Arranging Meetings: 15 Best English Conversations for Practice

Teaching arranging meetings in English is about helping learners speak confidently when setting up, confirming, or changing appointments. Once they’re confident in arranging meetings, teach them conversations on cancelling plans.

To really understand this, learners need more than just textbook examples. They need to practice real conversations that mirror everyday situations.

Conversations are key to getting better at English. They give learners chances to use the right words and phrases in different situations.

Our approach is simple: immerse students in lifelike conversations to help them understand not just the language but also the social side of arranging meetings.

This post shares 15 simple conversations for arranging meetings. They’re perfect for all levels of English learners, from low intermediate to advanced.

For ESL teachers, these conversations are great teaching tools. They show how English is used in real life and make lessons more engaging.

From setting up casual chats to organizing formal business meetings, each conversation is made to feel like a real-life situation. It’s a helpful resource for teachers and learners alike, bridging the gap between theory and practice.

Whether you’re new to English or an expert, these conversations will help you feel more confident when both learning and teaching arranging meetings.”

Formal Conversation: Setting Up a Doctor’s Appointment

Level: Low intermediate

Context: A person calling a medical clinic to schedule a doctor’s appointment.

Person A: Hello, good morning. I’d like to schedule an appointment with Dr. Smith, please.

Receptionist: Good morning! Of course, I can help you with that. May I have your name and date of birth, please?

Person A: Certainly. My name is Sarah Davis, and my date of birth is June 15, 1985.

Receptionist: Thank you, Ms. Davis. Can you tell me the reason for your visit?

Person A: Yes, I’ve been experiencing some persistent headaches, and I think it’s time for a check-up.

Receptionist: I’m sorry to hear that. Let me check Dr. Smith’s schedule. How about next Monday at 2:30 PM?

Person A: That works for me. Thank you.

Receptionist: Great. We’ll see you on Monday. Please remember to bring any relevant medical records.

Person A: I will. Thank you again.

Key Phrases and Expressions:

• “I’d like to schedule an appointment.” – Expressing the desire to make an appointment.
• “May I have your name and date of birth, please?” – Requesting personal information for appointment scheduling.
• “Can you tell me the reason for your visit?” – Asking for the purpose of the appointment.
• “I’ve been experiencing [symptoms], and I think it’s time for a check-up.” – Providing a reason for the appointment.
• “How about [day] at [time]?” – Proposing a specific date and time for the appointment.

Informal Conversation: Parent-Teacher Meeting

Level: Low intermediate

Context: A parent arranging a meeting with their child’s teacher.

Parent A: Hi, this is Lisa Johnson, Emma’s mom. I wanted to chat with you about her progress.

Teacher: Oh, hi Mrs. Johnson. Sure thing, happy to help. What’s a good time for you?

Parent A: Well, I work until 5 PM. Can we do it after that?

Teacher: Absolutely, I’m free at 5:30 PM. How about tomorrow?

Parent A: Sounds good. Can we meet at the school?

Teacher: Sure thing. We can use my classroom.

Parent A: Perfect. See you tomorrow at 5:30.

Teacher: Looking forward to it.

Key Phrases and Expressions:

• “I wanted to chat with you about [someone’s] progress.” – Expressing the intention to discuss someone’s progress.
• “What’s a good time for you?” – Asking for the other person’s availability.
• “Can we do it after [time]?” – Suggesting a time after a specified time.
• “How about [day] at [time]?” – Proposing a specific day and time for the meeting.
• “Can we meet at [location]?” – Proposing a specific meeting location.

Formal Conversation: Business Meeting Scheduling

Level: Low intermediate

Context: An employee arranging a meeting with a client.

Employee A: Good afternoon. This is John from XYZ Corporation. I’d like to schedule a meeting to discuss our recent proposal.

Client: Hello John. Certainly, I’m interested. When would be a good time for you?

Employee A: I was thinking early next week. How about Tuesday at 10 AM?

Client: Tuesday works for me. Can we make it a video conference?

Employee A: Absolutely, we can use Zoom for that. I’ll send you an invitation.

Client: Perfect. I’ll be there.

