How to Organize a Club Contest - Lark Doley...First things First 2 Gathering Your Support Team 3 - 5 Coordinating, Timing & Deadlines 6 - 9 Planning, Preparing & Publishing the Program

How to

Organize a Club Contest

(And not lose your mind or your cool!)

(Revised August 2014)

About this Guide In September 2012, this document was the product of my High Performance

Leadership (HPL) project. Seven of us had one singular purpose: to provide a

comprehensive manual that would allow even the most inexperienced member to

run a successful and stress free Club Contest. Each person on the team brought

specific and deep experience in one or more areas of the Club Contest arena. We

tried to cram everything we knew into one spot and then we tested and re-tested

all the processes to make sure it all worked.

We were pleased with the final product and sent it to a few of our Toastmasters

friends. Who used it and then sent it on to a few of their friends. Who used it and

then sent it on to their friends. It made its way into several countries and landed

on the District 86 website – finding a home in the educational archives for everyone

to use. Never in our wildest dreams did we expect this little manual to get so much

attention. We are delighted it has helped so many.

This first revision/update reflects both the latest Rulebook changes and much of

the constructive feedback we have received over the last two years. Gentle Reader,

we must impress upon you two huge caveats. First, this document is not an official

Toastmasters publication. Toastmasters International has sanctioned nothing in

here. Second, Toastmasters around the world are a generous bunch. Over the

years, we had freely pulled information from several clubs and many web sites and

amended it all to suit our own purpose. In compiling this guide, we culled our

personal files. We hope that if Toastmasters see their own words or ideas reflected

on these pages, they will be flattered and completely understand how we found

ourselves in the awkward position of not being able to cite the original source.

This guide will help you, the club member, step-by-step through the entire process

of a club contest. It is in two parts. The first part is everything YOU need to know

about organizing the Contest. It starts with showing you how to get the message

out and finding the players. Then it outlines how to determine what needs to be

done and when. Finally, it guides you in pulling it all together. The second part is

Appendices highlighting the major roles and functions. Contained therein are

handy tips, sample scripts and sections on protocols and forms. We suggest you

read this cover-to-cover once to familiarize yourself with the entire process. Give

a copy of the appropriate appendix to your Support Team members. Then

concentrate your own efforts on the first section only.

Every year, Toastmasters International releases a new Rulebook and annotates all

changes with a diamond mark. (The changes/updates are made annually,

released in November and applicable to the following year.) This manual

incorporates the latest 2013-2014 changes found in the 2014 Rulebook. For your

own Contest, you want to download the latest digital Rulebook from the TI website.

And quickly scan it for any diamonds along the left hand side. Just in case.

We know that this document is sometimes used for the planning of Area and

Division contests. While the basics of all contests are the same, there are some

distinct differences for Area and Division contests and we implore you -- carefully

review the latest Rulebook. You might also want to reach out to your Division

Governor and/or the current LGET.

We want you to relax and enjoy the experience of organizing your Club Contest.

Learn from our mistakes and use our collective wisdom. We do have one request.

When your Contest is finally over, please add your own notes and wisdom and then

pass everything along to your next Club Contest Organizer.

Charlene Norman

Confidently Speaking Toastmasters

Club #5456

The Original Group of Seven

Ryan Belluz, Al Brown, Rebecca Castelino, Doug Downey, Charlene Norman, Brian Patton, and Anne Varghese

http://www.toastmasters.org/2014rulebookchanges

http://www.toastmasters.org/1171dcd

How to Organize a Club Contest

(And not lose your mind or your cool!)

Table of Contents

Page Congratulations! 1 First things First 2 Gathering Your Support Team 3 - 5 Coordinating, Timing & Deadlines 6 - 9 Planning, Preparing & Publishing the Program 10 - 14 Contest Day: Your SOS Tool Kit 15 - 17 When Murphy Strikes 18 - 21 Appendices A The Chair 1 - 12 B The Sergeant at Arms 13 - 17 C The Chief Judge 18 - 29 D The Timers 30 - 31 E The Ballot Counters 32 - 33 F Protocol for Introducing Dignitaries 34 - 35 G The Forms 36 - 37

NOTE: This may look intimidating but it really isn’t. As the Organizer, concentrate on pages 1 through 21 and the Forms Appendix. The rest of the appendices are for your Support Team.

Revised August 2014 Page 1

Congratulations!

You are the Contest Organizer! Whether you volunteered or were ‘volun-told’,

this is a fabulous opportunity to organize and run one of the key events in a Toastmasters year. You are going to learn so much! Organizing a Contest is actually very easy to do. The majority of your time will be spent in pre-Contest mode. Once the Contest begins, you can sit back and enjoy. Attempting to be both the organizer and the Chair for a Contest is a lot of work. That is why we recommend separating the roles of Contest Organizer and Contest Chair. Designating 1 key person to organize (that’s you) means your Contest workload and stress level is significantly reduced. It also means there is less chance for errors. Ultimately, your Contest will be professional, enjoyable and successful! As the Organizer, you are the “go-to person”. This little guide will help you through the entire process. Everyone will be counting on you for guidance, counsel, direction and assistance. Pass along copies of the respective appendices to your Support Team. And keep a copy of this guide close until after the Contest is over. Above all else, enjoy the experience! Your Contest WILL be amazing.


First Things First

In order to be successful, you need a sense of humour and some persistence. We assume you already have these qualities. You also need to be a good communicator and have a system. This Guide gives you the ideas for your communication efforts and shows you the system To pull off a Contest, first and foremost you need Contestants! After all, we cannot have a Contest without the star attractions! The type of Contest will determine how many Contestants will compete. Typically, Table Topics and Humourous Speech Contests bring out lots of competitors while the Evaluation and International Speeches bring out less. In order to run the Contest, there are between 12 - 16 roles that need to be filled. Specifically you will want a volunteer for …. One Chair for each Contest One Chief Judge 3 – 5 Judges One Tiebreaking Judge One or Two Sergeants at Arm Two Timers Two or Three Ballot Counters

You will also need … A venue (if it is not your regular club meeting place) A Program Official Contest Forms

Handy Tip! Avoid last minute scrambling. Start promoting your Contest two months before the big day!


Gathering Your Support Team

When to Start Your Club Executive will have decided on the Contest dates in July or August. About two months before the actual Contest, the Vice President Education (VPEd) and/or President will begin the promo campaign. After all, the Contestants need time to prepare and rehearse those award-winning speeches. The call for Participants is usually repeated at each meeting for four to six consecutive meetings. The most important thing you need to know at this stage is this: organizing a Club Contest is just like organizing a big party. There are many lists and lots of details. When the Contest is announced, you want to grab a copy of your club’s roster and begin the preparation work. On a spreadsheet, list each one of the roles to be filled. Include a list for the Contestants. Beside each role, put down who YOU think might be great for each. In our experience, newer members gravitate towards the roles of Timer and Ballot Counter, while the veterans seem to prefer judging. Your Chair candidates should be those persons who need a Competent Leadership (CL) credit. (Your VPEd will have this information). Generally, the Chief Judge is either a senior member or someone who is a stickler for detail and protocol. Your SAAs will likely be a combination of the current and past incumbents. Your Area Governor will want to attend, so invite him/her to be the Tiebreaking Judge. The Contestants will be a mixture of new and veteran members. Not everyone has an interest in competing. Ask your VPEd and/or President for the names of members who have competed before. Watch the newer members and see if they have some level of passion and interest.

Handy Tip!

Everyone likes to feel special and important. When you want people to join with you, the most effective way to gather support is one-on-one, face-to-face!


Gathering Your Support Team (continued)

How to Get Commitment Finding the volunteers can feel very daunting - especially when you look at your blank list. Here is the secret to getting high participation. Realize that everyone likes to feel special. Ask each person face-to-face and be sincere in your request. Be prepared to tell them what’s in it for them. Since not all roles are eligible for credits, this means you must “sell” them on the benefits they will get for agreeing to commit themselves. As an example, the Timer role is extremely important, a great way to watch how a Contest works and is well suited to someone with meticulous attention to detail. The Ballot Counter gets to work with the Chief Judge, understand how the counting works and will be in the know about the winners before anyone else. The SAA not only plays a crucial role but his/her exuberance will single handedly build the necessary energy and excitement at the beginning of the Contest.

If you cannot get to everyone personally, use email judiciously. Email blasts to the whole club are not nearly as effective as a simple email to one person at a time. Something as simple as “Would you consider being a (role) for our upcoming Contest on (date)? If you can make it, I would be most grateful” will generally do the trick. And do not forget to thank the person (immediately) when s/he says yes.

Keep track of whom you have asked, who declined and who agreed to help and in what capacity. That list of players will be used in the Program preparation and as well passed along to your Chairs and Chief Judge.

Handy Tip!

Have at least 1-2 members as “back-up”. Senior members are good choices, because they can generally step into any role with little or no notice.


Gathering Your Support Team (continued)

A Note about Judges It is always better to err on the side of more not less Judges. However, sometimes you will have difficulty finding Judges because it seems everyone wants to compete. In that case, you have two options. Reach out to your sister clubs and ask volunteers to come help judge your contest. If that does not give you the desired result and you find yourself in a pinch at the last minute, then consider having the entire audience be a Judge. Each audience member gets a Judges Ballot. Allow the Chief Judge extra time to invite participation and instruct how to use the Ballot form. This is an easy way to teach all members about judging and allows greater participation. It also puts pressure on the Chief Judge to sift through the Ballots and ensure he/she uses the Ballots of the club members and discards those of the guests.


Coordinating, Timing & Deadlines

In the beginning, your workload is light. The date for the Contest should be announced to the club at least 1 month before the Contest takes place. You are simply responsible for finding and tracking all your Participants, and confirming the set-up of the facility or venue in which the Contest will take place.

In the 2 weeks leading up to the Contest, your workload will increase. Here is a quick snapshot of what the time frame might look like.

Monday Tuesday Wednesday Thursday Friday Saturday Sunday

03-Oct 04-Oct 05-Oct 06-Oct 07-Oct 08-Oct 09-Oct

10-Oct 11-Oct 12-Oct 13-Oct 14-Oct 15-Oct 16-Octone last meeting

conference call

Chair Scripts Developed

Certificates printed

Final Program Changes

17-Oct 18-Oct 19-Oct 20-Oct

Print out all forms.

