Meetings in English

can't eat seafood.
    Finding out about visitors' technical requirements
    Many people bring laptop computers and other devices to meetings and there are a host of other types of equipment they might need you to supply. Don't forget to check in advance what the participants require. If you're responding to the organiser's request for information on technical equipment, make sure you reply before the deadline.
Useful phrases
I would be grateful if you could let me know by 10 August what technical equipment you will need for the meeting/your presentation.
Please let me know by 10 August if you require any technical equipment for the meeting/presentation.
I would be most grateful if you could supply/provide an overhead projector and a local adapter for my laptop power cable.
I will be bringing my laptop with me to the meeting. I would therefore be most grateful if you arrange for an extension lead to be provided.
    Booking meeting facilities
    Once you have gathered information on the participants' individual requirements and have a clear picture of what will be needed for the meeting, it's time to book the meeting room, necessary facilities and refreshments.
    Examples
Example 1: telephoning to book meeting facilities
    A: Hello, I'd like to book a meeting room for the Sales Department from 10.00 to 12.30 on 10 January, please.
    B: Sure. How many people will be attending the meeting?
    A: There'll be 15 of us.
    B: Okay, I'll just check what's available … Conference Room A is free at that time.
    A: That's great. Could you just let me know how many power points are in that room?
    B: I'll just check for you … Room A has six power points.
    A: Okay, in that case we'll need two extension leads with five sockets each, as most of the attendees will be bringing laptops.
    B: That's fine. I'll reserve two extension leads for you.
    A: Thank you. Could I also book an overhead projector?
    B: Sure, no problem.
    A: And some people will be joining us remotely. Could I book conference call equipment and a technician to set it up for us as well?
    B: Certainly.
    A: Thanks very much.
Example 2: telephoning to arrange for refreshments
    B: Will you be requiring refreshments for the meeting?
    A: Yes, please. We'll be taking a break at 11.00 a.m. Please could you arrange for refreshments for 15 people?
    B: Certainly. Any special requirements?
    A: Oh, yes. One person has a dairy allergy and has requested soya milk.
    B: No problem at all. Do you need anything else?
    A: The meeting will finish at lunchtime. Could you lay on some sandwiches for around 12.30, please?
    B: Certainly. Any particular preferences?
    A: Yes. We have two vegetarians and someone who only eats kosher food. Could you make provision for that, please?
    B: Absolutely. Do you need anything else?
    A: I think that's everything, thank you. If you could perhaps let your colleagues on reception know that some visitors from Japan will be joining us and to show them the way to conference room A?
    B: Of course, we'll see to that.
    Intercultural considerations
    Besides culture-related dietary requirements, other cultural aspects come into play when arranging a meeting involving participants from different parts of the world.
Times of the day and public holidays
    Particularly if you are organising a teleconference involving participants in different countries, it is important to ensure that the meeting will take place at a time that is reasonable for all the participants, wherever they are located. Remember, too, to check for important public holidays in your colleagues' countries. The website www.timeanddate.com contains a world clock and a meeting planner comparing times of the day in different countries. It also enables you to create calendars for different countries which display public holidays.
    Important time zones
abbreviation
explanation
where? when?
Europe
GMT
    (UTC)
Greenwich Mean Time
    (= Coordinated Universal Time)
Stays the same all year round; used all year round in Iceland and during the winter in UK and Ireland
DST
Daylight Saving Time
    (= Summer Time)
Term used when time is advanced by one hour during the summer time
BST
British Summer Time
UK, summer
IST
Irish Summer Time
Ireland, summer
WET/WEST
Western European Time/Western European Summer Time
CET/CEST
Central European Time/Central European Summer Time
EET/EEST
Eastern European Time/Eastern European Summer Time
Canada and USA
AST/ADT
Atlantic Standard Time/ Atlantic Daylight Time
„Daylight Time“ is used in summer