HOLD A MEETING

TO CHOOSE THE MOST VIABLE IDEA FOR IMPROVING DUE STUDENTS’

QUALITY OF LIFE

The meeting is organized by the Executive Committee of the Student Union of DUE to select
ideas for organizing an activity or a series of activities aimed at establishing good habits and
minimizing the negative impacts of technology on the lives and studies of university students.
Note: 50% of the budget for this activity will be supported by the Student Union (not exceeding
30 million Vietnamese dong).

1. Purpose of each meeting

Select the most viable idea for implementation.

2. When and where the meeting is held

Time: 9:45 am, 30 March and 6th April 2024
Place: Room E401, University of Economics – The University of Danang. An appropriate seating
layout will be arranged before the meeting starts to facilitate the discussion.

3. Meeting agenda
Prepare a meeting agenda and send it to participants in advance.

4. Dress code
Business casual.

5. Assignment of works among groups

We have 06 groups divided into two meetings.
5.1. Role descriptions for groups in the reporting session
A. REPORTING GROUP
Present your solutions (pay attention to the purpose of the meeting)
- The presentation must be no more than 12 minutes, and the Q&A session should last no
more than 13 minutes.
- You must use an A0-size poster to support your oral presentation.
- You must send the Word document (no more than 05 pages) illustrating your ideas for
organizing activities to the corresponding reviewing group for review one day before the
meeting.
- You have to prepare your name tag, size 21cm x 10cm
* REVIEWING GROUP
Each group is requested to review another group’s ideas.

- Set a timer for the assigned reporting group and stop them if their presentation lasts more
than 12 minutes.
- Read the proposed solutions of the assigned reporting group in advance and prepare two
questions for them.
- Fill out the evaluation form (Form 1)
Following are the evaluation criteria that reviewing groups use to evaluate the assigned
reporting group’s work:
- Content quality of the ideas (feasibility, attractiveness, suitability, creativity)
- Presenting skills (main points covered, appropriate and persuasive verbal and nonverbal
communication signals, quality of the poster)
- Answering questions (whether or not they address the questions, whether or not their
attitude and nonverbal communication cues are sound while responding)
- Timing ability (if the presentation is one minute late, 20 points will be deducted from the
total score for this criterion)
The order of reporting and reviewing groups is as follows:
Reporting group Reviewing group Reporting group Reviewing group
(Meeting A) (Meeting A) (Meeting B) (Meeting B)
1. Gwenchana Lumos 1. Favourite Mid9 Zoo
2. Pamela Gwenchana 2. Saluym Favourite
3. Lumos Pamela 3. Mid9 Zoo Saluym

* LISTENING GROUP
The third group in each Meeting that is neither the reporting nor reviewing group is the listening
group.
- You do not have to raise questions (but you can do after the reporting group answers all
reviewing questions)
- Each member must complete the individual evaluation form (Form 2).
Note: Number of copies of the individual evaluation form for each group = [number of group
members]
Following are the evaluation criteria that each member of listening groups uses to evaluate
the assigned reporting group’s work:
- Content quality of the ideas (feasibility, attractiveness, suitability, creativity)
- Presenting skills (main points covered, appropriate and persuasive verbal and nonverbal
communication signals, quality of the poster)
- Teamwork skills (each member’s thorough understanding of the proposed ideas, good
interaction and full participation of group members while discussing the review questions,
supportive manners when answering questions)
- Answering questions (whether or not they receive review questions politely, whether or not
they address the questions, whether or not their attitude and nonverbal communication cues
are good while responding)
5.2. Role discriptions for groups in the non-reporting session
To ensure the success of the meeting and provide support to the reporting groups, in addition to
the three reporting groups that present their ideas on the day, the other three groups will
assume the following roles:
A. TEAM LEADER
There should be one team leader, but here, you have one group to do the tasks of the leader.
- State the purpose of the meeting and review the meeting agenda.
- Coordinate and facilitate the entire meeting from the beginning to the end. Specifically:
+ Give opening remarks about the purpose of the meeting.
+ Review the meeting agenda upfront (including the order of reporting groups).
+ Notify of some reporting rules (you can refer to the requirements that the instructor has
mentioned above).
+ Notify of the reviewing group of each reporting group and their evaluation criteria.
+ Notify of requirements for listening groups (you can refer to the requirements that the
instructor has mentioned above) and their evaluation criteria.
+ Make sure everyone is following the announced agenda.
+ Encourage everyone to speak up.
+ Summarize main points and introduce the next reporting group after each reporting session
finishes.
+ After the tea break, discuss and choose the most feasible idea for implementation.
+ Give a closing announcement to finish the meeting.
+ Submit your minutes to the instructor when the meeting ends.
 Based on the above tasks, the leader group must arrange and divide tasks among your
members. All members must attend and speak at the meeting. Prepare your name tag, size 21cm
x 10cm.
B. RECEPTIONIST
This group is responsible for greeting and supporting paperwork during the meeting. Specifically:
+ Send invitation letters to the Executive Committee and the reporting groups on that day,
stating the meeting's purpose and schedule.
+ Greet participants at the door and direct them to their assigned seats.
+ Based on the seating layout, check the groups’ name tags in front of their seating area
(groups have prepared their own nameplates; the receptionists only need to arrange them).
+ After each reporting-reviewing session, receptionists will collect the group evaluation sheet
of the reviewing group and the individual sheet of each member of the listening group.
+ Calculate the evaluation scores of each group, fill in Form 3 and Section 1 & 2 of Form 4. By
the end of the meeting, hand all the evaluation sheets of all groups and the summary score
sheets of each group to the instructor. It is better to prepare a calculator.
+ Print 03 copies of Form 4 for the instructor.
Printing expenses must be shared by all class members.
 Based on the above tasks, the receptionist group must clearly arrange and divide tasks among
your members. You should ensure a thoughtful reception and pay attention to your appearance.
Prepare your name tag, size 21cm x 10cm.