Assemble File Folders Program Printed CONTEST Forms to AG

Face to Face Planning Meeting

During this two-week period, you want to accomplish five main things:

1) Have a Face-to-Face Planning meeting 2) Walk-through the Contest Program 3) Confirm who is printing and publishing 4) Coordinate with the Chief Judge 5) Communicate with all Participants


Coordinating, Timing & Deadlines (continued)

1) Face-to-Face Planning Meeting

The purpose of the Face-to-Face Planning Meeting is to ensure all the roles are understood, each Participant has his/her complete role description, all last minute issues are addressed and ironed out, and the final list of Contestants is nailed down. Typically, you the Organizer, will hold this meeting with the Chairs, the SAAs and the VPEd (provided he/she is not competing). The Chief Judge may also attend. The most successful Chairs and SAAs follow a script so this meeting will be very helpful to them in developing their Scripts for the event. 2) Walk-through the Contest Program This is usually done during the Face-to-Face Planning Meeting. A walk-through of the Program and the timing for each Contest with the Chairs, SAAs and the VPEd helps ensure everyone is familiar with how the event will unfold and the Contests will proceed. It also addresses the last minute questions that pop up as well as identifies any holes or gaps. The Table Topics and Evaluation Contests have specific logistical issues that need to be addressed. (And speaking of the evaluation Contest, you will want to get a nominal gift for the Test Speaker. If you are strapped for time or ideas, a gift card of around $25 is generally sufficient.) 3) Confirm who is printing and publishing Typically, the Chairs will print and sign the participation certificates. If they are unable to do so, then the responsibility falls to the Organizer. You, the Organizer, will provide the winners’ certificates, (and clear pre-printed labels for affixing to), the entire Contest forms, the Rulebook and the Contest Program.

Handy Tip!

If you are lucky enough to have TOO MANY VOLUNTEERS, consider delegating certain tasks like Preparation of the Program, Certificates, or Printing. Despite best intentions, someone often has to back out. Remember that you, the Contest Organizer, are the BACK-UP PLAN!



4) Coordinate with the Chief Judge

Ideally, the Chief Judge attends the face-to-face meeting. However, since the identity of the Judges must be kept secret, it might be tricky to have a fulsome discussion. Your main objectives are to confirm there are sufficient Judges in place, that the Chief Judge understands who all the players are, as well as his/her responsibilities for briefing the Judges, presenting the Contest Rules on the day, counting the Ballots and finalizing the winners’ certificates. Additionally, you must coordinate who will send the Winners Notification Form and Eligibility Certificates to the Area Governor. If the Area Governor WILL NOT be in attendance at the Contest, we suggest YOU - the Contest Organizer be responsible for getting the information released by no later than the 1 business day after the Contest. If the Area Governor WILL be attending the Contest, then the Chief Judge should give the Winners Notification Form and Eligibility Certificates to the Area Governor at the end of Contest. 5) Communicate with all the Participants We have found that over-communicating during this period is very, very wise. Do not concern yourself with being a pest. You are making every effort to ensure the Contest goes off with maximum impact and minimal problems. Send out at least 2 email reminders to the Participants. We suggest splitting the correspondence into at least 3 groups:

· All Chairs, Contestants, Ballot Counters and Timers · All Judges and the Chief Judge · Test Speaker for the Evaluation Contest

1st E-mail Reminder………………………….. 7 days before the Contest 2nd E-mail Reminder…………………………..The day before the Contest



Include the date and time you want them to arrive, who they report to, and what they need to bring. Include your cell phone number and be very specific that you want to be contacted if they encounter a problem. If necessary, organize one last conference call with the Chairs and SAAs and Chief Judge in the week before the Contest. Finally, make sure you provide full directions to the venue for the Test Speaker.

Handy Tip!

Give your Cell-phone Number to the Chairs, Chief Judge and Test Speaker, and repeatedly urge all Participants to call if they are going to be late or not attend. There is nothing worse than not knowing where your major Participants are. Avoid the last minute panic from possible no-shows! Be sure your cell phone is fully charged and turned on the day of the Contest!


Planning, Preparing & Publishing The Program

The timing of a Contest can be tricky, so it is important that you are familiar with the required timings.

For Speeches The length of speeches depends on the type of Contest. When planning the program, calculate timings using the following formula:

Contest Speech Timing (maximum speech length)

+ 30 seconds (allotted overtime for each speaker)

+ 30 seconds (for a concise Contestant introduction)

+ 1 minute (Judges’ silence between each Contestant)

Sub-TOTAL

x number of Speakers SPEAKING TOTAL

+ 2 minute (2 - 4 minutes extra time after last Contestant)

TOTAL SPEAKING TIME Add up the subtotal and multiply by the number of speakers. Then add two to four minutes after the last speaker. Then round up again.


Planning, Preparing & Publishing The Program (continued)

As an example, here is what would happen:

Table Topics

Evaluation International Humourous

Contestant Speech Timing 1 - 2 min 2 -3 min 5 -7 min 5 – 7 min

Maximum Time allowed 2 min, 30 s 3 min, 30 s 7 min, 30 s 7 min, 30 s

Concise Introduction 30 s 30 s 30 s 30 s

Silence for Judges 1 min 1 min 1 min 1 min

Sub-Total (per speaker) 4 min 5 min 9 min 9 min

Multiply by # of Speakers (assuming 4 speakers)

Speaking Total 16 min 20 min 36 min 36 min

Plus Additional Time after the last Contestant

4 min 4 min 4 min 4 min

Test Speaker

8 min

TOTAL SPEAKING TIME 20 min 32 min 40 min 40 min

TOTAL + Round Up 25 min 35 min 45 min 45 min

You must also make time for the other introductions (e.g. SAA, the Chair, and the Chief Judge) and the post-Contest proceedings (e.g. Contestant interviews, photos). The chart below suggests timing for all the other sections in the Contest:

Table Topics Evaluation International Humourous

TOTAL + Round Up 25 min 35 min 45 min 45 min

SAA Introduction 5 5 5 5

Chair’s Introduction 5 5 5 5

Chief Judge: Rules Reading 5 5 5 5

Contestant Interviews 10 10 10 10

Two Photo Ops 5 5 5 5

One Break 10 10

TOTAL CONTEST TIME 65 minutes 75 minutes 75 minutes 75 minutes



Interviewing the Contestants

The purpose of interviewing the Contestants is to buy some time for the Chief Judge as he/she tallies the results and prepares the winning certificates. It is also a great opportunity for everyone to applaud and recognize the speakers for their participation and a job well done! The length of time devoted to interviews is dependent on the number of Contestants. With 4 Contestants, interviews could be 2 to 3 minutes each. With eight Contestants, interviews will likely need to be 1 minute or less, so the Chair must be prepared to cut them off politely. You may have Contestants competing in BOTH Contests. If so, those Contestants are interviewed once, AFTER the last Contest in which they participate. If you are short on time, interviews can be skipped all together. HOWEVER, you should inform the Chief Judge ahead of the Contest so that s/he is aware of the time constraints, and you need to advise the Chair so that s/he can announce the program change ahead of time.



The Program

There are many, many ways to prepare a program. Typically, it is one page double sided and folded in half. Here is an example of a simple and easy program.

Inside View: The most important part of the Program is the inside. Try to make it professional and consider space for the audience to write in their own rankings.

We suggest entering only the times of the first call to order, both introductions to Contest and Meeting adjournment. This helps to anchor the Program and allows for leeway if needed. Remember to fill in the names of the Participants in the Official column and the names of the Contestants on the right hand side!



Outside View:

Everyone likes to be recognized! Remember to highlight the volunteers and Participants who are not mentioned on the program inside. However, NEVER highlight the JUDGES! The Judges’ identities must be kept confidential. Don’t forget to mention the Area and Division Contests and of course, the Contest at the upcoming Conference! Look for details at www.toastmasters86.org Who advances after a Club Contest? If there are 4 or less clubs in your area, the 1st and 2nd place winners will advance to the Area Contest. If there are 5 or more clubs in your area, only the 1st place winner will advance. At the Area Contest, the 1st place winner will advance to the Division Contest. At the Division Contest, the 1st place winner will advance to the District Contest.

http://www.toastmasters86.org/


Contest Day: Your SOS Toolkit

It is Contest day! You have corralled all the Participants, reminded everyone at

least twice to be on time (e.g. show up 30 - 40 minutes before the start of the Contest), met with the Chairs, SAAs and Chief Judge, reviewed all possible outcomes, printed out lots of paper, and done everything you can to ensure the event goes as well as it can. There are only a few more things to do: Plan to arrive at the venue at least 40 minutes ahead of the start of the Contest. Come with the Guide you are reading and the following three file folders.

File Folder #1: for the Chair of Contest #1 Signed Participation Certificates (if this was your responsibility) Extra Eligibility Certificates and BIOs Rulebook Copy of the printed Program

File Folder #2: for the Chair of Contest #2 Signed Participation Certificates (if this was your responsibility) Extra Eligibility Certificates and BIOs Rulebook Copy of the printed Program

Review the contents of the file folder with each Chair and then hand them over. With the Chief Judge, review your third file folder containing:

Judges Eligibility Forms to be signed Sufficient copies of each of the Judges Ballots Tiebreaker Ballots Envelopes for each Ballot Timing Forms The Score Tally Sheets Winner Notification Form Chief Judge Script Rulebook (most current version) List of all the names of the Judges, Ballot Counters & Timers Copy of the printed Program

Handy Tip! If you are

running two contests, be

sure you have the two different Contest Ballots.


Contest Day: Your SOS Toolkit (continued)

You will also provide the Chief Judge with the signed Winners Certificates, clear pre-printed labels for affixing the winning names onto the certificates, or a black marker. Jointly decide which one of you will give or send Notification of Winners form to the Area Governor. Do a double-check of the venue, ensuring it is set-up as planned, with appropriate seating, lectern, signs, lighting, temperature, and amenities as necessary (e.g. water, refreshments, washrooms). Ensure a copy of the Program is on each audience seat. Be sure to talk to your club’s VP of Public Relations. You’ll want to remind him/her that photographs will be needed in the winner’s circle. Determine if s/he will post them to your club web-site/Facebook pages and inform the Contest Chairs in case they wish to announce. Now you will play the “traffic cop”. Be prepared for many last minute directional questions from everyone else between now and the start of the Contest. Then, assuming Murphy has not struck, just sit back and enjoy the Contest! Oh, and one last thing. On the day after the Contest, send a note of appreciation to all the Participants on your Support Team.


When Murphy Strikes! Pulling off a successful Contest is entirely dependent on two key variables: people and preparation. Know that Contests rarely go off without a hitch.

The good news is, when you are well prepared and anticipate the common mishaps, you can prevent the major disruptions. With some minor adjustments (or adjustments which are completely invisible to the audience and the Participants), your Contest will still be highly successful. And likely only you will know what last minute changes were required!

Your biggest challenge is to anticipate the hiccups and have contingency plans in place. If you have followed our guidance so far, there should not be any huge issues. If anything happens, do not panic. Trust that your preparation WILL pay off. Simply take a deep breath, grit your teeth and calmly work through the issues. Toastmasters is about being flexible, rolling with the punches and turning a tough situation into something more palatable. You may not realize it at the time, but you will have honed two highly valuable leadership skills -- contingency planning and adaptability!

First, let’s cover off the minor stuff. The stuff that you have absolutely no control over. Remember: you cannot control what you cannot control. So do not sweat any of this.