Key Phrases and Expressions:

• “I’d like to schedule a meeting to discuss [topic].” – Expressing the intention to schedule a meeting for a specific purpose.
• “When would be a good time for you?” – Asking for the other person’s availability.
• “I was thinking [day] at [time].” – Proposing a specific day and time for the meeting.
• “Can we make it a ?” – Proposing an alternative meeting format.
• “I’ll send you an invitation.” – Informing the other person about sending a meeting invitation.

Informal Conversation: Meeting a Friend for Coffee

Level: Low intermediate

Context: Two friends planning to meet for coffee.

Friend A: Hey! Long time no see. How about we catch up over coffee?

Friend B: That sounds awesome! When are you free?

Friend A: I’m pretty flexible. How about this Saturday afternoon?

Friend B: Works for me. Let’s meet at our favorite spot around 3 PM?

Friend A: Perfect. Can’t wait to catch up.

Friend B: Me too! It’s a date then.

Key Phrases and Expressions:

• “How about we catch up over [coffee]?” – Suggesting meeting for coffee and conversation.
• “When are you free?” – Inquiring about the other person’s availability.
• “How about [day] afternoon?” – Proposing a specific day and time for the meeting.
• “Let’s meet at [favorite spot] around [time].” – Suggesting a meeting location and time.
• “It’s a date then.” – Confirming agreement to the proposed meeting.

Formal Conversation: PTA Meeting Arrangement

Level: Low intermediate

Context: A parent organizing a Parent-Teacher Association meeting.

Parent A: Good evening. I’m Maria, and I’m in charge of organizing the next PTA meeting.

PTA Member: Hello, Maria. Great to have you on board. When are you thinking of having the meeting?

Parent A: I was considering the first Monday of next month. How does that sound?

PTA Member: That works for me. What time were you thinking?

Parent A: I think 7 PM would be suitable for most parents. What do you think?

PTA Member: Sounds good. Let’s go with 7 PM on the first Monday next month.

Parent A: Perfect. I’ll send out a notice to all parents. Thank you.

PTA Member: Thank you, Maria, for taking care of this.

Key Phrases and Expressions:

• “How about we catch up over [coffee]?” – Suggesting meeting for coffee and conversation.
• “When are you free?” – Inquiring about the other person’s availability.
• “How about [day] afternoon?” – Proposing a specific day and time for the meeting.
• “Let’s meet at [favorite spot] around [time].” – Suggesting a meeting location and time.
• “It’s a date then.” – Confirming agreement to the proposed meeting.

Formal Conversation: Scheduling a Team Meeting

Level: High Intermediate

Context: A team lead arranging a meeting with team members to discuss project updates.

Team Lead: Good morning, everyone. This is David, your team lead. I’d like to schedule a meeting to go over our project progress and address any concerns.

Team Member 1: Hi David, sounds good. When were you thinking of having the meeting?

Team Lead: I was thinking Thursday afternoon would work well for everyone. How does 2 PM sound?

Team Member 2: Thursday at 2 PM works for me. Can we make it a video call?

Team Lead: Of course, we can set it up on Zoom. Does everyone have the link?

Team Member 3: Yes, we all have access to the Zoom link.

Team Lead: Great. Let’s plan for a 1-hour meeting to ensure we cover everything thoroughly.

Team Member 4: Sounds good. Looking forward to it.

Key Phrases and Expressions:

• “I’d like to schedule a meeting to go over our project progress and address any concerns.” – Expressing the purpose of the meeting.
• “When were you thinking of having the meeting?” – Asking about the proposed meeting time.
• “I was thinking [day] afternoon would work well for everyone.” – Proposing a specific day and time for the meeting.
• “Can we make it a video call?” – Proposing an alternative meeting format.
• “Let’s plan for a 1-hour meeting to ensure we cover everything thoroughly.” – Suggesting the meeting duration.

Informal Conversation: Planning a Birthday Party

Level: High Intermediate

Context: Friends discussing arrangements for a surprise birthday party.

Friend A: Hey guys, I was thinking of throwing a surprise party for Sarah’s birthday next week.

Friend B: Oh, that’s a great idea! When were you thinking of having it?

Friend A: I was thinking Saturday evening would be perfect. How about 7 PM?

Friend C: Saturday at 7 PM works for me. Should we have it at your place?