C. LOGISTICS STAFF
This group is responsible for arranging logistics for a well-planned meeting. Specifically:
+ Prepare a layout for the meeting
+ Set up tables and chairs, check the seating arrangement for all groups before the meeting
begins in collaboration with the receptionist group
Based on the seating layout provided, you may ask other groups’ members to assist in setting
up tables and chairs quickly for the meeting to take place on time.
 + Prepare technical supporting equipment (sound and lighting system, place to put posters,
adhesive magnets…).
+ Take photos of posters and reporting groups and film the groups working during each
reporting-reviewing session. After the meeting ends, these photos and videos must be
uploaded and shared with the instructor.
+ Prepare a tea break for participants:
 Plan for the types and quantities of food and drinks. Choose those with less wrapper
trash.
 Calculate the cost of the treat to ask for permission of the whole class
 Set up an area and present the tea break before the meeting starts on the day of the
meeting
 Prepare some convenient eating utensils for participants and support them while they
enjoy the tea break. Do not forget that your group has the right to enjoy it as well.
 Collect all the trash after the meeting
 Based on the above tasks, the logistics group must clearly arrange and divide tasks among
your members. Prepare your name tag, size 21cm x 10cm.

Specific assignments are as follows:

Roles Meeting A Meeting B Notes
1. Team leader Saluym Pamela Try your best to be
2. Receptionist Favourite Gwenchana environmentally
3. Logistics staff Mid9 Zoo Lumos friendly
6. On the day of the meeting
All the groups arrive 15 minutes early to set up and ensure the meeting starts on time.
After the meeting ends, the Receptionist group hands all summary score sheets to the instructor.
Before leaving the room, all class members must help the Logistics group move tables and chairs
back to their previous layout.

Have fun!
 FORM 1: EVALUATION FORM OF REVIEWING GROUP

Reviewing group:.................................................................................................................................
Reporting group:..................................................................................................................................
Comments:
(1)........................................................................................................................................................
.............................................................................................................................................................
.............................................................................................................................................................
(2)........................................................................................................................................................
.............................................................................................................................................................
.............................................................................................................................................................
Questions:
(1)........................................................................................................................................................
.............................................................................................................................................................
.............................................................................................................................................................
(2)........................................................................................................................................................
.............................................................................................................................................................
.............................................................................................................................................................
No. Criterion Score Proportion Score * proportion
(max.
100)
1 Content quality of the ideas 40%
2 Presenting skills 25%
3 Answering questions 25%
4 Timing ability 10%
Total (max. 100)
 FORM 2: INDIVIDUAL EVALUATION FORM OF LISTENING MEMBER

Name of evaluator:................................................................Group:..................................................
Reporting group:..................................................................................................................................
No. Criterion Score Proportion Score *
(max. proportion
100)
1 Content quality of the ideas 30%
2 Presenting skills 30%
3 Teamwork skills 20%
4 Answering questions 20%
Total (max. 100)
 FORM 3: SUMMARY SCORE SHEET

Listening group:.....................................................................................................................................
No. Reporting group Final score
(sum of member scores/ number of members)
1
2
3
 FORM 4: FINAL SCORE FOR HOLDING BUSINESS MEETING

Reporting group:................................................................................................................................
No. Category Score Proportion Score *
(max. 100) proportion
(average of scores of
listening groups)
1 Evaluation of reviewing group 20% ….
2 Evaluation of listening groups 20% …..
3 Content quality of the solutions 30% .......
(instructor marks)
4 Degree of assigned task 30% …….
accomplishment (instructor marks)
Total (max. 100)

Leader/ Receptionist/ Logistics group:.................................................................................................

No. Category Score Proportion Score *
(max. 100) proportion
(average of scores of
reporting groups)
1 Number of tasks accomplished 30% …..
(instructor marks)
2 Quality of tasks accomplished 40% .......
(instructor marks)
3 Listening attitude (instructor marks) 30% …….
Total (max. 100)