Your SAA is not energetic

The Chief Judge or Contest Chair loses their place in their scripts

The Ballot Counters are over-zealous and hover in the wrong spot

The Judges decide to sit all together, in a row, at the back of the room

The Chair provides friendly, but lengthy introductions for the Contestants

An audience member has a loud, prolonged coughing spell

There are not enough Certificates because of a last-minute Contestant entry

Murphy’s Law “anything that can go wrong, will go wrong”


When Murphy Strikes! (Continued)

There are many things you CAN control. The following areas are what you want to anticipate – and have contingencies ready and available. Ahead of time.

LATE/NO-SHOWS

Contestants: Contestants can arrive very, very late. In fact, the cut-off time for a Contestant to be present at the Contest to compete is up until the moment the Contest Chair is introduced. The Contestant must have all the requisite paperwork in order and in hand when he/she arrives. Suggested Solution: During the draw for the speaking order, the Contest Chair may either choose the straw, or card on behalf of the Contestant, (provided they announce the drawing on behalf of the missing Contestant) or simply designate the undrawn straw/card for the late Contestant. You, as the Organizer, should stand at the door of the room and ensure that when the late Contestant arrives, he/she has the Eligibility forms completed and signed. If the Contestant shows up after the Contest Chair is introduced, the Contestant is disqualified, with no exceptions. The Contest Chair, when announcing the speaking order, must then omit the name of the disqualified Contestant. Chairs or Chief Judge: A Chair or Chief Judge is late or a no-show. Suggested Solution: Your first choice is your back-up senior member. Your second choice is to find a senior member in the audience. Give the substitute this Guide, show them the appropriate Appendix and help them as much as possible. Your last option is YOU. As you are so familiar with the roles, you have the ability to perform your substitute duties quite competently!



LATE/NO-SHOWS (cont.)

All Other Roles: A Timer, Ballot Counter and/or SAA is late or a no-show. Suggested Solution: Choose some extra members in the audience, explain to them you are in a jam, and ask them to help you. Notify the Chief Judge of the change in plans. Brief the new players if the Chief Judge is too busy.

MISSING PAPERWORK

Because you have provided extra copies of all paperwork to the Chairs and the Chief Judge (remember those file folders?) retrieve whatever is necessary or direct the Participant to the appropriate person.

PREPRINTED LABELS ARE DESTROYED SOMEWHERE, SOMEHOW

Remember that fine Black Sharpie, Felt Marker or Pen you gave the Chief Judge? Retrieve it. Alternatively, check your club’s SAA tote for one. Or ask a few members if they have one you can borrow.

BIOS GET LOST OR MISPLACED

If there is time, have the Contestants fill out a new BIO form. If there is no time, simply have the Chair ad-lib the questions.

NO LECTERN

Clubs typically have their own lectern; however, if there is a last minute change in venue, the lectern might be overlooked. A lectern is very important since the Contest Chairs have a lot of paperwork to handle. If the room change is within the same building, the lectern can simply be relocated. If the venue change is a different building, other options to consider are a portable music stand or a portable lectern that can sit on a desk or table. As a last resort, a table or clipboard can be used.



VENUE IS TOO SMALL

This would typically happen if there was a last minute change in the venue and you end up with a smaller room. There is not much you can generally do except make light of the situation. Encourage the audience to become cozy and keep the Contest as high energy as possible. “Standing Room Only” means a successfully attended Contest.

THE VENUE HAS POOR ACOUSTICS

If the venue has machines that hum and the noise is louder than the speakers are, unplug the machines. If the venue is large and cavernous and you do not have microphones, you must grin and bear it. And remember microphones for the next time!

TIMING LIGHTS FAIL

Use the back-up timing light system. (Red, Yellow and Green Paper are handy substitutes as are cell phone apps.) The Timers will mark the time sheet with a note that the timing lights failed. And the Contestant will get an extra 30 seconds added to his/her time.

DELAYS IN JUDGING (DUE TO TIEBREAKING, RECOUNTS ETC.)

Make sure that the Chair is prepared for the potential of minor delays. The sample Chair Scripts contain several suggestions on how to fill the time and keep it light and entertaining! Often, even an inexperienced Chair will easily be able to fill an extra five minutes if needed.

A PROTEST IS FILED AGAINST ONE OF THE CONTESTANTS

The Chief Judge is responsible for handling protests.



THE TEST SPEAKER IS NOWHERE TO BE FOUND AND YOU CAN NOT CONTACT ON THE CELL

This can spell potential disaster. If you are not bound by a hard exit time in your venue, delay the Contest for 15 minutes. However, if the venue must be vacated by a specific time, then do not delay the Contest. Instead, switch the evaluation Contest to be the 2nd Contest and move the International Contest to be the first. Be sure to coordinate with the Chairs and Chief Judge. You have just given the Test Speaker up to an hour to arrive. If it looks like the Test Speaker really is a no-show, find a member in the audience who is comfortable doing a speech on the fly and beg them to help you. If possible, try to pick someone who is not a member of the club and who has never spoken at the club before. Your worst-case scenario is to use a club member. A far better solution then cancelling the Contest.

A DIGNITARY IS TOO WORDY/ SPEAKS FOR TOO LONG

This can normally be avoided by meeting and discussing with the Dignitary prior to the Contest. If this is not possible, or they continue to speak on and on, get their attention and use the “finger across the throat” signal. If silent signaling does not work, stand up and politely tell them in a humourous manner with a smile on your face that they are giving away far too much information right now, and to save some for later. As an experienced Toastmaster, the Dignitary will get the message and not harbor any bad feelings.

Appendices

The Chair Revised August 2014 Appendix Page 1

Appendix A: The Chair

Congratulations! You are the Contest Chair! The Contest Chair is the Master of Ceremonies for the Contest. Before the Contest, you will meet with the Contest Organizer (and Chief Judge and Sergeant At Arms) at the Face-to-Face Planning Meeting to go over the program. There are three important aspects to your role as Chair:

1) Collecting the Eligibility Certificates and Biographical information 2) The Briefing 3) Running the Contest

1) Collecting the Eligibility Certificates and Biographical Information Two weeks before the Contest date, you must distribute (or e-mail) blank Eligibility Certificates to the Contestants for completion and signatures. A Contestant must submit their Eligibility Certificate and be a Toastmaster member in good standing, in order to compete in a Contest. When you distribute the Eligibility forms, you can also request Contestants to complete the Biographical information form. This is a list of general questions asking about various interests, hobbies, goals, etc., which can be used in forming your interview, questions during the Contestant Interview session of the Contest. You might even send a copy of the Rulebook and the contest form to the speakers. The newer Contestants will find it of great value; the veteran Contestants will appreciate the review. On Contest Day, you will collect the Signed Eligibility Certificates from each Contestant, and give them to the Chief Judge – before the Contest starts. Plan to arrive at the venue at least 30 minutes before the official start time. Arriving early at the venue is key to ensuring all briefings are completed efficiently and effectively.

Handy Tip!

At least one week before the Contest, contact the Contestants and remind them to arrive at a specific time BEFORE the Contest starts, for the Briefing! Include your cell-phone number, so if anyone is late or cancels, you are reachable and not caught unaware!


2) The Briefing There are 4 common types of Toastmaster Contests: Table Topics, Evaluation, Humourous Speech, and International Speech Contest. In the Humourous and International Speech Contests, the role of the Chair is identical. However, the logistics for Table Topics and Evaluation Contests vary slightly. First, let’s deal with the anomalies.

The Table Topics Contest

The Table Topics Contest requires a topic, on which the Contestants will speak. You and the Contest Organizer should discuss in advance, who is in charge of determining the word or phrase for the Contest. Whether you prepare a topic before the Contest, or allow the Chief Judge to select one topic out of a number of choices, we suggest a simple word or phrase. It should be easily understood by all, but complex enough so that the Contestants can deliver multiple themes or definitions about the word. The word or phrase should not stump or disadvantage the Contestants. Rather, it should enable them to make an interesting and concise speech.

The Contestants are not to know the Topic prior to the Contest. Usually, the Chair will announce the topic to the Contestant, when they are escorted into the room to speak. (Be sure to coordinate that spot with the SAA.) An additional option is for the SAA to disclose the topic on paper to each Contestant when they re-enter the room. This method can be particularly helpful to those Contestants whose English is not their first language. It also avoids the unfortunate circumstance of the Contestant not hearing the Topic properly, and thinking it was something different. For this option, you – the Chair - will need to give the Topic clearly typed on a piece of paper to the SAA before the beginning of the Contest.

Evaluation Contest Be sure to discuss with the Contest Organizer who will find the Test Speaker. The objective is to have a speaker who has never been heard by any member of your club. Your Area Governor can be an excellent resource for this. The actual identity of the Test Speaker is always secret -- until you introduce him/her.


On the day of the Contest The Contest Organizer will brief you, and review your File Folder – containing the Participation certificates (if this was not already your responsibility), extra eligibility and BIO forms and a copy of the printed Program. Confirm with the Organizer any last minute changes. Ensure all Contestants and if applicable, the Test Speaker, are present. Approximately 20-30 minutes before the Contest starts, gather all the SAAs and the Contestants together for a briefing on the rules and Contest proceedings. If a Contestant is absent from the briefing, the alternate speaker, if present, may be included in place of the primary Contestant. Where the primary Contestant arrives late and presents all the completed, required paperwork, he/she may speak in the drawn order, but waives the opportunity of a briefing. If a Contestant is not present when you, the Contest Chair are introduced, the Contestant is disqualified. Here is your briefing checklist: Confirm the proper pronunciation of each Contestant’s name as well as their

speech title Collect the Eligibility Certificates from all the Contestants Confirm all Contestants are members in good standing, of a club in good

standing with Toastmasters International. (This means a member whose dues have been paid, remitted and received at Toastmasters International.)

Confirm that no Contestant is an Area Governor, Division Governor, or District Officer, nor have they announced their candidacy for these offices. (Someone who has announced his or her candidacy for an AG role is eligible as this is an appointed position rather than elected.)

Draw numbers for Order of Speaking and Confirm Speaking order For the Humourous/International Contests, remind Contestants that all

speeches must be original, with any quoted material identified as such

Handy Tip!

Be prepared for possible

delays in judging/counting.

You may need to fill some

down time while you wait

for the Chief Judge and

counters to return to the

room. How will you fill the

time? Stories? Jokes?

Impromptu Table topics?


For the International Contest, confirm that each Contestant has completed a minimum of six (6) speeches from the CC manual.

Review the Timing limits, and the use of Green, Amber and Red lights. Advise the minimum and maximum disqualification times.

Contest Timing DNQ Times

Green Light

Amber Light

Red Light

Table Topics 1 – 2 min

0:30 2:30

1 min 1:30 2 min

Evaluation 2 – 3 min

1:30 3:30

2 min 2:30 3 min

Humourous 5 – 7 min

4:30 7:30

5 min 6 min 7 min

International 5 – 7 min

4:30 7:30

5 min 6 min 7 min

Remind the Contestants that in the event of a timing device failure, the

Contestant will be allowed an extra 30 seconds. Review the speaking area (test microphone, confirm use of lectern/props,

identify area boundaries) If applicable to the Contest, review the area/room outside of the Contest

room, in which speakers are to be escorted by the SAA before competing Ask Contestants if they wish to remain in the room for the duration of the

Contest or if they wish to be escorted back into the room by the SAA when it is their turn to speak.