Friend A: Yeah, my place should be fine. I’ll take care of the decorations and snacks.

Friend B: Awesome. Should we each bring a dish or something?

Friend A: That sounds like a plan. Let’s coordinate and make sure we don’t end up with all desserts.

Friend C: Haha, agreed. I’ll bring some appetizers.

Friend B: And I’ll take care of drinks. Can’t wait for Sarah’s reaction!

Key Phrases and Expressions:

• “I was thinking of throwing a surprise party for [someone’s] birthday next week.” – Proposing the idea of a surprise party.
• “[Day] evening would be perfect. How about [time]?” – Proposing a specific day and time for the party.
• “Should we have it at your place?” – Asking about the venue for the party.
• “I’ll take care of the decorations and snacks.” – Offering to handle specific party preparations.
• “Should we each bring a dish or something?” – Suggesting contributions from attendees.

Formal Conversation: Arranging a Job Interview

Level: High Intermediate

Context: A hiring manager scheduling an interview with a job applicant.

Hiring Manager: Good afternoon, this is Sarah from XYZ Company. I’m calling regarding your recent job application.

Job Applicant: Good afternoon, Sarah. Thank you for reaching out. I’m interested in the position.

Hiring Manager: Great to hear! We’d like to invite you for an interview. Are you available next Wednesday?

Job Applicant: Yes, next Wednesday works for me. What time were you thinking?

Hiring Manager: How about 10 AM? Does that suit your schedule?

Job Applicant: Yes, 10 AM works fine. Should I bring anything specific to the interview?

Hiring Manager: Just yourself and a copy of your resume would be perfect. We’ll discuss everything else during the interview.

Job Applicant: Sounds good. I’m looking forward to it.

Key Phrases and Expressions:

• “We’d like to invite you for an interview.” – Extending an invitation for the interview.
• “Are you available [day]?” – Inquiring about the candidate’s availability.
• “How about [time]? Does that suit your schedule?” – Proposing a specific interview time.
• “Just yourself and a copy of your resume would be perfect.” – Informing the candidate about interview requirements.
• “I’m looking forward to it.” – Expressing anticipation for the interview.

Informal Conversation: Planning a Study Group Meeting

Level: High Intermediate

Context: Classmates organizing a study group session for an upcoming exam.

Classmate A: Hey guys, we need to get together to study for the math exam next week.

Classmate B: Definitely, I could use some extra practice. When were you thinking?

Classmate A: How about tomorrow afternoon? We can meet at the library around 3 PM.

Classmate C: Tomorrow at 3 PM works for me. How long do you think we’ll study?

Classmate A: Let’s aim for a couple of hours, at least until 5 PM.

Classmate B: Sounds like a plan. Should we focus on specific topics or just go over everything?

Classmate A: I think it would be best to review the topics the professor highlighted in class.

Classmate C: Agreed. I’ll bring my notes.

Classmate B: Perfect. See you guys tomorrow at the library.

Key Phrases and Expressions:

• “We need to get together to study for [subject/topic] next week.” – Expressing the need for a study group meeting.
• “How about [day] afternoon?” – Proposing a specific day for the meeting.
• “How long do you think we’ll study?” – Inquiring about the expected duration of the study session.
• “Let’s aim for [time], at least until [time].” – Suggesting the study session duration.
• “I’ll bring my notes.” – Offering to bring study materials.

Formal Conversation: Organizing a Project Meeting

Level: High Intermediate

Context: A project manager coordinating a meeting with team members to discuss project timelines.

Project Manager: Good morning, team. This is Alex, your project manager. I’d like to schedule a meeting to discuss the upcoming project deadlines.

Team Member 1: Hi Alex, sounds good. When were you thinking of having the meeting?

Project Manager: I was thinking Friday morning would work well. How about 9:30 AM?

Team Member 2: Friday at 9:30 AM works for me. Where will the meeting be held?

Project Manager: We can have it in the conference room on the 3rd floor.

Team Member 3: Sounds good. How long do you think the meeting will be?

Project Manager: Let’s plan for an hour to ensure we cover everything thoroughly.

Team Member 4: Sounds good to me. Looking forward to it.

