文秘英语 UnitTravel Arrangements

1、Unit 7Travel ArrangementsLearning ObjectivesBy the end of this unit, you should be able tol know how to make room reservations,l book tickets,l plan a travel itinerary,l make business travel arrangements.Session One SpeakingNext week Mr. Johnson, the Executive of Rainbow Group, is going to New York

2、on business. Therefore Zhang Hong needs to arrange the business trip for him. There are a lot of things that she must do, such as making room reservations, booking tickets and designing a travel itinerary.Activity One Core Words and PhrasesBefore making the room reservation, it is necessary for Zhan

3、g Hong to have an idea about hotels. There are some words and phrases in the box below, match them with appropriate pictures. The first one has been done for you as an example.double room, hotel lounge, elevator, cloak room, a twin room, wireless internet, banquet hall，AC(air conditioner), shower/ba

4、th room, information counter，laundry services 1._double room_ 2._ 3._- 4._ 5._ 6._ 7._ 8._ 9._. 10. _ 11. _ 12. ._Now check your answer with the key below:2. information counter 3. twin room 4. air conditioner5. elevator 6. hotel lounge 7. shower/bath room8. wireless internet 9. cloak room 10. banqu

5、et hall11. gymnasium 12. laundry servicesHave you put most of the words in the right place? Dont worry if you havent. Guess now you should have some ideas about hotels. In fact, the hotel usuallyprovides other kinds of rooms, such as deluxe suite豪华套间, presidential suite总统套间, and single room 单人房. Act

6、ivity Two Core SentencesNow Zhang Hong is going to make a room reservation for Mr. Johnson. Below are some core sentences that may be used. Read them aloud and try to learn them by heart.1. I wonder whether I could make a room reservation on 20th February for Mr. Johnson.2. What is the room price in

7、 this hotel？3. Id like to book a presidential suite with a garden view.4. What services and facilities do you provide at that price?5. Can I get morning tea at 7oclock tomorrow morning?1.我想是否能为约翰逊先生预定2月20日的一个房间。2. 这家酒店的房间价格是多少？3. 我想预定一套带园景的总统套间。4. 房价包括什么服务和设施？5. 明早7点我能否喝早茶？ The language used in maki

8、ng room reservations is quite simple. However, before booking, its necessary to know what kind of facilities the hotel provides and the bosss likes and dislikes. Session Two ListeningThis session is to provide you with some listening activities regarding secretarial practice. There are two activitie

9、s in this session: five short dialogues in one activity and one conversation in the other.Activity One Short DialoguesThis activity is to check your ability to understand five short dialogues. After each dialogue, there is a recorded question. Both the dialogues and questions will be spoken twice. W

10、hen you hear a question, you should decide on the correct answer from the four choices marked A), B), C), and D) given in the course book, and then choose the correct answer. Before you listen to the dialogues, first have a quick look at the following words, which might be helpful. single ticket 单程票

11、 return ticket 往返票 airline 航线 aisle 过道 discount 折扣 refund 退款1. How many flights are there to Beijing every week?A. Two. B. Four.C. Fourteen. D. Twelve.2. What does the man mean?A. There is no ticket to New York for tomorrow. B. There is only one ticket left at the moment.C. There are lots of seats a

12、vailable at the moment. D. They dont sell tickets to New York. 3. How much is the ticket of China Southern Airlines from Changsha to Beijing?A. 400 yuan. B. 1,000 yuan. C. 1,600 yuan. D. 2,000 yuan.4. Which statement is true according to the dialogue?A. The woman wants a seat near the window. B. The

13、 woman needs a seat in the non-smoking area.C. The woman prefers a seat near aisle.D. There is no seat near the window available.5. What does the woman want to do?A. She wants to take a flight today.B. She wants to cancel the ticket and asks for the refund.C. She wants to change the date of the flig

14、ht.The first and the third one are about numbers. They are not easy, are they? The last one is difficult because the sentence is a bit too long. Check your answer with the following key:1. D 2 . A3. C4. C 5. C For more details of the dialogue, refer to the tape scripts at the end of this unit.D. She

15、 wants to pay for the ticket tomorrow.Activity Two A ConversationAfter making the room reservation, Zhang Hong is going to book the ticket for her boss. In this activity, you will hear a conversation about how she books the ticket. Now listen to the recording and complete the following Flight Bookin

16、g Request Form. The conversation will be read three times. For the first reading, you should try to get the main idea. During the second reading, you are required to put the missing items in the numbered blanks according to what you have heard. The third reading is for you to check your answer. Befo

17、re you listen to the conversation, first have a quick look at the following words, which might be helpful.SPRING TRAVEL AGENCYFLIGHT BOOKING REQUEST FORMGIVEN NAMES 6._FAMILY NAME/SURNAME EXAMPLE SmithDESTINATION 7._AIRLINES 8._CLASS 9._METHOD FOR PAYMENT 10._The words required in the spaces are not

18、 difficult, but picking them up during listening can be problematic sometimes. Here is the key for you to compare with your answer:6. John 7. New York 8. United Airlines 9. business 10. by credit cardBesides the United Airlines mentioned in the dialogue, there are a lot of other airlines. The follow