Advise that all Contestants will be introduced as follows: o “Contestant name, Speech title. Speech title, Contestant name.” o “Contestant name, Table Topic. Table Topic, Contestant Name.” o “ Contestant name, Contestant name” for Evaluation Contest

Timing will begin with the Contestant’s first definite verbal or nonverbal communication with the audience.

There will be one minute of silence between Contestants, during which the Judges will mark their Ballots. As much time as necessary is allowed for the Judges after the last Contestant.


Only Contestants and Judges may file a protest. Protests are made to either the Chief Judge or the Chair prior to announcing any winner. (Do not divulge who the Judges are.)

Video/audio recording is done only at the discretion of the Contest organizer, or Club President, and if agreeable to Contestants

Announcement of the Contest winners is final unless the list of winners is announced incorrectly, in which case the Chief Judge, Ballot Counters or Timers may immediately interrupt to correct the error.

o In Contests with 4 or fewer Contestants – ONLY a 2nd and 1st place winner are announced

o In Contests with 5 or more Contestants – ONLY a 3rd, 2nd and 1st place winner are announced

Tell the Contestants they will be invited back on stage, and if time allows, they will be briefly interviewed. If Contestants are competing in two Contests, only one interview will be conducted – after the second Contest.

Ask the Contestants if they have any questions – have your (current) Rulebook ready!

Dismiss the Contestants. However, don’t relax yet …. You still have things to do!

Give all the Eligibility Certificates over to the Chief Judge

Coordinate the photo opportunities timing with the photographer If Chairing the Evaluation Contest, arrange with the Test Speaker to sit in a

spot within clear view of where the Contestants will be, and stand every time a Contestant is introduced (to ensure the Contestant knows where the Test Speaker is located in the audience)

For the Table Topics and Evaluation Contests, review with the SAAs the procedures required to escort the Contestants in/out of the Contest room

Review the Contestant Biographical Information forms, to prepare for the Contestant interviews

You should also review the Program again in detail, especially the TIMING. If there are any last-minute entrants or dropouts, you must notify the Organizer and Chief Judge.


3) Running the Contest During the Contest, the Chair is responsible for the following: Introducing the Contest Introducing the Chief Judge

Introducing the Contestants (follow the Contest rules to the letter for introductions)

Announcing the time designated for judging (in between each Contestant)

Interviewing the Contestants

Handing out the participation certificates

Coordinating the Contestant photo opportunity

Making any additional announcements regarding changes to the Program

At the end of the Contest, the Contest Chair may also announce and award the winning Contestants, or if pre-arranged at the planning meeting, assist the Club President or Area Governor in handing out the winners certificates.

The Script for the Contest Chair The best Contest Chairs are scripted. We wish we could give you the perfect script. Unfortunately, we cannot. However, we have given you great outlines to use as you make your own script.

Handy Tip! Be prepared for delays in judging or Ballot counting! You may need to fill some silence while you wait for the results.

Stories? Jokes? Table Topics?

Come prepared!


Preparing Your Chair Script: Table Topics

Here is an outline you can use to prepare what you will say during the course of the Table Topics Contest.

Timing Contest Agenda Item 3 - 5 min Opening – Your objective is to build excitement and anticipation

· Welcome everyone! (Welcome and thank any dignitaries in the room -- if not covered by SAA. See section on protocol for introductions.)

· Remind audience why we compete (anecdotes, quotes or the official reason for Contests from TI Rulebook). If there are two Contests, connect with the other Chair in advance to ensure that you are not using the same quotes or reference to the TI Rulebook – be original!

· Remember to keep the meeting on time and make adjustments if necessary. Be careful that you as the Chair do not take too much time with your comments: the Contest is about the competitors

· Congratulate Contestants for participating · Explain the program; encourage the audience to do their own scoring · Introduce the Contestants Speaking Order · Introduce the Chief Judge

5 min The Chief Judge, reading the abbreviated rules · Listen to ensure completeness · If not complete, ask the Chief Judge specific questions so that he/she can

ensure the main highlights are conveyed. · The Chief Judge will pass control of the lectern back to you

1 min Brief Explanation of Procedure · Describe the speaking area for the audience & Contestants · Explain the Contestants will all leave the room and be called in one at a time;

and the Contestants may stay in the room after competing · This does not apply to Humourous/International Speech Contest, in which

Contestants remain in the Contest room at all times · Have the SAA escort all Contestants from the room and brought in individually

Allow 2.5 minutes per Contestant and 1 minute for Judges

Declare the Contest open! · Remind the audience that after each Contestant, one minute of silence is to be

maintained for the Judges to mark their Ballots. · Take the opportunity to build excitement! · Instruct the SAA to let the Contestant in. NEVER say “our first Contestant is” · As each Contestant is brought into the room, pause for 5 seconds to allow the

Contestant to read/hear the Topic · Introduce the Contestant in the following format, as signal to proceed to the

speaking area: name – “Table Topic word/phrase” pause “Table Topic word/phrase – name · Do NOT give any detail about the speaker at this time. · After each Contestant, instruct Timer to give one minute for judging. After the

last Contestant, announce, “Judges please complete your ballots.” Wait one minute. Instruct the Counters to go to the back of the room and wait for the


Judges to raise their Ballots. Read the room and wait for the signal from the Chief Judge to determine when the judging is finished and Ballots are collected.

5-8 minutes Interviewing the Contestants: · When the Chief Judge leaves with Ballot Counters, congratulate all the

Contestants and lead applause. · Reveal to the audience if interviews are to take place. · Note: if a Contestant is in “both” Contests, only the second Contest Chair will

interview that Contestant. Know who is interviewing each person if there are two Chairs - and tell the audience who will be interviewed during the second Contest.

· Ask all the Contestants to come to the front. Ask them to identify themselves and ask one or two questions each (usually about one minute per Contestant depending on time availability).

· After each person answers, present him or her with the participation certificate. · Call for the photographer to take photos. · By this point, the Chief Judge should be back in the room. If so, then lead the

applause and ask the Contestants to be seated. · If the Chief Judge is not yet in the room, and there is a second Contest, lead the

applause, announce the break and allow the Contestants to go back to their seats or mingle.

· If the Chief Judge is not yet in the room and this is the last Contest of the evening, lead the applause and ask the Contestants to be seated. Now you have three options: You can call for the PSA (public service announcement e.g. upcoming Contest) and use that to fill extra time OR you can go back to Contestant interviews with additional questions OR you can be creative with your own comments until you see the Chief Judge arrive. Then proceed to the PSA.

2-3 minutes Public Service Announcement (PSA) · Announce upcoming events (usually the next levels of Contests and District

Conference) The objective is to get the audience excited about the next level of competition and be there to cheer on their representatives.

· The Area Governor, the President, or the Chair might deliver the PSA – depending on what has been pre-arranged.

5-8 Results Presentation · Both Chairs and any Dignitaries pre-arranged are summoned to the lectern. · The Chief Judge will provide time disqualifications to the Chair. Announce if

there were any disqualifications but do not announce the names of disqualified Contestants.

· Announce the Contest winners in reverse order, present certificates and ask them to stand at the front to the side.

· Lead applause, coordinate group and/or individual photo, and advise winners to be seated.

2 min Close the Contest · Any housekeeping announcements (e.g. help stack chairs, move tables etc.) · One final “thank you” to Contestants, audience, Judges, counters, Timers etc. · Close the Contest and wish everyone safe travels etc.


Preparing Your Chair Script: Evaluation

Here is an outline you can use to prepare what you will say during the course of the Evaluation Contest.

Timing Contest Agenda Items 3 - 5 min Opening – Your objective is to build excitement and anticipation

Welcome everyone. (Welcome any dignitaries -- if not covered by SAA. See section on protocol for introductions.) If there are dignitaries in the room, thank them for giving of their time and attending.

Remind audience why we compete… anecdotes or quotes and perhaps the official reason for Contests from TI Rulebook. If there are two Contests, connect with the other Chair in advance to ensure that you are not using the same quotes or reference to the TI Rulebook – be original!

Remember to keep the meeting on time and make adjustments if necessary. Also be careful that you as the Chair do not take too much time with your comments… the Contest is about the competitors

Congratulate Contestants for participating

Explain the program; encourage the audience to do their own scoring

Introduce the Contestants Speaking Order

Introduce the Chief Judge

5 min The Chief Judge will read the abbreviated rules. (i.e. highlights) Listen to ensure completeness. If not complete, ask the Chief Judge specific questions so that he/she can ensure the main highlights are conveyed. The Chief Judge will pass control of the lectern back to you

1 min Describe the speaking area for the audience & Contestants Instruct Timer on the specific timing for the Test Speaker. Introduce the Test Speaker (speaker’s name, speech title, speech title, speaker’s name). Do NOT give any detail about the speaker at this time.

5-7 min Test Speaker – usually but not always a 5-7 minutes speech.

6 min Lead applause and thank Test Speaker. Invite Test Speaker to sit down. Instruct SAA to escort Contestants from room immediately to write their evaluations. Instruct SAA to time them for 5 minutes exactly. Interview the Test Speaker. You have 5 minutes to interview and ask questions. Keep them open ended to allow the Test Speaker as much leeway as possible. Always watch for the SAA to come back. Wrap up the interview, thank the speaker, present gift and invite to sit down. Remind audience that evaluators will come in one at a time and are allowed to stay after their evaluation

Allow 3.5 min per person and 1 min for Judges

Declare the Contest open. Remind the audience that after each Contestant, one minute of silence is to be maintained for the Judges to mark their Ballots. Instruct the SAA to bring in Contestants in order drawn Wait until the Contestant arrives at the lectern before introducing the Contestants ONLY say “person’s name”; “person’s name”. Do NOT give any detail about the speaker at this time.


After each Contestant, instruct Timer to give one minute for judging. After the last Contestant, announce, “Judges please complete your ballots.” Wait one minute. Instruct the Counters to go to the back of the room and wait for the Judges to raise their Ballots. Read the room and wait for the signal from the Chief Judge to determine when the judging is finished and Ballots are collected.

5-8 minutes When the Chief Judge leaves with Ballot Counters, congratulate all the Contestants and lead applause. Reveal to the audience if interviews are to take place. Note… if a Contestant is in “both” Contests, normally only the second Contest Chair will interview that Contestant. Know who is interviewing each person if there are two Chairs - and tell the audience who will be interviewed during the second Contest. Ask all the Contestants to come to the front. Ask them to identify themselves (name and club) and ask one or two questions each (usually about one minute per Contestant depending on time availability). After each person answers, present him or her with their certificate of participation. Call for the photographer to take a group shot. Individual shots if desired. By this point, the Chief Judge should be back in the room. If so, then lead the applause and ask the Contestants to be seated. If the Chief Judge is not yet in the room, and there is a second Contest, lead the applause, announce the break and allow the Contestants to go back to their seats or mingle. If the Chief Judge is not yet in the room and this is the last Contest of the evening, lead the applause and ask the Contestants to be seated. Now you have three options: You can call for the PSA and try to drag that out for a bit. OR you can go back to the Contestants with additional questions. OR you can be creative with your own comments until you see the Chief Judge arrive. Then proceed to the PSA.

