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Task 1 Call for Conference Papers
The planning process for holding a conference should begin very early. A chairperson is selected to make the plan. Various committees are formed, with members in charge of specific activities. These committees generally consist of Conference Organizing Committee and Conference Academic Committee. The committees are then to work out a general program, including a call for papers, which is to notify the prospective participants of the conference.
Format of call for conference papers
·Theme and/or background
·Conference objectives
·Topics to be discussed
·Time and venue
·Papers and submissions
·Organizing institution and committee
·Contact information
Sample
Conference Goals:
To promote the study of material science in China; to introduce the development of the research work; to discuss the important issues in the field; to provide opportunities for international communication; to promote the understanding of related disciplines; to explore future cooperation possibilities between the countries.
Topics to be Discussed:
Papers are solicited on theoretical issues and their applications related to crystal materials. Suggested topics include but are not limited to:
Papers and Submissions:
Authors are invited to submit full papers, up to six pages, with the authors’ names and affiliations, complete address (including email, fax and phone number of the corresponding author), before April 10, , by email to . The language is Chinese or English. The papers will be reviewed by the program committee based on content, presentation and suitability for the conference. The papers must be in an MS word or Latex format (A4, single space, Songti, 10 points if in Chinese, or Times New Roman, 12 points if in English). More detailed information will be available on the web page: .
Useful Expressions and Sentence Patterns
1. Call for papers
·Papers are being invited for TI 83rd World Conference to be held in Shanghai, May 23-27, .
·Titles of proposed papers with a 200-word abstract should be submitted no later than May 10, .
·The IASTED Secretariat must receive your paper by July 15, .
2. Submission
·The submitted papers should be original and have not been published elsewhere.
·Best papers will be selected by the Advisory Committee and Program Committee, and the authors are invited to submit their papers to an international journal.
·For all submissions, please include the following information: title of the paper, name, affiliation, address, phone number, email, and audiovisual request.
·Abstracts are invited for 20-minute talks followed by 10 minutes of discussion addressing any topic in the areas of Asian environmental protection…
3. Format and length
·Abstracts should be submitted electronically in an MS Word format and sent by email to the conference secretariat.
·Authors of accepted papers should send the full text paper in format of PDF or MS Word before September 15, to with attachment.
·All submissions should be in Adobe Acrobat (.pdf), postscript (.ps), or MS Word (.doc) format.
·Initial paper submissions should be approximately ten pages.
4. Notification of acceptance and refusal
·Notification of acceptance will be sent via email by August 1, .
·Receipt of paper submission will be confirmed by email.
·Submissions received after this date will not be given primary consideration.
·Acceptance of the paper will be confirmed by JICC Program Committee based on content quality of the extended abstract.
·Late registration fees or paper submissions will result in papers being excluded from the conference proceedings.
Called to order by the presiding officer主持人致辞
roll call点名
announcement of quorum宣布大会决议
reading of the minutes of the previous meeting宣读前期会议纪要
approval of the minutes of the previous meeting经过前期会议纪要
related matters相关事宜
unfinished business未尽事宜
appointments and removal任命及离任
nomination and elections提名及选举
adjournment休会
opening ceremony开幕式
keynote speech主题发言
forum论坛
plenary session全体会议
poster session论文展示
panel session专题讨论会
discussion / question & answer session讨论/提问与回答时间
field trip考察活动
closing ceremony闭幕式
reception/banquet招待晚宴
Task 1 Letters of Invitation
Before the international conference, the conference host or organizer(s) will send invitation letters to famous scholars and experts in the field and invite them as keynote speakers to the conference. They will also invite other prospective authors to present their new ideas, valuable works, and ongoing research at the conference. These letters are formal letters and therefore should bear all the necessary information about the occasion(s), and express the host’s sincerity and hospitality toward the attendees.