19、ing are the common airlines which are often referred to in our daily life.中国国际航空公司 Air China 中国东方航空公司 China Eastern Airlines中国南方航空公司 China Southern Airlines美国航空公司 American Airlines 英国航空公司 British Airways德国汉莎航空公司 Lufthansa Airlines澳大利亚快达航空公司Qantas Airways For the flight classification, there are firs

20、t-class, business-class and coach class (economy class).Session Three ReadingActivity One The Challenges of a SecretarySTEP ONE Suppose you are the secretary of Rainbow Group, Zhang Hong. You have been asked by Mr. Johnson to prepare the arrangements for a group of European and American investors. T

21、he investors plan to visit the Company for one week. Work in groups and prepare an itinerary(行程安排) giving the places and the sightseeing spots you would recommend. Tell your reasons.STEP TWO Make a list of tips you would give the investors who have never visited China before. The plan you are requir

22、ed to design is similar to a travel plan. However, the purpose of these investors is to judge whether Rainbow Group is worth investing in. Then the main point of the arrangements is about investing environment of Rainbow Group, not just on sightseeing. Here are some suggestions: STEP ONE : At this s

23、tage, remember to budget the time required to get from one place to another. The trip might also include the factories of Rainbow Group and the local city. STEP TWO: The advice might refer to things below: - medicines for upset stomachs and other illnesses, - comfortable walking shoes and suitable c

24、lothes, -what foods and dishes to taste, -reading materials about Chinese Culture and history. Activity Two Travel Arrangement Travel, especially business travel, can be wonderful but is not so easy. There are a lot of tasks for the secretary to do. After booking the ticket, Zhang Hong starts to mak

25、e travel arrangements. Read the following passage and answer the questions.Questions on the passage:1. What are the four main methods of traveling?2. Can a secretary make business travel arrangements by herself only?3. Besides the things listed in the passage, what else do you think a secretary shou

26、ld do in making travel arrangements for the boss?Travel ArrangementIn a large company there is often a department which is in charge of travel arrangements for the staff. In many companies, however, most of the travel arrangements for the boss are usually made by the secretary. The following four im

27、portant steps can ensure planning a trip for the boss goes smoothly.Step 1: The Pre-Trip DiscussionIt is important to know how many people are going on the trip and it is necessary to check if there is any special need, e.g. medical requirements. Knowing your boss preferences might give you an insig

28、ht into his overall work personality and procedures.Step 2: Booking tickets/flightsFirst, there are four main methods of travel: by airplane, by train, by ship and by bus. The method chosen usually depends on company policy, time schedule, budget, distance, and the purpose of the trip. Then it is cr

29、ucial to know the exact dates employees are leaving and returning. Any mistakes can be costly for the organization.Step 3: Arranging Hotel and TransportationArrange transportation for your boss to and from the airport, the hotel, the conference, or any other places he needs to go. The choosing of th

30、e transportation method depends on what your boss requests, and this can vary greatly. Below are some of the options:Taxi/Cab If your boss chooses to hop in a taxi, be sure he can do it easily. If he is going to an international airport during normal flying hours, there should be plenty of cabs outs

31、ide at the taxi stand. If he is traveling to a small airport, a small city or town, call a cab company the day before his arrival. Also, tell the taxi driver what terminal and gate or baggage claim area hell be coming out from. Give the cab company your bosss cell phone number so they can call to te

32、ll him where they are waiting.Renting a CarIf your boss wants his own vehicle for the trip, then you should reserve a rental car for him. Go to a rental car company website and shop around for the best deals.The Final Step: Go over the Details with Your BossBe sure all details are printed in the iti

33、nerary so that it is easy for your boss to read and take it along on the trip. They include:Airline: Carrier, terminal, gate, seat number, etc. Transportation: Any useful numbers, names, companies, etc.Hotel: Name, address, telephone number, etc.If the boss travels abroad, the secretary should also

34、ask the travel agency about the certificates required, such as passport, visa, health and police certificates and how to obtain them. When necessary, the secretary should also arrange the health and baggage insurance for the boss and help to collect the travelers checks.smoothly顺利地preference偏好crucia

35、l 关系重大的conference会议hop in上车rental出租的itinerary 行程安排carrier 客运航空公司terminal航空终点站insurance保险The procedure of how to plan a business trip has been presented in this passage. You may find that it is not difficult to understand, because arranging a business trip is almost the same as planning personal trav

36、el. Below is the reference for the questions: 1. They are traveling by airplane, by train, by ship and by bus.2. No. The secretary needs to discuss the arrangements with the boss and other people who are traveling along. 3.This is an open question. There is no fixed answer. You may discuss it with y

37、our partner to fully express your ideas.If you feel it difficult to understand the passage, read the following notes, and try to watch the video tutorials where the tutor will give you a detailed explanation of the whole passage. The video tutorials.NOTES1. Knowing your boss preferences might give y