2-3 minutes Public Service announcement about upcoming events and District conference. The objective is to get the audience excited about the next level of competition and be there to cheer on their representatives. The Area Governor, the President, or the Chair might deliver the PSA– depending on what has been pre-arranged.

5-8 Both Chairs and any dignitaries pre-arranged are summoned to the lectern. The Chief Judge will provide time disqualifications to the Chair. Announce if there were any disqualifications but do not announce the names. Announce the Contest winners in reverse order, present certificates and ask them to stand at the front to the side. Lead applause, coordinate group and/or individual photo and then advise winners to sit down.

2 min This is for any other announcements (like before you leave, stack your chairs, move tables etc.) One final “thank you” to Contestants, audience, Judges, counters, Timers etc. Close the Contest and wish everyone safe travels etc.


Preparing Your Chair Script: International and Humourous

Here is an outline you can use to prepare what you will say during the course of the International and Humourous Contests.

Timing Contest Agenda Items 3 - 5 min Opening – Your objective is to build excitement and anticipation

Welcome everyone. (Welcome any dignitaries -- if not covered by SAA. See section on protocol for introductions.) If there are dignitaries in the room, thank them for giving of their time and attending.

Remind audience why we compete… anecdotes or quotes and perhaps the official reason for Contests from TI Rulebook. If there are two Contests, connect with the other Chair in advance to ensure that you are not using the same quotes or reference to the TI Rulebook – be original!

Remember to keep the meeting on time and make adjustments if necessary. Also be careful that you as the Chair do not take too much time with your comments… the Contest is about the competitors

Congratulate Contestants for participating

Explain the program; encourage the audience to do their own scoring

Introduce the Contestants Speaking Order

Introduce the Chief Judge

5 min The Chief Judge will read the abbreviated rules. (i.e. highlights) Listen to ensure completeness. If not complete, ask the Chief Judge specific questions so that he/she can ensure the main highlights are conveyed. The Chief Judge will pass control of the lectern back to you

1 min Describe the speaking area for the audience & Contestants Explain the logistics if not already done by the Chief Judge

Allow 7.5 min per person and 1 min for Judges

Declare the Contest open. Remind the audience that after each Contestant, one minute of silence is to be maintained for the Judges to mark their Ballots. Take the opportunity to again build excitement Introduce Contestants ONLY as “person’s name”; “speech title”, speech title”, “person’s name”. Do NOT give any detail about the speaker at this time. After each Contestant, instruct Timer to give one minute for judging. After the last Contestant, announce, “Judges please complete your ballots.” Wait one minute. Instruct the Counters to go to the back of the room and wait for the Judges to raise their Ballots. Read the room and wait for the signal from the Chief Judge to determine when the judging is finished and Ballots are collected.

5-8 minutes When the Chief Judge leaves with Ballot Counters, congratulate all the Contestants and lead applause. Reveal to the audience if interviews are to take place. Note… if a Contestant is in “both” Contests, normally only the second Contest Chair will interview that Contestant. Know who is interviewing each person if there are two Chairs - and tell the audience who will be interviewed during the second Contest. Ask all the Contestants to come to the front. Ask them to identify themselves (name and club) and ask one or two questions each (usually about one minute per


Contestant depending on time availability). After each person answers, present him or her with the certificate of participation. Call for the photographer to take a group shot. Individual shots if desired. By this point, the Chief Judge should be back in the room. If so, then lead the applause and ask the Contestants to be seated. If the Chief Judge is not yet in the room, and there is a second Contest, lead the applause, announce the break and allow the Contestants to go back to their seats or mingle. If the Chief Judge is not yet in the room and this is the last Contest of the evening, lead the applause and ask the Contestants to be seated. Now you have three options: You can call for the PSA and try to drag that out for a bit. OR you can go back to the Contestants with additional questions. OR you can be creative with your own comments until you see the Chief Judge arrive. Then proceed to the PSA.

2-3 minutes Public Service announcement about upcoming contests and District Conference. The objective is to get the audience excited about the next level of competition and be there to cheer on their representatives. The Area Governor, the President, or the Chair might deliver the PSA– depending on what has been pre-arranged.

5-8 Both Chairs and any dignitaries pre-arranged are summoned to the lectern. The Chief Judge will provide time disqualifications to the Chair. Announce if there were any disqualifications but do not announce the names. Announce the Contest winners in reverse order, present certificates and ask them to stand at the front to the side. Lead applause, coordinate group and/or individual photo and then advise winners to sit down.

2 min This is for any other announcements (like before you leave, stack your chairs, move tables etc.) One final “thank you” to Contestants, audience, Judges, counters, Timers etc. Close the Contest and wish everyone safe travels etc.

The SAA Revised August 2014 Appendix Page 13

Appendix B: The Sergeant at Arms

Congratulations! You are the Sergeant at Arms! Also known as the SAA, you serve a vital role in the Contest, working closely with the Contest Chairs. We recommend 2 SAAs work together for the Table Topics and Evaluation Contests. Generally, one SAA is enough for the Humourous and International Speech Contests. Most of your workload is on the day of the Contest. You will fulfill three key duties:

1) Ensure the room is appropriately set up 2) Open the Contest and Introducing Chairs/Dignitaries 3) Direct the Contestants

Your Pre-Contest Checklist Participate in the Face-to-face Planning Meeting with the Contest Organizer,

Contest Chairs and VP Education at least 1-2 weeks prior to Contest date. Confirm the venue has been reserved for the date and time required for the

Contest. Make sure the venue has adequate space for the number of people you anticipate will be attending the Contest. (Note: The Contest Organizer may handle the venue)

Ensure water is available at the venue for the Contestants. If your venue allows snacks and refreshments, coordinate them as well.

Ensure all necessary equipment is available at the venue to handle the Contest needs. This includes:

· Lectern · Club Banner · Adequate seating and extra chairs if there is an overflow · Projector (if required by a Contestant) and extension cord · Good lighting and climate control · Two stop watches and two coloured timing systems.

Handy Tip!

Pump up your own energy very high. The contest is when you can be funny, enthusiastic, and very upbeat. You establish the energy level for the entire event.


Review with the Contest Organizer and Chair the names of any Dignitaries who may be attending and determine who will do the introductions. Know who you will be introducing (It is usually the Contest Chair; however you may also be responsible for introducing the Dignitaries in attendance).

Determine if you are introducing the 1st or 2nd contest of the evening. This is important, as the second Contest introduction may not need to be as long and detailed as the first.) In addition, you will need to bring even more energy and enthusiasm to open the second Contest.

Day of the Contest

Arrive at least 30 minutes before the Contest is to begin. Review with the Contest Chair any changes to the flow of the Contests. Ensure the venue is set up with all the requisite equipment, water/refreshments, as well as reserved or arranged seating. Ensure each Chair has a Contest Program placed on it. Identify and prepare areas required during the Contest – such as the Ballot Counting area, or the Contestant holding area (outside the Contest room). These separate areas/rooms should be appropriate to accommodate the needs required. (i.e. Tables, quiet area for Ballot counting, or Evaluation Contestants to complete their evaluations). Participate in the pre-Contest briefing with the Contest Chair and the Chief Judge to make sure everyone is on the same page as to your responsibilities and activities. Determine if any Contestant or the Test Speaker requires the Speaking area/stage to be set-up with special requirements, the lectern moved for their speeches or any props. If required, you are responsible for ensuring the requested elements are in place prior to the Contestant competing. Confirm the names of dignitaries in attendance and be clear about who will be doing the introductions. You are the vital link in establishing the atmosphere of the Contest. Participate in the meeting and greeting of members, guests, and dignitaries as they arrive.


During the Contest If there is more than one SAA participating in the evening, one SAA sits near the door to ensure that no one enters/exits during a Contestant’s speaking time. The other SAA sits near the front of the room, closest to the Speaking area, so they have easy access in moving the lectern, or setting up the stage with any equipment or props for the Participants. Table Topics Contest: During the Table Topics Contest, one SAA will escort all the Contestants to another room or somewhere far enough away that they do not get an unfair advantage. The other SAA will sit by the door to let a Contestant in when it’s their turn. Evaluation Contest: During the Evaluation Contest, one SAA will escort all the Contestants out of the room to an area where they may have time to finalize their evaluation. The SAA supervises the Contestants for their allotted 5 minutes and then takes the evaluation notes from each of the Contestants. The SAA will keep the Contestants in the area/room and escort them to the door one at a time to deliver their evaluations (and returning to each person their evaluation notes upon ushering him/her into the Contest room). The other SAA will sit by the door to let the next Contestant in when it’s their turn.


Opening the Contest

Preparing a script for your introduction will help you remember what to say during the Contest. Try to relate your introduction to the type or theme of the Contest. (For example, if it is the Humourous speech Contest, tell a joke; if it is the Evaluation Contest, comment on the purpose of feedback). This will help set the mood for the Contest. Above all else, be upbeat, enthusiastic and welcoming. See the Sample Script provided for ideas. Housekeeping Reminders Remember to include housekeeping reminders in your introduction, to aid guests and members in promoting a formal Contest atmosphere. These include reminders such as:

· Turn all cell phones off or switch to silent/vibrate mode. · Photos are not to be taken during speeches. · You may not enter or exit the room while a speech (or evaluation or table

topics) is in progress. Welcoming Guests Make sure you mention if there are guests in the audience to make them feel welcome. If you are introducing Toastmaster dignitaries, ensure you are using the appropriate protocol and order (see Appendix F). Introducing the Contest Chair Give a concise and interesting introduction. Contact the Contest Chair you will be introducing prior to the Contest day. Some of the questions you could ask the Chair and mention in your introduction are:

· What are you looking forward to this evening? · How long have you been with the club? · Do you have any designations from Toastmasters International? · What club Executive role do you currently hold and/or have held?

Post-Contest Responsibilities

Typically, the SAA handles the clean-up activities. S/he may also invite everyone to help clean up the Contest venue, or announce an after-contest Social event to celebrate the efforts of all Participants!


