How To Be A Contest Chair
Kathryn M. Hanson ATMB, CLKennebecasis Toastmasters Club 4402
May 24, 2003 How to be a Contest Chair 2
Wanted: Contest Chair
The successful candidate should be able to:
•Organize and conduct meetings in a warm and professional manner
•Learn and interpret contest rules•Treat all contestants fairly and
impartially•Interview people in a friendly and
conversational manner
May 24, 2003 How to be a Contest Chair 3
Wanted: Contest Chair
The successful candidate should be able to:
Understand the roles of all the participants and ensure each person performs their role properly
Be a team player Comfortably stand in silence before an
audience for periods of one to two minutes
May 24, 2003 How to be a Contest Chair 4
Disclaimer
If there is any discrepancy between this presentation and the speech contest rulebook (1171), the speech contest rulebook takes precedence
My notes assume the contest chair is performing all the duties. A toastmaster may be appointed to handle a part of the contest
May 24, 2003 How to be a Contest Chair 5
Thanks To…
• Mark Brown, 1995 World Champion of Public Speaking
• Craig Valentine, 1999 World Champion of Public Speaking
• Bill Tighe, DTM, LT. Governor Education & Training
• Jean Dickson, ATMB, CL, Club 4402
• Bern Carter, Club 4402• Eleanor Austin, Aliant • District 61 web site information• Cindy Pavella, DTM
• Toastmasters International contest material
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Topics
Roles
Rules
Running the contest
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Who Is the Star?
A) Contest chair
B) Chief judge
C) Contestants
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Roles
Duty Chair Chief Judge Judge Timer Counter Contestant
DetermineBudget YYSelect contesttime andlocation
YY
Prepare AgendaYY
Arrange forsupplies andservices
YY
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Roles
Duty Chair Chief Judge Judge Timer Counter Contestant
Select the Chief Judge YY Notify contestants of contest time and location and time of pre-contest briefing
YY
Promote the contest YY Check contestant eligibility YY
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Roles
Duty Chair Chief Judge Judge Timer Counter Contestant
Appoint Timers,Counters & Judges YYBrief Contestants
YYBrief Judges,Timers & Counters YYCompleteBiographical DataSheet
YY
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Roles
Duty Chair ChiefJudge
Judge Timer Counter Contestant
Complete Speaker’sCertification ofEligibility andOriginality
YY
Run the contestfairly YY YYTime the speakers
YCorrectly fill in theJudge’s ballots YY
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Roles
Duty Chair Chief Judge Judge Timer Counter Contestant
Collect theJudges’ ballots YYTabulate theballots YY YYInterview thespeakers YYCollect contestresults from ChiefJudge
YY
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Roles
Duty Chair Chief Judge Judge Timer Counter Contestant
AddressesEligibilityProtests
YY
AddressesOriginalityprotests
YY
Announcewinners YYDestroy ballots
YY
May 24, 2003 How to be a Contest Chair 14
Roles
Duty Chair Chief Judge Judge Timer Counter Contestant
Provide 1st and 2nd
place winners’names for nextcontest level Chair
YY
Advertise contestresults YYPromptly pay allbills YY
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Knowing the Rules
A) Is really just a waste of time
B) Shows how smart you really are
C) Allows you to be a fair contest chair
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Rules: Who Is Eligible?
International
Evaluaton
Humorous
Table Topics
Tall Tales
All Toastmasters in good standing in a club in good standing New, dual, reinstated members who have their dues current Members who maintain eligibility at all levels of the contest.
YY
Y
Y
YY
Y
Y
YY
Y
Y
YY
Y
Y
YY
Y
Y
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Rules: Who Is Eligible?
International Evaluaton Humorous Table Topics Tall Tales
Members who are NOTserving in International,District, Division, or Areaoffices
YY YY YY YY YY
Members who have competedin only 1 area level (percontest type)
YY YY YY YY YY
Members who havecompleted a minimum of 6manual speeches in the C & Lmanual prior to the clubcontest.