38、ou an insight into his overall work personality and procedures. 了解老板的喜好能够让你清楚地知道他的工作特点和工作程序。句中knowing是动名词作主语。动名词在句中还可作表语、宾语、定语、宾语补足语等。 句中短语 give an insight into 意为 “使人洞悉，使人了解”。2. Then it is crucial to know the exact dates employees are leaving and returning. 因而，了解雇员离开和返回的确切日期是很重要的。句中crucial 意为“关键的”、

39、“至关紧要的”，常用在it is + to的结构中。在important, possible , necessary等词语后都能用此句型。3. Any mistakes can be costly for the organization. 任何错误对公司来说都可能是代价沉重。句中costly是形容词，意为“昂贵的”、 “重价的” 同义词有 expensive, dear。4. The choosing of the transportation method depends on what your boss requests, and this can vary greatly.交通方式的

40、选择取决于老板的要求，而且方式的选择大不相同。句中depend意为“依靠”、 “取决于”等，通常与介词 on, upon 连用。vary意为“变化”。5If your boss wants his own vehicle for the trip, then you should reserve a rental car for him.如果你的老板想自驾车出行，那你就应为他预定汽车。句中vehicle意为“车”。Activity Three Working with Words Complete the following sentences with appropriate words o

41、r expressions in the box. Each word is used only ONCE.preferences itinerary off-peak costly insuranceterminal crucial domestic carry-on luggage reserve1. Usually all the airlines have their own _ allowance policies, which limit the number, the size, and the weight of what people can take in a flight

42、 with them2. It is impossible for a businessman to go on business travels without an_ planned by the secretary.3. When the secretary is making travel arrangements, the bosss _ must be considered.4. For people who always travel, buying life _ is very important.5. British Airways operates intwo of the

43、five _at London Heathrow.6. Carelessness in work can be _ for the organization.7. Prague Airport offers _ discount of 40% of the landing fees for all flights between 07:45- 08:45 and 12:45-14:30 local time.8. More and more travelers are tending to _ tickets or hotels on line.9. Indias _ flights have

44、 become the lifeline of the country in this fast paced world.Most of the words are chosen from the passage you have just read. Now compare your answer with the key below:1. carry-on luggage 2. itinerary 3.preferences 4. insurance5. terminals 6. costly 7. off-peak 8. reserve9. domestic 10. crucial10.

45、 A solar-powered aircraft designed to fly round the clock without traditional aviation fuel has headed into its_ first night flight.Activity Four Translation1. Most of the bosss travel arrangements are usually made by the secretary.2. There are four main methods of travel now and the method chosen w

46、ill depend on a number of things.3. If your boss chooses to hop in a taxi, be sure he can do it easily.4. Give the cab company your bosss cell phone number so they can call to tell him where they are waiting.5. Be sure all details are printed in the travel itinerary so that it is easy for your boss

47、to read and take it along on the trip.Compare your translation with the following and try to see if there is any need for improvement:1. 老板大部分的旅行计划通常都是由秘书安排制定。2. 目前的旅行方式主要有4种，而旅行方式的选择决定于一些因素。3. 如果你的老板选择搭乘的士，你要确保他能够很容易地找到的士乘坐。4. 告知的士公司你老板的手机号码，以便他们告诉他，司机在什么地点等候。5. 确保所有细节都打印在旅行计划中，便于你的老板在旅行中阅读和携带。Sess

48、ion Four WritingAs the old saying goes, time is money and when it comes to business travel, this phrase really applies. Therefore it is very important to have a clear and effective business itinerary before embarking on any business travel. Usually it is the secretarys job to plan an itinerary for t

49、he boss. A well-planned itinerary saves not only the business time, but also money for the company. Activity One Tips for Planning a Business ItineraryConsiderationsPlanning a business itinerary requires several considerations:1. Members of the business trip and their preferences must be considered.

50、 Does anyone require special accommodation? Or does anyone have special needs?2. Maintain flexibility. Dont make the itinerary too tight.What to IncludeHere is an example of business itinerary. Study carefully and you will have a clear picture of how to plan an itinerary.An Itinerary for Smiths Visi

51、t to New YorkAugust 11 August 13, 2010Tuesday, August 11, 2010Ground Transportation: Car pickup at home at 8:30 a.m. by James Brown, Director of Human Resources DepartmentFlight 3235 (United Airlines)From: Changsha Depart: 10:00 a.m.To: New York(Transfer in Hong Kong) Arrive: 2 p.m. (local time)Grou

52、nd Transportation: Car pickup from the Arrival Gate at New York Airport to the Hotel Drivers name and contact number: Mr. Bill Bush, 87654321 Hotel:Hilton Hotel Confirmation No. 049585(a deluxe room)1111 BroadwayNew York, NY 10035212-343-1900Activities:Wednesday, August 12, 2010 09:00 Appointment wi

53、th Mr. Jason Rich, ABC Company (Bill Bush will pick you up at 08:30)10:30 Appointment with Mr. Lee, Marketing Manager 11:40 Lunch with Mr. and Mrs. Lee at Golden Palace Restaurant15:00 Appointment with Mrs. Green at the presidents office18:00 Dinner with Mrs. Green at Hilton HotelFriday, August 13, 201009:00 Leave New York for Changsha