在国际会议, 会议主持人或组织者( ) 将发送邀请信, 著名学者在该领域的专家和邀请她们作为主讲人会议。她们还将邀请其它作者提出自己的新观点, 有价值的作品, 并在会议进行的研究。这些信件是正式信件, 因此应承担所有必要信息的场合( ) , 和东道国的真诚和热情的观众。
Format of invitation letters
·Letterhead: the address of the writer
·Date of writing
·Inside address: the name and address of the recipient
·Salutation
·Body of the letter:
the occasion, time and venue
the purpose of the invitation
the conference theme/arrangement
the anticipated pleasure in meeting the recipient(s)
·Complimentary close
·Signature
·Enclosure(if any)
Learning aids
1. Two main business letter formats
Business letters are important matters you deal with. For such letters as invitation letters and application letters, there are two main formats: full block format and modified block format with indented paragraphs.
·Full block format
This format is very modern. Every line of the letter begins at the left margin (flush left), with a space of one line between paragraphs. It adopts open punctuation, which means that no punctuation marks are used outside the body of the letter, except for a comma after the salutation and the complementary close respectively.
·Modified block format with indented paragraphs
Different from the full block format, this format places the date and the complimentary close near the right margin. And the first line of each paragraph is indented, with no space of one line between paragraphs. If the letterhead isn’t preprinted on the stationery, you should put it directly above the date.
2. Explanation of invitation letters
·Letterhead
Letterhead refers to the full address (street/road address, city, province, country) of the writer (the conference host). postcode, phone number, fax number and email address may also be included. It usually appears at the very top of the letter, either in the left corner, right corner, or at the center. Wherever you put it, be sure that your address is complete.
·Date
Put down the full date: date, month, and year. It comes right after and just below your address. It is a common pratice to put the date against the left margin in the full block style. The date of the letter should be quite clear. The year should be given in full, the month should be written in words to avoid misunderstanding and confusion, and the day may be written in cardinal or ordinal numbers and be put before (British style) or after (American style) the month.
British Stytle: 8 May, 8th March,
American Stytle: May 8, March 8th,
·Inside address
The inside address gives the name and full address of the recipient, which is always on the left margin. Write it with an appropriate courtesy title (e.g. Mrs., Ms., Miss, Mr.), professional title (e.g. Dr., Professor) or business title if any (e.g. Manager, Directer), institution/organization, address, etc. Courtesy and professional titles always appear before the name while business titles come after the name. Never use business titles in the salutation. Remember to make the inside address as complete as possible.
·Salutation
This is a greeting to the recipient. Salutation is also always on the left margin.
·Body of the letter
The body of the letter-the message-is the most important part in which the conference host/organizer(s) state(s) the occasion, time and venue, introduce(s) the purpose of writing, the theme/arrangement of the conference and experss(es) the anticipated pleasure in seeing the invited person(s).
·Complimentary close
The complimentary close can be put either on the left-hand side or right-hand side of the page, with the first letter capitalized, and followed by a comma. As with the salutation, your complimentary close should reflect your relationship with the recipient. The following are some of the most often used complimentary closed.
(1) Formal closes:
Sincerely yours, Respectfully yours, Very truly yours,
Yours sincerely, Yours respectfully, Yours truly,
(2) Informal closes (often in emails):
Best regards, Best wishes, With best wishes,
All the best, With respect,
·Signature
An English letter always requires to be signed, which should be put between the complimentary close and the typed name, including the writer’s position or status in the organization.
·Enclosure(s) (if any)
This can be used to remind the recipient of the additional material(s) put in the invitation letter, such as an agenda of a conference or a curriculum vitae in an application letter. Some prefer the abbreviation Encl.
Useful Expressions and Sentence Patterns
1. Extending invitation
·I am pleased to invite you to attend our Annual Conference on Chemical Education to be held on November 1-4, in Atlanta.
·It is with great pleasure that I invite you to the 2nd Annual Commputer Conference. This year’s conference will be held at Wuhan from March 23 to 26, .
· On behalf of the School of Information, Yunnan University and Kunming Association for Science and Technology, I am pleased to invite you to attend and chair a session of the forthcoming 10th Joint International Computer Conference to be held in Kunming, Yunnan, from August 24 to 26, .
·As co-chair of the 36th Annual meeting of the Association for Commputational Linguistics, to be held in HongKong October 10-25, , I am writing to ask whether you would be willing to present a talk in English at the conference as an invited speaker.
