Meetings in English

Barker (How to manage meetings) states: „Ninety per cent of an effective meeting happens before it takes place.“ Therefore, when organising the practical aspects of a meeting, it is essential to book everything in good time. Think ahead to what the participants might need – technical equipment, refreshments – and ask attendees about their requirements in advance when you confirm the meeting or circulate the agenda.
    Giving travel directions
    Providing your visitors with clear travel directions can save them considerable time when they come to arrange their trip. A good time to do this is when confirming the meeting or circulating the agenda, to give visitors plenty of time to make their travel arrangements.
    Example
    You can reach our office/the meeting venue as follows:
    By car:
    Exit the M25 motorway at Junction 13
    Follow the signs for Milton Keynes
    At the first roundabout take the second exit to Little Dunbary (follow A25)
    Go straight on at the second roundabout
    Turn right at the T-junction
    Continue straight on until you reach the turning for Little Dunbary Industrial Estate on your right (opposite the Fox & Hounds pub)
    You will find us at Unit 98, Road B. Entrance on the left-hand side of the car park.
    By public transport:
    Nearest train station: Little Dunbary
    Bus 42 to Little Dunbary Industrial Estate leaves the bus station in front of the railway station every 30 minutes (on the hour and half hour); journey takes 30 minutes.
    From Birmingham airport:
    Take the airport shuttle to Birmingham city centre bus station (shuttle leaves the bus stand in front of the airport every 10 minutes); journey takes 40 minutes
    Bus 42 to Little Dunbary Industrial Estate (see above); journey takes 15 minutes
    On arrival, please report to reception and we will show you to the meeting room.
    Giving information on local accommodation
    If visitors are travelling from far afield or from abroad, they may need to make an overnight stay close to the airport or to the meeting venue. You can save them much time and help them to arrange things by suggesting suitable places to stay in the area.
Useful phrases
If you wish to make an overnight stay in the area, we can recommend
the Comfortable Inn, which offers reasonably priced accommodation and is located less than 500 metres from our office.
the Travellers' Guest House, which is within walking distance of/a short bus/taxi ride from the office.
the Luxus Hotel, which is a comfortable hotel located in the city centre and easily accessible from the office by taxi.
the Wings Hotel, which is situated in the immediate vicinity of the airport and accessible by shuttle bus.
    Finding out about visitors' special dietary requirements
    If people from different cultures are attending the meeting, don't forget to bear their dietary requirements in mind when organising meals or refreshments. Some visitors may have food allergies that must be taken into consideration, so prior to the meeting it is a good idea to ask them to inform you of any special requirements when confirming the meeting or circulating the agenda.
    Examples
Example 1: asking about dietary requirements
    Subject: project meeting of 25 August
    Dear Mr Smith
    Please find enclosed a copy of the agenda for the forthcoming project meeting.
    As we will be organising lunch for the meeting attendees, I would be grateful if you would let me know by 10 August if you have any special dietary requirements we should note.
    We look forward to seeing you on 25 August. In the meantime please do not hesitate to contact me if you have any questions or require any further information.
    Yours sincerely
    Simone Roth
Example 2: communicating dietary requirements
    Subject: project meeting of 25 August
    Dear Ms Roth
    Thank you for your letter of 24 July enclosing the agenda for the forthcoming project meeting.
    Your letter requested information on special dietary requirements. I am allergic to wheat products and would therefore be most grateful if you could make arrangements for gluten-free meals. Many thanks in advance.
    I very much look forward to seeing you at the meeting on 25 August.
    Yours sincerely
    Peter Smith
Useful phrases
I only eat halal meat/kosher food.
I am a vegan/vegetarian.
I don't consume any alcohol – even in cakes and sauces.
Unfortunately, I'm allergic to gluten/wheat/dairy products/nuts/seafood.
I have a wheat/dairy/nut/seafood allergy/lactose intolerance.
I follow a gluten-free/wheat-free/dairy-free diet.
I'm afraid I