Key Phrases and Expressions:

• “I’d like to schedule a meeting to discuss [project details].” – Expressing the purpose of the meeting.
• “When were you thinking of having the meeting?” – Asking about the proposed meeting time.
• “[Day] morning would work well. How about [time]?” – Proposing a specific day and time for the meeting.
• “Where will the meeting be held?” – Asking about the meeting location.
• “Let’s plan for an hour to ensure we cover everything thoroughly.” – Suggesting the meeting duration.

Formal Conversation: Scheduling a Board Meeting

Level: Advanced

Context: A CEO arranging a board meeting with senior executives.

CEO: Good morning, everyone. This is Mark, the CEO of our company. I’d like to schedule a board meeting to discuss our quarterly performance and strategic goals.

Senior Executive 1: Good morning, Mark. I’m available for the meeting. When were you thinking of having it?

CEO: I was thinking next Monday morning would be suitable. How about 10 AM?

Senior Executive 2: Monday at 10 AM works for me. Should we have it in the boardroom?

CEO: Yes, let’s hold it in the boardroom. I’ll make sure the necessary materials are prepared.

Senior Executive 3: How long do you anticipate the meeting to be?

CEO: Let’s plan for a two-hour meeting to ensure we have enough time for thorough discussions.

Senior Executive 4: Sounds good to me. Looking forward to it.

Key Phrases and Expressions:

• “I’d like to schedule a board meeting to discuss our quarterly performance and strategic goals.” – Expressing the purpose of the meeting.
• “When were you thinking of having it?” – Inquiring about the proposed meeting time.
• “I was thinking next [day] morning would be suitable. How about [time]?” – Proposing a specific day and time for the meeting.
• “Should we have it in the boardroom?” – Discussing the meeting venue.
• “Let’s plan for a two-hour meeting to ensure we have enough time for thorough discussions.” – Suggesting the meeting duration.

Informal Conversation: Planning a Family Reunion

Level: Advanced

Context: Family members organizing a reunion gathering.

Family Member A: Hey everyone, it’s been too long since we’ve all gotten together. How about we plan a family reunion?

Family Member B: That sounds like a great idea! When were you thinking of having it?

Family Member A: I was thinking of having it next month, maybe on the second Saturday. How does that sound?

Family Member C: Second Saturday works for me. Should we have it at grandma’s place?

Family Member A: Yeah, grandma’s place would be perfect. I’ll coordinate with her.

Family Member D: How long do you think the reunion will be?

Family Member A: Let’s plan for a whole day affair, starting around noon and going into the evening.

Family Member B: Sounds good to me. Can’t wait to see everyone!

Key Phrases and Expressions:

• “How about we plan a family reunion?” – Proposing the idea of a family gathering.
• “When were you thinking of having it?” – Inquiring about the proposed reunion date.
• “I was thinking of having it [next month], maybe on the [specific date]. How does that sound?” – Proposing a specific date for the reunion.
• “Should we have it at [location]?” – Discussing the reunion venue.
• “Let’s plan for a whole day affair, starting around [time] and going into the evening.” – Suggesting the duration of the reunion.

Formal Conversation: Arranging a Business Conference

Level: Advanced

Context: Event organizers coordinating a business conference.

Event Organizer: Good afternoon, this is Sarah from the event management team. I’m calling to discuss arrangements for the upcoming business conference.

Conference Organizer: Good afternoon, Sarah. Thank you for reaching out. I’m looking forward to it. When were you thinking of having the conference?

Event Organizer: We’re considering the third week of next month. How does that fit with your schedule?

Conference Organizer: The third week works for us. Can we confirm the dates as soon as possible?

Event Organizer: Absolutely, I’ll send over the proposed dates by the end of the day.

Conference Organizer: Great, thank you. We’ll review them and get back to you.

Key Phrases and Expressions:

• “When were you thinking of having the conference?” – Inquiring about the proposed conference dates.
• “We’re considering [specific time frame]. How does that fit with your schedule?” – Proposing a specific time frame for the conference.
• “Can we confirm the dates as soon as possible?” – Requesting confirmation of the conference dates.
• “Absolutely, I’ll send over the proposed dates by the end of the day.” – Agreeing to send the proposed dates.

Informal Conversation: Planning a High School Reunion

Level: Advanced

Context: Former classmates organizing a high school reunion.