A Sample SAA Script

CLUB CONTEST - HUMOUROUS SPEECH (Bang the gavel) Introduction: Fellow Toastmasters and most welcome guests. My name is XXXXXXX and it is my pleasure to officially call the 20xx Toastmasters Club Humourous Speech and Table Topics Contest to order. Sorry, I just lost my place in the introduction. Let me, just get my spectacles out; these eyes are not what they were last week (take out funny looking glasses) There we go (pause for laughs). Housekeeping Items: Before we start laughing for the next two hours, I would like to begin with a few housekeeping items. I would ask that you turn your cell phones off or switch them to silent mode, if you haven’t already done so. For the information of our guests, the washrooms are out the door to your right and at the end of the hall. Welcoming Guests & Members: I hope you are prepared for a great Contest tonight and some rousing speeches by our excellent competitors! Please feel free to show your appreciation at the end of each speech as a sign of encouragement to everyone involved in this evenings Contest. Normally we begin our meetings by asking the guests to introduce themselves and say a few words about what brought them here. Due to the Contest tonight, our guests are off the hook, and will not be introducing themselves, but we do appreciate them attending. Introduction of Dignitary: I would like to turn the lectern over to a funny man in his own right. He is a person who is not afraid to roast his wife’s driving abilities, having done so last week. Don’t worry, none of us will tell her. This person has completed his ACB 1 and is working towards his CL. He is also our current club President. Please help me welcome XXXXXX. Introduction of Chair: I can see a few of you are already falling asleep, so I’ll get right into our Humourously Speaking Contest Chair introduction. She shares the same alias as daytime TV celebrity Judge Judy, having presided over an area Contest two years ago as Chief Judge. Hailing from XXXXXX, this 14 year veteran has held the titles of club President twice, VP Education once, Treasurer many times, and is currently the VP of Mentoring… Yet she calls herself retired! I am pleased to present your Contest Chair, XXXXXXX.

The Chief Judge Revised August 2014 Appendix Page 18

Appendix C: The Chief Judge Congratulations! You are the Chief Judge! The Chief Judge of the Contest is the protocol master and rule enforcer. Every contest needs a Chief Judge. A week or two before the Contest, you will meet with the Contest Organizer, Chairs and the SAAs at the face-to-face Planning Meeting. Most of the work for the Chief Judge is concentrated on Contest day. The Chief Judge is responsible for:

1. Briefing the Judges, Ballot Counters and Timers 2. Reading the abbreviated rules during the Contest 3. Overseeing the counting of the Ballots and preparation of the

winners certificates Typically, a day or two ahead of the Contest, you will read the Rulebook to re-familiarize yourself with the rules. It is very likely that the Contest Organizer has lined up all the Judges, Ballot Counters and Timers and already provided those names to you. If not, then try to confirm with the Contest Organizer at least the day before. Know ahead of time which one of you will provide the winners notification form to the Area Governor. (Typically, if the Area Governor is attending the Club Contest, it is the Chief Judge’s responsibility. If the Area Governor is not in attendance, it is the responsibility of the Contest Organizer.) As the Chief Judge, you are responsible for bringing the Rulebook and an abbreviated rule script on the day of the Contest. Confirm with the Contest Organizer, which one of you will bring all the Contest forms, including judging forms, envelopes, Ballot tallies and time records. You may also want to bring sufficient copies yourself – just in case. Too much paper is better than not enough!


Your Support Team To support the Chief Judge, there are two Timers, two or three Ballot Counters, at least 3-5 Judges and a Tiebreaking Judge. (If this were an Area or Division level Contest then efforts will already have been made to ensure that there is equal representation by club and/or area.) Your Contest Organizer has likely provided you with the names of all the Participants. We suggest you send them a copy of their respective forms a week before the contest so that they can arrive prepared. Judges: Every effort must be made to keep the names of all Judges anonymous. A Judge is never to be singled out or acknowledged. The Tiebreaking Judge is not briefed with the rest of the Judges. He/she is briefed separately. Only to the Contest Organizer and the Chief Judge know the identity of the Judges. Tiebreaking Judge: The best Tiebreaking Judge option is the Area Governor. The second best option is an experienced Toastmaster from another club. However, if neither is available, you will designate the Tiebreaking Judge from the Judges available. Hopefully all your Judges have earned a minimum of CC#6. (If this were an Area, Division, or District level, each Judge MUST have earned a minimum of CC#6 and attended a judging training course at some point in their TM career.)

On the Day of the Contest You should arrive at least 30 minutes before the Contest starts. The Contest Organizer will provide you with a file folder containing: All the Judging Ballots and scoring sheets The Judges Eligibility Forms Tiebreaker Ballot Envelopes for all the Ballots Timing forms

Handy Tip!

At least one week before the Contest, contact your Support Team and remind them to arrive at a specific time BEFORE the Contest starts, for the Briefing! Include your cell-phone number, so if anyone is late or cancels, you are reachable and not caught unaware!


Winner Notification form Judging Abbreviated Script Rulebook (most current version) List of all the Judges, Timers and Ballot Counters Copy of the printed Program

The Organizer will also provide you with the signed Winners Certificates, pre-printed clear labels or a pen for affixing the winning names onto the certificates, and the Notification of Winners form. Confirm who will give or send the Notification of Winners form to the Area Governor.

During the Briefing Period, you must collect the Eligibility Certificates from each Contest Chair to ensure that each Contestant is in good standing. 1. Your Briefing Responsibilities You will hold four separate briefings (one for each group): the Judges, the Tiebreaking Judge, the Ballot Counters and Timers, in a separate area, away from the Chair and Contestants. a) Briefing the Judges. Remind the Participants that:

All Judges are to Judge all Contestants without bias. Ensure the eligibility forms are completed and signed.

Each Judge must print their name and sign their Ballot form. If the Judge’s signature is missing, the Ballot form is automatically void.

Judges should make an attempt to sit close to the front in order to hear clearly all Contestants

Judges should review the “Judging Criteria” and the “Judge’s Code of Ethics”, found on the reverse side of the Judge’s guide and Ballot form

Judges are to disregard all timing lights The time allowed is 1 minute between speakers and as much time as

necessary after the final speaker. Their votes must be cast for first, second and third place. There must be no

ties on their Ballot. The names must be clearly marked on the Ballot portion. The Ballots are handed to the Ballot Counters in the envelope provided.

All judging forms are confidential Only Judges and Contestants may lodge a protest. Such protests must be

done through the Chief Judge or Contest Chair.


b) Briefing the Tiebreaking Judge. Remind him/her:

He/she is to Judge all Contestants without bias. Ensure the eligibility form is completed and signed.

He/she MUST print their name and sign their Ballot form. If the Ballot is not signed, the Ballot is void

He/she must rank each and every Contestant on their Ballot (not just the first three winners)

You will collect their Ballot in the envelope provided. He/she must review “Judging Criteria” and the “Judge’s Code of Ethics”,

found on the reverse side of the Judge’s guide and Ballot form

He/she should disregard all timing lights The time allowed is 1 minute between speakers and as much time as

necessary after the final speaker. All judging forms are confidential

c) Briefing the Timers.

Review “Time Record Sheet and Instructions for Timers” Check lights and timing devices (confirm back-up system is ready for both) Advise they each accurately complete a “Time Record Sheet” for each

Contest Remind them that all Contestants’ speaking times are to be kept confidential

and disclosed only to the Contestant upon request

d) Briefing the Ballot Counters. Review “Instructions for Ballot Counters” Review the “Counters’ Tally Sheet” Remind them to collect all the Ballots in the envelopes provided

Remind them that they may not reveal the results of the tally to anyone

Ask one of them to be responsible for completing the Winning Certificates


2. Reading of the Rules

Typically, there are four Contests each year: Table Topics, Humourous Speech, Evaluations and International. The Chief Judge is allotted about 5 minutes at the beginning of the Contest to review the different rules.

We have provided four different scripts – one for each Contest. The preambles are suggestions only. Your final script will be based on your own discretions, your own personality, what the SAA and the Contest Chair may or may not have already covered and which contest you are covering.

We suggest you might want to print the Scripts out in larger fonts for easier reading.

Handy Tip!

You will have lots of paper in your possession. The Chief Judge Brief Rules Script is at least two pages long. Staple the pages together. With all the paper you have, there is nothing more embarrassing than losing your way in the middle of the contest briefing and scrambling to find the right piece of paper!


Chief Judge Script: Table Topics Speech Contest

Thank you Contest Chair. Distinguished Guests and Fellow Toastmasters. This is the very serious and very formal part of the evening. First, I’d like to explain the purpose of the Contest. 1. To provide an opportunity for Speakers to improve their impromptu speaking abilities 2. To recognize the best as encouragement to all. 3. And to provide an opportunity to learn by observing the more proficient Speakers who have

benefited from their Toastmasters training. In order to be eligible to be a Contestant, a member must be in good standing with the club. I confirm this has been verified for each Contestant. Now I’d like to explain how the Table Topics Contest is judged. The Contestants will be marked on five different criteria: · Speech Development or the way the Speaker puts ideas together accounts for 30% of the points · Effectiveness – or clarity and logic of the purpose and response accounts for 25% · Physical—body language, gestures, and expressions is 15% · Voice is 15% · Language or the choice of words, proper use of grammar and pronunciation is 15% When the Contest begins, the Contestants will be escorted into the hallway. They will then be brought in, one at a time and introduced only by their name, table topic word, table topic word, their name. After the Contestant is finished speaking, he/she will take a seat in the audience. At the back of the room, we have two Timers. The Timers will start the clock as soon as the Speaker makes any kind of contact with the audience. Any kind of contact – verbal or non-verbal. The timing for the Table Topics Speeches is 2 minutes. And Mr. Timer please demonstrate for us: The green signal will go on at the one-minute mark and stay on. The amber signal will go on and remain on at the one minute thirty mark. The red signal will go on at the two-minute mark and will remain on until the Speaker is finished. There will be one minute of silence between Contestants for the Judges to mark their Ballots. After the last Contestant, there will be sufficient time given for the Judges to finish tallying their scores. Contestants will be disqualified if their speaking time is less than one minute or more than two minutes 30 seconds. There will be no audible signal if the Speaker exceeds the allotted time. We have five Judges and one Tiebreaking Judge. All the Judges have been briefed and are qualified to Judge. All Contest officials have been briefed. If you have not already done so, please make sure you have turned off your cell phones or any other noisemakers. Also please refrain from taking pictures while the Contestants are speaking. There will be a photo opportunity at the end of the Contest. No one is allowed to leave or enter the room during the presentation of each Contestant. Please plan your moves around and during the one minute of silence between each Contestant. (Depending on the number of Contestants) For five or more Contestants: "There will be a Third, Second and First place winner announced." For four or fewer Contestants: "There will be a Second and First place winner announced." Protests may be entered by the Contestants or Judges to either the Chief Judge and/or Contest Chair. Once the results have been announced, all decisions are final unless the list of winners is announced incorrectly in which case the Chief Judge, Ballot Counter, or Timers are allow to interrupt immediately to correct the error. All of the Judges, Contestants and Contest officials have been briefed. All Contestants are qualified to compete. Are there any questions? Let the Contest begin!


Chief Judge Script: Humourous Speech Contest Thank you Contest Chair. Distinguished Guests and Fellow Toastmasters. I am the Chief Judge for this evening. In order to be eligible to be a Contestant, a member must be in good standing with the club. I confirm this has been verified for each Contestant. Each Contestant has also certified that he/she prepared their own speech, that said speech is substantially original in content and all quoted material is accorded proper identification. I would like to explain how the Humourous Speech Contest is judged. The Contestants will be marked on three main criteria:

1. Speech Content is 55 % of the points and includes speech development, effectiveness, speech value and audience response.