·It is my pleasure to invite you to appear on a panel at the upcoming conference on English Teaching at Tertiary Level in the Chinese Context to be held in Beijing, September 12-13, .
1. Purpose (of the conference)
·The conference aims at bringing together engineers and researchers with interests in the areas of chemical engineering and at promoting the exchange of ideas and experiences among them in the recent developments in their areas.
·The CE seeks/attempts to encourage scholarly interchange between Asianists located in the Midwest and promote Asian studies both at the university and secondary levels.
·The First International Workshop on Cross Layer Design provides a forum for researchers from academia, industry and government to present new ideas, valuable research on cross layer design.
2. Expecting attendance
·We sincerely hope that you can accept this invitation.
·I do hope you can make time in your busy schedule to attend the conference and share your ideas on this topic on the panel.
·I very much look forward to meeting you here in the autumn.
·I would like to take this opportunity to strongly encourage your organization to attend this very important preparatory meeting.
·The Conference Committee and I hope you will find your conference day educational and rewarding.
·We hope that you will be able to join us at this conference, and give us the benefit of your experience.
3. Meals and accommodations
·The CE would provide the cost of an economy class airfare from Beijing to che conference, hotel accommodations during the conference, and free registration to the conference.
·If you come to the symposium, your local expenses, including hotel accommodations, meals, and the conference fee will be covered by the organizers.
·Our department offers a fee and will, of course, reimburse your traveling and hotel expenses.
·Your round-trip air ticket and meal expenses will be subsidized.
·You will be provided with a subsistence allowance and accommodations for the duration of the conference.
If you have any enquiries or need any assistance, please do not hesitate to contact our Conference Convener Ms. Song Mei at 88366423, or visit .
Acceptance and Refusal
In response to invitations, it is polite of you to reply promptly. When you receive an invitation and decide to be present, you should respond early to inform the conference host of your acceptance of the invitation and attendance at the conference. If you can not accept the invitation because of one reason or another, you should also write promptly to inform the conference host of that. By giving an early refusal, you allow them time to find another solution or invitee.
在回应的邀请, 这是出于礼貌你及时回复。当你收到邀请, 决定存在, 你应该早通知会议主持人你接受邀请, 出席会议。如果你不能接受邀请, 因为某种原因, 你也应该写及时通知会议的主持人。在早期的拒绝, 你让她们有时间找到另一种解决办法, 或邀请。
Format of letters of acceptance
·Letterhead: the address of the writer
·Date of writing
·Inside address: the address of the recipient
·Salutation
·Body of the letter:
expressing your pleasure and honor at being invited
agreeing to do what was asked
repeating the main content, date, time, venue
closing the letter with your thanks, good wishes, etc.
·Complimentary close
·Signature
Format of letters of refusal
·Letterhead: the address of the writer
·Date of writing
·Inside address: the address of the recipient
·Salutation
·Body of the letter:
expressing thanks
giving convincing reason(s) for your refusal
expressing your regrets
extending good wishes
·Complimentary close
·Signature
Useful Expressions and Sentence Patterns
Accepting an invitation
1. Expressing your pleasure in accepting the invitation
·Thank you for your letter of May 23. I am pleased to confirm my participation in this year’s conference in June.
·Thank you for your invitation to attend the International Conference on Cultures and Translation to be held on August 23-26, in Hong Kong.
·Thank you for your invitation to attend the international conference to be held at Senri Life Science Center in Toyonaka, Osaka, Japan, July 7-11, .
·I would like to express my appreciation for the invitation to speak at your seminar
2. Expressing your agreement to do what was asked
·I am pleased to accept your invitation and will send my paper entitled ”Cognitive Linguistics and Discourse Analysis” to the Paper Committee before the required date.
·I have received your letter dated June 22, inviting me to speak at the Opening Ceremony of the Fifth National Council Meeting of Translators Association of China to be held on November 4-6, in Beijing. I will speak on ”Globalization and Diversity: What Do They Mean for Translators?”. Thank you for your kind invitation.
3. Closing the letter by expressing thanks again, or expressing your good wishes
·Thank you once ag
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