 路程For example:

What is the best route to Cambridge? 去剑桥的最佳路线怎么走？

Is your office on a bus route? 你上班地点在公交路线上吗？

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Language Study

draft: vt. draw up a preliminary version of or plan for；design 起草，设计

For example:

Jim is busy drafting his speech for English speaking contest. 吉姆忙着起草英语演讲比赛的演讲稿。

He drafted the model of the sports car’s engine. 他画了这款运动型汽车引擎的草图。

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Language Study

in advance: ahead of time; beforehand 预先，提前For example:

I have to warn you in advance, we may be delayed. 我不得不提前警告你，我们可能会耽搁。

Couldn’t you distribute copies well in advance? 难道你不能提前发好复印件吗？

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Language Study

hospitality: n. friendly behavior towards visitors 好客，盛情

For example:

I thank him for his hospitality. 我感谢他的友好款待。 They show hospitality to a stranger. 他们殷勤招待陌生人。

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Translation

接待国外来宾的基本要点

在许多场合，良好的人际关系是个人或是企业成功的基础。接待客人或来访者为增进相互了解和建立良好的人际关系创造了良机。下面介绍接待国外客人的几个基本要点。通常来说，你应该让客人走在你的右边。为了体现礼貌你应该首先为他（她）开门，并且让客人先进门。称呼年轻女士为“夫人”，或是询问女士的年龄、薪水以及私人问题通常被认为是很令人讨厌的行为。除非得到允许，否则你不应该在客人面前吸烟。当你和客人初次会面时，按惯例你应该穿戴整齐干净。

Translation

在正式社交场合，你最好穿蓝色和黑色外套。你不必表现得过分谦卑或是过分热心，但应该尊重客人和他（她）的地方风俗。如果和客人约定见面，你必须准时到达。握手时，要用点力度，但不要握得太紧。谈话时，你要经常使用“请”，“谢谢”这些礼貌用语。此外，无论客人何时何地遇到困难，你都应该准备好帮助他们。当你招待国外代表团时，应该考虑以下要点：了解来宾国家的习俗，并且准备好及时去迎接；

Translation

确保明白来宾的访问目的和他们期望的行程路线；联系即将访问的部门；给来宾提供一些建议以便他们能够更好地利用间；草拟一份接待计划，包括以下几点：

在飞机场或火车站迎接来宾；制定一份包括会面、开会和实地考察的日程表；安排招待会、晚宴和庆祝仪式等具体事宜；提前确定酒店、交通路线和通讯方式。

总之，尽量表现出你作为主人的热情好客，你会发现它会获得回报。

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Focus on Grammar

英语动词时态在句子中前后应保持一致： 1 ）动词时态要与时间状语一致；2 ）并列句的动词时态要与主句一致；3 ）在时间和条件状语重句中，现在时用于表示将

来发生的事情；4 ）当表示一个宇宙真理或客观事实，常使用一般

现在时。

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Focus on Grammar

1) This is my friend Mary. She is a student at Binhai Technical School.

这是我们的新老师史密斯先生，他来自澳大利亚。This is our new teacher, Mr. Smith. He is/comes from

Australia.

2) The sun rises in the east and sets in the west.

地球是圆的，围绕着太阳运转。The earth is round and goes/runs around the sun.

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Task 1 Study the following English sentences

and translate the Chinese sentences into English.

Focus on Grammar

3) The students read English aloud on the campus every morning.

我通常每月回家一次。 I usually go home once a month.

4) Does he often come back so late? 你在空余时间常常看英文书吗？ Do you often read English books in your spare time?

5) How often do you hold an English Corner? 你们每周有多少节英语课？ How many English lessons do you have in a week?

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Focus on Grammar

Task 2 Complete the questions in the left column to suit the answers given in the right.

1) Where _ _ _ _ _ ? Roland lives in a city in Central England.

　 He works for a computer company.

2) When _ _ _ _ _ _ _ _?

He usually gets up at six o'clock.

　 He goes shopping on Sundays.

3) What _ _ _ _ _before going to bed?

He often listens to the radio before going to bed.

Focus on Grammar

4) When _ _ usually _ _ ? He usually starts work at eight o'clock, but on Tuesdays he starts at seven.

5) What _ _ _ _ on Tuesday morning?

He has an English lesson every Tuesday morning at eight o’clock.

6) What _ _ _ _ _ _ job? Roland is a computer programmer.

7) How long _ _ _ _ every week and where _______?

He works for forty hours a week in the company's computer department.

8) Why _ _ _ _ _ _ job? He likes his job because he feels interested.

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