2. Delivery is 30 % and includes physical, voice, and manner 3. Language is 15% and includes appropriateness and correctness.

At the back of the room are our two trusty Timers. The Timers will start the clock as soon as the Speaker makes any kind of contact with the audience. Any kind of contact – verbal or non-verbal. The timing for the Humourous Speeches is 5 – 7 minutes. And Mr. Timer, please demonstrate for us. The green signal will go on at the five-minute mark and stay on. The amber signal will go on at the six-minute mark and remain on. The red signal will go on at the seven-minute mark and remain on until the Speaker is finished. There will be one minute of silence between Contestants for the Judges to mark their Ballots. After the last Contestant, there will be extra time for the Judges to finish tallying their scores. Contestants will be disqualified if their speaking time is less than four minutes 30 seconds or more than seven minutes 30 seconds. There will be no audible signal if the Speaker exceeds the allotted time. We have five Judges and one Tiebreaking Judge. All the Judges have been briefed and are qualified to Judge. All Contest officials have been briefed. If you have not already done so, please make sure you have turned off your cell phones or any other noisemakers. Also, please refrain from taking pictures while the Contestants are speaking. There will be a photo opportunity at the end of the Contest. No one is allowed to leave or enter the room during the presentation of each Contestant. Please plan your movements during and around the one minute of silence between each Contestant. (Depending on the number of Contestants) For five or more Contestants: "There will be a Third, Second and First place winner announced." For four or fewer Contestants: "There will be a Second and First place winner announced." Protests may be entered by the Contestants or Judges to either the Chief Judge and/or Contest Chair. Once the results have been announced, all decisions are final. All of the Judges, Contestants and Contest officials have been briefed. All Contestants are qualified to compete. Are there any questions? Let the Contest begin!


Chief Judge Script: Evaluation Speech Contest Thank you Contest Chair. Fellow Toastmasters, it is an honour to be your Chief Judge this evening. I fully realize and appreciate that last night before you went to bed; each one of you read the Rulebook cover to cover. I know you are well versed on all the rules. My job tonight is not to put you to sleep again. No. My job tonight is to ensure that rules are followed. Let me give you a brief summary.

To be eligible, each Contestant does not have to have completed a minimum of speeches, but must be a Toastmaster in good standing of a club in good standing {meaning their dues have been paid in full} and cannot be a voting member of the District Executive Committee, such as an Area or Division Governor. No Contestant has declared his or her candidacy to run this coming year.

Each Contestant has submitted the Speaker’s Certification of Eligibility to the Chief Judge. Before the Contest: the Contestants and Contest Sergeant at Arms were briefed on the rules by the Contest Chair; the Judges, Counters and Timers were briefed on their duties by the Chief Judge; the Contestants drew for the speaking order and all Contestants and Judges have been informed of the designated speaking area. The Contest Chair will announce the speaking order and designated speaking area.

A 5-7 minute test speech will be heard first for our Contestants to evaluate. All Contestants will leave the room with the Sergeant at Arms and will return when it is their turn to speak. Contestants will have 5 minutes to prepare their evaluations as timed by the Sergeant at Arms. After that time, the Contestants will give their materials to the Sergeant at Arms, who will return their materials when it is their turn to present their evaluation. Each Contestant will be introduced as follows: Contestant Name, Contestant Name. Each Contestant will speak 2 to 3 minutes and may choose to speak from the lectern. Contestants, please note the location of the timing devices. Timing for each speech is 2 to 3 minutes. Mr. Timer please demonstrate for us. The Green light will be turned on at 2 minutes, and remain on for 30 seconds. The Amber light will be turned on at 2 minutes and 30 seconds, and remain on for 30 seconds. The Red light will be turned on at 3 minutes and remain on until the Speaker has concluded. There will be no warning for over time.

There will be one minute of silence after each speech to allow the Judges to mark their Ballots. There will be extra time after the last Speaker. Mr. Timer, please turn the green light on when the Chair announces the one minute of silence and turn the red light on when the time is up. A Contestant will be disqualified if the evaluation is less than one minute and 30 seconds or more than three minutes and 30 seconds and on the basis of eligibility. Protests may be entered by the Contestants or Judges to either the Chief Judge and/or Contest Chair. For five or more Contestants: "There will be a Third, Second and First place winner announced." For four or fewer Contestants: "There will be a Second and First place winner announced."

Prior to announcing the results, the Chair shall announce if any disqualifications have occurred, but not the name of the Contestant. Are there any questions? Thank you. Let the Contest begin.


Chief Judge Script: International Speech Contest

Thank you Contest Chair. Hello again. Let me guess. You want just the Cole’s notes version of the rules. Right? Let’s go.

To be eligible, each Contestant must have completed a minimum of SIX speeches from the competent communicator manual, be a Toastmaster in good standing of a club in good standing (meaning their dues have been paid in full), and cannot be a voting member of the District Executive Committee, such as an Area or Division Governor. No Contestant has declared his or her candidacy to run this coming year.

Each Contestant has completed at least six speeches from the Competent Communication manual prior to the Contest, has prepared their own 5-7 minute speech, and has submitted the Speaker’s Certification of Eligibility and Originality form to the Chief Judge which states their speech is substantially original. Any quoted material must be so identified during the speech presentation or the Contestant can be disqualified.

Before the Contest: the Contestants and Sergeant at Arms were briefed on the rules by the Contest Chair; the Judges, Counters and Timers were briefed on their duties by the Chief Judge; the Contestants drew for the speaking order and all Contestants and Judges have been informed of the designated speaking area. The Contest Chair will announce the speaking order and designated speaking area.

Each Contestant will be introduced by NAME – SPEECH TITLE – SPEECH TITLE – NAME Each Contestant will speak 5 to 7 minutes and may choose to speak from the lectern. Contestants, please note the location of the timing devices. Timing for each speech is 5 to 7 minutes. Mr. Timer, please demonstrate for us. The Green light will be turned on at 5 minutes and remain on for 1 minute. The Amber light will be turned on at 6 minutes and remain on for 1 minute. The Red light will be turned on at 7 minutes and remain on until the Speaker has concluded. There will be no warning for over time.

There will be one minute of silence after each speech to allow the Judges to mark their Ballots. There will be extra time after the last Speaker. Mr. Timer, please turn the green light on when the Chair announces the one minute of silence and turn the red light on when the time is up. A Contestant will be disqualified if the speech is less than four minutes and 30 seconds or more than seven minutes and 30 seconds and on the basis of originality or eligibility. Protests may be entered by the Contestants or Judges to either the Chief Judge and/or Contest Chair.

(Depending on the number of Contestants) For five or more Contestants: "There will be a Third, Second and First place winner announced." For four or fewer Contestants: “There will be a Second and First place winner announced."

Prior to announcing the results, the Chair shall announce if any disqualifications have occurred, but not the name of the Contestant. Are there any questions? Thank you. Let the Contest begin!


3. Overseeing the Counting and Tallying of the Votes

After all the Judges Ballots are collected, the Chief Judge and Ballot Counters leave the Contest room and go to the area designated for tallying. There, you – the Chief Judge, supervise the counting and tallying of the Ballots, scrutinize the Timers’ reports for any disqualifications, help break any ties to determine the winners, and complete the winner’s certifications. Examining the Ballots

The absolute number one, most important thing is that the Ballots must be SIGNED. If a Ballot is not signed, it cannot be used.

If the Judge’s name is not on the Ballot but the Judge still signed the Ballot, the Ballot can be used for a club contest.

If the Ballot has a tie recorded, do not use it. Review the time sheet for any Contestants who might be disqualified. Ensure all Ballots are counted twice (except the Tiebreaking Ballot) to

ensure all Ballots are accounted for. Ensure the results are recorded on the “Counters’ Tally Sheet”. We suggest

one Ballot Counter enter the data on the sheet and one Ballot Counter call out the information.

Cross off the Contestants who were disqualified for time. Add up the scores of all the eligible Contestants. Audit/verify the results a second time to ensure accuracy. (This does NOT

mean complete a second tally sheet. It means that the results should be reviewed with a fresh pair eyes to ensure accuracy. We suggest a different Ballot Counter call out the information and a different Ballot Counter verify and re-add the data.)

In the case of a tie, open up the Tiebreaking Judge’s Ballot. Note: This Ballot is used to break the tie, not to change the order of the Contestants.

All Ballot results are to be kept confidential. When a Tie Occurs The Tiebreaking Ballot score is NOT used for tallying new results. The Tiebreaking Ballot is used for determining placement.


You want to break the ties in order from the highest position to the lowest. In other words if you have a tie for both second and third place, you break the second place and then you break the third place.

Note: If the Tiebreaking Judge does not sign and print his/her name on the form, the Ballot cannot be used. Additionally, if the Tiebreaking Judge does not list the names of all Contestants, the form cannot be used.

In the absence of a valid Tiebreaking Ballot, flip a coin to break the tie.

The Chief Judge consults the Tiebreaking Judge's ballot. The tied Contestant who received the highest

ranking on the Tiebreaking Judge's Ballot will gain the contested place, and any other tied Contestants

will be ranked in order behind that contestant:

The following three DIFFERENT examples show the mechanics and logic behind using the Tally Sheet

and the Tiebreaking Ballot.

Tiebreaking Ballotharry jane joe abigail tony sara Jane

JoeTally Sheet of Judges Scores 5 10 10 3 3 2 Abigail

Resulting Placement 2 1 1 3 3 4 Harry

Break Tie for first 1 2 Tony

Resulting Placement 3 1 2 4 4 5 Sara

Break Tie for fourth 4 5

Final Placement 3 1 2 4 5 6

Tiebreaking Ballot

Carol Judy Fred Greg Susan George Carol

FredTally Sheet of Judges Scores 10 3 5 1 10 2 Susan

Resulting Placement 1 3 2 5 1 4 Judy

Break Tie for first 1 2 Greg

Final Placement 1 4 3 6 2 5 George

Tiebreaking Ballot

Carol Judy Fred Greg Susan George Judy

FredTally Sheet of Judges Scores 10 3 5 2 10 1 Susan

Resulting Placement 1 3 2 4 1 5 Greg

Break Tie for First 2 1 Carol

Final Placement 2 4 3 5 1 6 George

How to Break A Tie

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Completing the Winners’ Certificates Generally, the Contest Chairs sign the first, second and third place certificates. These certificates are given to the Chief Judge by the Organizer during the Briefing Period. As soon as the Ballots are counted and the winners determined, the Winners Certificates are completed. If pre-printed and clear labels have been provided, use them. If not, the Ballot Counter or Chief Judge with the best handwriting should complete the names on the certificates. Back in the Contest Room Towards the end of the Contest, the Contest Chair will call for the certificates and ask if there were any disqualifications. You will then announce whether there were any disqualifications (do not announce names) and pass the certificates to the Contest Chair.

…. And after the Contest

Complete the Winners Notification Form, attach the specific eligibility forms and give to the Contest Organizer or the Area Governor – whomever with which it was previously arranged. Destroy all Ballots and tally forms.