Classmate A: Hey guys, can you believe it’s been 10 years since we graduated high school? We should plan a reunion!

Classmate B: Wow, time flies! I’m totally on board. When were you thinking of having it?

Classmate A: I was thinking of having it in the summer, maybe July. How does that sound?

Classmate C: July works for me. Should we have it at our old school or somewhere else?

Classmate A: Let’s have it at a venue nearby. I’ll look into booking a place.

Classmate D: How long should we plan for the reunion to be?

Classmate A: Let’s make it an evening event, starting around 6 PM and going until late.

Classmate B: Sounds good to me. Can’t wait to catch up with everyone!

Key Phrases and Expressions:

• “We should plan a reunion!” – Proposing the idea of a high school reunion.
• “When were you thinking of having it?” – Inquiring about the proposed reunion date.
• “I was thinking of having it in [specific month], maybe [specific date]. How does that sound?” – Proposing a specific date for the reunion.
• “Should we have it at [location]?” – Discussing the reunion venue.
• “Let’s make it an evening event, starting around [time] and going until late.” – Suggesting the duration of the reunion.

Formal Conversation: Coordinating a Team Retreat

Level: Advanced

Context: Team leaders planning a retreat for their department.

Team Leader 1: Good morning, everyone. This is Emily from the HR department. I’m calling to discuss arrangements for our team retreat.

Team Leader 2: Good morning, Emily. I’m excited about the retreat. When were you thinking of having it?

Emily: We’re considering the first weekend of next month. How does that sound to everyone?

Team Leader 3: The first weekend works for us. Should we have it at a resort or a conference center?

Emily: Let’s explore both options and decide based on availability and budget.

Team Leader 4: How long should we plan for the retreat to be?

Emily: Let’s plan for a weekend retreat, starting Friday afternoon and ending Sunday morning.

Team Leader 1: Sounds good to me. Looking forward to it.

Key Phrases and Expressions:

• “I’d like to discuss arrangements for our team retreat.” – Expressing the purpose of the conversation.
• “When were you thinking of having it?” – Inquiring about the proposed retreat date.
• “We’re considering [specific time frame]. How does that sound to everyone?” – Proposing a specific time frame for the retreat.
• “Should we have it at [venue]?” – Discussing the retreat venue.
• “Let’s plan for a weekend retreat, starting [specific day] afternoon and ending [specific day] morning.” – Suggesting the duration of the retreat.

Tips for Arranging Meetings:

Following are some simple tips that will not only make your meetings smoother but also help you get better at arranging and handling them in English.

1. Know Why You’re Meeting: Have a clear goal for your meeting. Knowing what you want to achieve will help you plan it better.
2. Think About Time Zones: If people are in different parts of the world, be mindful of time differences when scheduling your meeting.
3. Use Calendar Apps: Tools like Google Calendar can make scheduling meetings easier. They show when people are available.
4. Give Notice: Let people know about the meeting well in advance. This helps them prepare and make time for it.
5. Check Who’s Coming: A day before the meeting, check with participants to make sure they can attend.
6. Choose the Right Way to Meet: Depending on the meeting’s nature, decide if it’s best done through video calls, emails, or other platforms.
7. Make a Plan: Share an agenda before the meeting. This gives everyone an idea of what to expect and keeps things organized.
8. Encourage Everyone to Join In: Make sure everyone feels welcome to share their thoughts during the meeting.
9. Decide on Next Steps: Wrap up the meeting by summarizing what was discussed and deciding on tasks for everyone. Send a follow-up email to remind everyone.
10. Ask for Thoughts: After the meeting, ask for feedback from participants. This helps improve future meetings.

Conclusion

Setting up or arranging meetings in English is a normal part of talking with others, and it’s handy to know how to do it right.

The 15 conversations we’ve shared here are perfect for practicing and getting better at arranging meetings in English. They cover different situations and give you useful phrases to use when planning meetups.

Learning how to set up meetings well using these conversations will not only improve your English but also help you talk clearly and politely in social and work situations.

Practicing these dialogues will give EFL and ESL students the ability to plan meetings while being nice and considerate. Adding these conversations to your language learning will boost your confidence and skill in managing meetings in English.