to greet guests as they arrive and see them as they leave. Generally speaking, her role is to help ensure that to help them to guests’ find their needs tables. are met and that they are comfortable at the get-together. to introduce them to each other when seeing any people standing alone.
Alcohol
Wine beer ____, ____, and liquor should be chosen before a formal lunch or dinner begins. If you are the host, feel free to offer force the issue. alcohol, but never ____
the manager
What will happen if we ignore the budget?
All arrangements for visitors will have to be made within a budget specified by the company.
Chapter 5
Formal Business Entertaining
Location: 1) the company’s dining room 2) a restaurant
catering staff
•the type of meal required–hot, or cold •the number of people expected
As the event nears and plans are solidified, regularly compare actual cost against estimation and make sure the budget is not exceeded.
Location of Business Entertaining
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.
Sample Invitations
President and Mrs. Teddy Phil Lewis Request the pleasure of your company at a welcoming reception On Thursday evening, the thirty-first of January From seven until nine o’clock The Four Seasons Hall, China Hotel The favor of a reply is requested Black Tie

The Secretary’s
-- to assist generally -- to act as hostess
During the Event
The secretary’s role could be
If she acts as the hostess, she must be there
Check List
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.
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.
If you are asked to serve, give visitors their tea of coffee ______________ first, and then serve the staff of your own company ___________________. Unless you are required to take notes or work as an interpreter, it will likely be appropriate for leave the room you to __________ after everyone is served.
These include tea, coffee, drinks, snacks, e.g. cookies.
The secretary organizes and supplies these to:
–
customers
–
–
clients
any other stakeholders
Chapter 5
Chapter 5
Check List
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.
Chapter 11 Business Entertaining
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Chapter 5
Do you think business entertaining is important?
Chapter 5
Informal Business Entertaining
Informal business entertaining consists of small conveniences
Select a location for entertaining that meets your business needs _______________________.
Thinking …
• •
When you want to discuss confidential topics When you just want to know some clients better
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 Acceptable subjects: Religion sports, entertainment, travel, home life, etc. Your own job Your employer’s part in the company Anything else that may be controversial
Check List
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.
Note：



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