The Timers Revised August 2014 Appendix Page 30

Appendix D: The Timers

Congratulations! You are the Timer! Timers are part of the team supporting the Chief Judge. Timing during a Contest is crucial. Accordingly, there are always 2 Timers. One Timer runs the timing lights, and one Timer runs the timing device (stopwatch or cell phone Timer). Typically, both Timers will keep a record of the times, and work to ensure the lights are displayed on time.

There is no pre-contest preparation work for a Timer, other than to make sure you know how to run the stopwatch and the timing lights. The Chief Judge will instruct you during the 30 minute Briefing Period before the Contest starts, and present you with the Timers Report Forms. Timers Report Form: On the Timer Report form, record the name of the Contestant and their time clearly. If they went over or under time {by more than 30 seconds… then circle their time to draw attention to it.

Timers have a designated seating area at the back of the room with full view of the Speaking area. Timing devices should be tested before the Contest starts and should be centrally located so that all the Contestants can clearly see them.

The times for the four main Contests are:

Contest Timing Green Light

Amber Light

Red Light

Table Topics 1 – 2 min 1 min 1 min, 30 s 2 min

Evaluation 2 – 3 min 2 min 2 min, 30 s 3 min

Humourous 5 – 7 min 5 min 6 min 7 min

International 5 – 7 min 5 min 6 min 7 min

The Timers Revised August 2014 Appendix Page 31

Timing starts at the Contestant’s first intent to communicate, whether verbally or non-verbally. For example, if they pretend to cast a fishing rod, start timing when they cast. Disregard verbal instructions from any Contestants.

Malfunctions with Timing Equipment: If there is a malfunction with the lights, make your best effort to continue and note beside the Contestant "TIMING LIGHT MALFUNCTION" along with their time. The Chief Judge will use this information to make a ruling whether they are over or under time as appropriate by giving 30 seconds grace. The Chief Judge will pick up your Timer Report before he/she leaves with the Ballot Counters. You may only disclose timing information to a Contestant who asks about his/her own. To be on the safe side, defer questions to the Chief Judge.

The Ballot Counters Revised August 2014 Appendix Page 32

Appendix E: The Ballot Counters

Congratulations! You are the Ballot Counter! The Ballot Counters work in pairs and are part of the team supporting the Chief Judge. If there is an abundance of volunteers, there may be 3 Ballot Counters. The Ballot Counters have two main duties:

1) Collect the Ballots from the Judges

2) Tally and summarize all Ballots

The only preparation for you the Ballot Counter prior to the Contest is to become familiar with the Judges and Tally forms. If you are mathematically challenged, especially under time constraints, consider bringing a personal calculator with you. The Chief Judge instructs the Ballot Counters during the 30 minute Briefing Period before the Contest starts. Ballot Counters generally sit towards the back of the Contest room. 1) Collect the Ballots At some point during the last 2 minutes following the last Contestant’s speech, you will see the Chief Judge rise and proceed to the back of the room. That is your cue. Stand and wait until the Judges raise their Ballots. Try to be unobtrusive and collect those Ballots promptly. Once you have determined that all Ballots have been collected, let the Chief Judge know how many Ballots you have. Leave the Contest room with the Chief Judge and other Ballot Counters when the correct number of Ballots has been collected. When in the designated counting area, accept the guidance of the Chief Judge. He/she is there to oversee and scrutinize the process. It is important that the Ballot Counters and the Chief Judge come to a consensus before they return to the Contest.

The Ballot Counters Revised August 2014 Appendix Page 33

2) Tally and Summarize the Ballots

During a Division or District Contest, the two Ballot Counters each record two sets of results and compare their calculations to one another to ensure the tallies are identical. While this is the optimum way to ensure the tallies are complete and accurate, during a club (or even an Area) Contest, time may be a big inhibiting factor. Here we have suggested the fastest process for counting the Ballots:

1. Review all Ballots to ensure they have a name and signature. Remove any Ballots missing this information and give to the Chief Judge for voiding.

2. Have Ballot Counter #1 read the Ballots aloud, one at a time (Judge’s name, points awarded to each Contestant).

3. Have Ballot Counter #2 record the Contestants names and Judges’ names on the tally form.

4. Sub-total the form. 5. Now verify the results. Ballot Counters should switch roles and repeat Steps

2, 3 and 4. 6. In the event of a tie for a position in 1st/2nd/3rd place, the Chief Judge will

produce the Tiebreaking Ballot. 7. Ensure that the 1st, 2nd and 3rd placed Contestants are clearly recorded at

the bottom of the tally sheet along with the speech Contest type. 8. The Chief Judge will either give this to the Contest Chair, or keep for

announcing the winners. Now that the winners have been decided, complete the Winners’ Certificates. Clear pre-printed labels or a pen should be with the Chief Judge. Ensure the Certificates are completed and ready for presentation to the Winners. Before leaving the counting area, ensure all Ballots and papers are removed by the Chief Judge for destruction later. No one but the Ballot Counters and Chief Judge are aware of the proper order of winners. Be vigilant when the Contest Winners are announced. If the order of winners is incorrect, as the Ballot Counter, you must protest immediately.

Introducing the Dignitaries Revised August 2014 Appendix Page 34

Appendix F: Introducing Dignitaries Dignitaries often visit contests. Since they have given up their personal time to attend your Contest, it is good form and proper etiquette to acknowledge their presence. The SAA is often the best person to do this. Sometimes the Contest Chair may do so.

If the SAA is to do the introductions, it is important during the Briefing Period that he/she discretely asks the Organizer, the Chairs and the Chief Judge for help in compiling the dignitary list. Then depending on the time available and the number of dignitaries, there are two ways to introduce them.

The Shorter Way This is a blanket approach. It is best used when time is of the essence or when the room is filled with more than 3 Toastmaster dignitaries.

“Tonight we are very honoured to have you here with us. And especially all the dignitaries. We have Current District, Division and Area Governors as well as Past District, Division and Area Governors. In addition, a special mention to Past International Directors. Thank you all for coming.”

The Longer Way Sometimes a Contest might have a special guest like a local Mayor, or a member of the current or past District Office (e.g. District Governor, Lieutenant Governor Marketing or Lieutenant Governor Education & Training), or a current or past International Director, or even the current or past Area Governor. If you are going for the longer way, be sure enough time is available on the agenda for the introductions.

Handy Tip!

· If you use the word “acknowledge”,you are asking the Dignitary to standand be recognized.

· If you use the word “invite”, you areasking the Dignitary to come to thelectern/speaking area and saysomething.

Be careful in your choice of words!

Introducing the Dignitaries Revised August 2014 Appendix Page 35

You want to list the dignitaries by order of importance and include the persons’ rank or title.

“Tonight we are honoured to have you all here. I’d like to acknowledge the Dignitaries who joined us. When I mention your name, would you please stand? Rank/Title - person’s name Rank/Title - person’s name Rank/Title - person’s name Let’s have a round of applause for these special guests. Thank you so much for joining us this evening. Please be seated.”

Introduction Order Generally, you want to introduce current officers before past officers (e.g. Area Governors before Past International Directors). Please note: if a past officer is competing in a speech Contest, then they should not be introduced as a Dignitary even if their name appears on this list (in order to prevent bias by the audience and Judges towards certain Contestants). The complete order for introducing dignitaries is as follows:

1. Visiting Non-Toastmaster Dignitaries (religious first, civic/government second) 2. Honourary Toastmasters & other Guests of Honour 3. Current International Officers (i.e. Immediate Past President, Executive Director) 4. Current International Directors (our Region first followed by other Regions) 5. Current Region Advisors (our Region first followed by other Regions) 6. Current District Officers (DG, LGET, LGM, PRO, IPDG, Secretary, Treasurer,) 7. Current Division Governors (host Division first, then alphabetically) 8. Current Area Governors (host Division first, then alphanumeric) 9. Current District Officers from other Districts (Division Governor and above) 10. Current and Past World Champions of Public Speaking (start with most recent) 11. Past International Presidents (start with most recent; Immediate Past IS a current

officer) 12. Past International Directors (start with most recent; Immediate Past IS NOT a current

officer) 13. Past District Governors (start with most recent, Immediate Past is a current officer) 14. Past District Governors of other Districts (alphabetically)

The Forms Revised August 2014 Appendix Page 36

Appendix G: The Forms

Contests have Forms. Lots of Forms. The only way to know with full confidence you are working with the latest and most up to date Forms is to download them directly from the Toastmasters International website. We suggest downloading the Kits rather than the individual Forms. Log in to the website and then proceed to the TI store. Add to your cart the appropriate digital content of the Contest Kits. The Kits are free to members to download. International Contest Kit is 1169DCD Evaluation Contest Kit is 1169EDCD Table Topics Contest Kit is 1169TBLDCD Humourous Contest Kit is 1169HDCD

Once you click Add to Cart and Checkout, you will be able to download the files.

The files will then be available in your My Profile section of the website. Go to

Orders and click on My Downloads.

http://www.toastmasters.org/1169DCD

http://www.toastmasters.org/1169EDCD

http://www.toastmasters.org/1169TBLDCD

http://www.toastmasters.org/1169HDCD

The Forms Revised August 2014 Appendix Page 37

Each kit has exactly the same number of forms -- some of the text will be changed

to fit the specific Contest. Be sure you make the right number of copies of each.

Here is a guide:

The Forms Copies needed and special notes

Speech Contest Rulebook (Item 1171)

2 copies. One for the Chief Judge, one for you. Consider emailing to the Contestants

Certification of Eligibility and Originality (Item 1183)

These can be emailed to the Contestants. However, make at least eight extra copies – 4 each for the Chairs

Time Record Sheet and Instructions (Item 1175)

2 copies per Contest. All four go to the Chief Judge.

Judge's Certification of Eligibility and Code of Ethics (Item 1170)

How many Judges do you have? Add a few extra. All go to the Chief Judge.

Judge's Guide and Ballot (Item 1191)

How many Judges do you have? Add a few extra. And copy as double sided

Tiebreaking Judge's Guide and Ballot (Item 1191A)

2 copies. Double Sided. For the Chief Judge. Consider emailing a copy to the Contestants

Counters' Tally Sheet (Item 1176) At least 2 copies. For the Chief Judge. Contestant Biographical Information

Sheet (Item 1189) These can be emailed to the Contestants. Make at least 4 copies for each Chair.

Notification of Contest Winner (Item 1182)

2 copies. For the Chief Judge.

Speech Contest Certificate (1st Place) (Item 510A)

One for each Contest.(you might want an extra one just in case)

Speech Contest Certificate (2nd Place) (Item 510B)

One for each Contest. .(you might want an extra one just in case)

Speech Contest Certificate (3rd Place) (Item 510C)

One for each Contest. .(you might want an extra one just in case)

Speech Contest Certificate (Participant) (Item 510D)

One for each Contestant. (you might want a few extra just in case)

How to Organize a Club Contest - Lark Doley...First things First 2 Gathering Your Support Team 3 - 5 Coordinating, Timing & Deadlines 6 - 9 Planning, Preparing & Publishing the Program

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