International Teleconference Call

Role Dialog
Narrator The headquarters of the Nexus Corporation needs to hold a teleconference call to announce several new corporate-wide initiatives they are going to implement soon.  The CEO presses the intercom button on his desk to buzz his secretary.
CEO Ursula, schedule a teleconference call for tomorrow at 10:00 a.m. UTC time.  All international office heads are required to attend.  Have the IT Department make the necessary teleconferencing arrangements.  I want them checked and double-checked.  I want this meeting to go off without a hitch.
Ursula It will be done, sir.  Is there an agenda you wish sent out with the meeting invites?
CEO Just say the purpose is to announce new corporate-wide initiatives that will be implemented soon.  This meeting is to give them a heads-up of what is coming so they can prepare their staff members beforehand.
Ursula Understood, sir.
Narrator Ursula schedules the meeting on her Outlook calendar and drafts an email as follows:

To:       All International Office Managers
From:  Nexus Corporation Headquarters
Subject:  Corporate-Wide Meeting of All Office Heads – Mandatory Attendance

Meeting Date:   [tomorrow’s date], 2017
Meeting Time:  10:00 a.m. UTC

Agenda:  To announce new corporate-wide initiatives that will be implemented soon in order to give office heads a heads-up of what is coming so they can prepare their staff members beforehand.

CC:  CEO, VP, Corporate Secretary, IT Department Head, Press Secretary

Ursula And send (as she clicks the Send button).  Okay, it’s off!
Narrator Ursula picks up the phone and hits her programmed key for the IT Department Head.
Terry IT Department, Terry Holtz speaking.
Ursula Hi, Terry.  I just sent out a meeting invitation for tomorrow.  You were CC’d on it.
Terry Yes, I’m looking at it on my computer right now.  What do you need?
Ursula I’ve reserved Conference Room 1.  I need you to make sure all the equipment is set up and ready to go for the meeting tomorrow.  The CEO said he wants everything checked and double-checked so there won’t be any issues tomorrow.  You know he doesn’t like to be embarrassed by unforeseen technology glitches in the middle of his meetings.
Terry That’s understandable.  Okay, Conference Room 1.  Have it ready to go by meeting time tomorrow!
Ursula That’s it.  Thanks!  (hangs up)
Narrator Terry calls a couple of IT technicians to his office.  They enter together and stand there attentively.
Terry Gentlemen, I need you to prepare Conference Room 1 for an international teleconference meeting tomorrow.  I want everything to go by the numbers with no hitches.  Clear?
Techs 1&2 Crystal clear, sir.  (they reply in unison)
Terry Okay.  Let me know when everything’s been set up and tested satisfactorily.  Lock up the room when you’re done so no one can mess it up before the meeting starts tomorrow.  Dismissed.
Tech 1 Yes, sir.  Let’s go, Charlie.
Tech 2 I’m with you.
Narrator Ursula picks up the phone and hits her programmed key for the Press Secretary.
Julie Press Secretary’s Office, Julie speaking.
Ursula Hi, Julie.  This is Ursula.
Julie Hi, Ursula.  What’s up?
Ursula I just sent out a meeting invitation for tomorrow.  You were CC’d on itI need you to take care of the usual breakfast and lunch catering arrangements.
Julie Got it.  How many attendees?
Ursula Plan for a maximum of 10 people.
Julie It shall be done.  Anything else?
Ursula Nope.  That’s it, Julie.
Julie Okay.  I’d better start making arrangements.  See you later(hangs ups)
Narrator In Conference Room 1, the two IT techs are checking out the equipment.
Tech 1 Okay, presentation laptop is good to go – good Internet connection, latest software updates, laptop is plugged into the wall, battery is fully charged.
Tech 2 PowerPoint projector is all set.  A spare bulb is available, the lens focus has been set, the remote control has a new battery, and I just tested everything sat.  Anything else we need to do?
Tech 1 Let me think…  No, that should do it.  Let’s head back to our office.  Be sure to close the door and lock it per instructions.
Tech 2 Consider it done.  (They exit and he locks the door behind him.)
Narrator The technicians go back to their desks.  Tech 1 calls his boss.
Tech 1 Boss?  Conference Room 1 is all set for tomorrow.  Door is locked.
Terry Excellent.  Thank you.
Julie Cafeteria Manager?  Yes, I need to arrange for catering service in Conference Room 1 tomorrow for 10 people.  Continental breakfast at 7:00 a.m.  Hot lunch at 12:00 p.m.  Okay?  Great.  Thanks.  Bye.
Narrator The meeting time has arrived.  Everyone has finished breakfast and sat down in Conference Room 1.  The CEO is about to initiate the conference call.
Conference speaker phone, speakers, subwoofer, red mute buttons, dialpad.  
Automated Conference Call System Please enter your conference telephone number:  (beep-beep-beep, beep-beep-beep, beep-beep-beep-beep).

Please enter your meeting access code:  (beep-beep-beep-beep-beep)
If you are the leader of this conference call, press “1” now:  (beep)

You will now be connected to the conference call.

Narrator The CEO hears some beeps from the conference call speaker as other offices connect to the call one by one.
CEO Okay, sound off in alphabetical order, please, so I know who’s on the call so far.
Narrator Over the speaker he hears:  Beijing, Bonn, Moscow, Oslo, Paris, Seoul, Taipei.
CEO Great!  We’re all present.  Okay, I know everyone’s busy so let’s get started.
Narrator The CEO proceeds to announce and explain all the corporate initiatives.  He uses the PowerPoint projector to show his slides without incident.  Everything goes very smoothly.  They break for lunch and then continue for another hour.  There is a final question-and-answer session (Q&A), and the meeting ends around 2:00 p.m. Eastern Standard Time (EST).
CEO Okay, gentlemen.  Thank you for your attention and for attending this meeting.  This meeting is adjourned.
Narrator The CEO hits the hang-up button on the conference call speaker to hang up the phone.  The line goes dead.  All the attendees leave the room and go back to work.



  1. 1. “Heads-up” means bracing yourself for something about to happen?
    Ex: The earthquake caused heads-up for Tsunami.

    2. “I’d better start making arrangements” – I heard many times such a sentence. But they were like “I better start…”.
    With “would”? or without “would”?
    Can we use both types?

    1. A heads-up is advance notice that some important event may happen soon.  Usually, people give people a heads-up.

      I would not say:  “The earthquake caused heads-up for Tsunami.”

      I would say:  The seismic monitors alerted scientists to an approaching tsunami, so the government had a heads-up that a disaster was looming.  Unfortunately, the heads-up came too late for any significant action to be taken.

  2. The ‘d is for ‘had’, not ‘would’.

    “had better” is a special construction that implies strong advice or a strong suggestion to avoid an adverse effect or consequence.


    You will often hear people say “I better not”, etc.  It’s grammatically incorrect, but may be acceptable in informal circles. 


    I prefer to use proper English and would recommend that you do too.

    • You’d better not do that.  (you had better not do that)
    • I’d better do this first if I want to be assured of success.
    • He’d better listen to his mom or she’ll ground him for sure.

Leave a Reply