YY -- -- -- --
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Rules: Timing
Contest Too Short Green Yellow Red Too Long
International Speech
0 min to 4 min 29 sec
5 min 6 min 7 min 7 min 31 sec
Humorous Speech
0 min to 4 min 29 sec
5 min 6 min 7 min 7 min 31 sec
Evaluation O min to 1 min 29 sec
2 min 2 min 30 sec
3 min 3 min 31 sec
Table Topics 0 min to 59 sec
1 min 1 min 30 sec
2 min 2 min 31 sec
Tall Tales O min to 2 min 29 sec
3 min 4 min 5 min 5 min 31 sec
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Rules: Protests
If you know the rules, you will be able to handle protests
Only speakers and judges can lodge a protest
Must be lodged before winners are announced (be prepared for an
interruption)
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Running a Contest
A) Requires organization and preparation
B) Is so simple you can do it with your eyes shut
C) Is just like running any otherToastmaster meeting
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Running a Contest
Be prepared
Be fair
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Running a Contest
In advance of the contest
• Order supplies • Make sure you have the most current rules• Take delivery times in to account
• Book enough rooms• Remember the 2nd room for the evaluation
and table topics contests
• Make or take a check list / script / forms
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Running a Contest
In advance of the contest• For evaluation contest
• Arrange for test speaker• Ensure speaker knows time limit (5-7
minutes) and is speaking from the C&L manual
• Plan for a 5-10 minute wait during the contestants’ preparation time
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Running a Contest
In advance of the contest
• For table topics contest•Create the question
•Remember - the question should be general in nature and not require detailed knowledge but should lead to an opinion or conclusion
•Clearly write question on a cue card
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Toastmaster International Supplies
• Certificates of participation• Trophies for winners• Speaker’s certifications of
eligibility and originality (1183)
• Biographical data sheets (1189)
• Time record sheets and instructions for timers (1175)
• Judge’s guide and ballot (for each contest type)
• Tie-breaking judge’s ballot (for each contest type)
• Counter’s tally sheet (1176)• Speech contest rules
(1171)• Speech contest manual
(1173)• Putting on a good show
(220)• Let the world know (1140)• Notification of contest
winner (1182)
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Other Supplies
• Timing lights & stopwatch• Agenda/programs• Envelopes for judges (to seal ballots)• Contest scripts & personal forms• Coffee/tea/snacks • Posters• Tape, scissors, markers, thumb tacks, basket• Audio/visual items (microphones/flip charts….)• Lectern, banners• Certificates of appreciation for evaluation contest
speaker and others as required
May 24, 2003 How to be a Contest Chair 27
Running a Contest
Pre-contest briefing with contestants• Verify the presence of all contestants • Draw for speaking position
• Use standard size numbers or a deck of cards• Record the contestant’s names and speech
titles in their speaking order • Ensure you can correctly pronounce both
name and title
• Review the contest rules and contest procedures
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Speaking Order
1 2 3
4 5 6
7 8 9
10 11 12
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International, Humorous or Tall Tales Contests
Name Title
Please observe one minute of silence for the judges
Please observe one minute of silence for the judges
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Table Topics or Evaluation Contests
Name
Please observe one minute of silence for the judges
Please observe one minute of silence for the judges
Please observe one minute of silence for the judges
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Running a Contest
Pre-contest briefing with contestants• Acquaint the speakers with the exact
speaking area and your sitting location• Check on special requirements
• Speakers are responsible to have their setup quietly arranged before being introduced
• Know if the contestant will shake your hand at the beginning and end of their presentation
• Arrange practice times - ensure all equipment is available
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Running a Contest
Pre-contest briefing with Sergeant-At-Arms• For evaluation contest,
• 5 minutes of preparation and then remove materials
• Bring the contestants in one at a time
• For table topics contest• Bring the contestants in one at a time
• Secure doors for all other contests
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Running a Contest
Pre-contest setup• Organize your notes, scripts, &
biographical data sheets • Prepare interview questions• Practice introducing a speaker, sitting
down and taking back control when speaker is finished • Sit or stand in front of the speaker
• Adjust the microphone and test it
May 24, 2003 How to be a Contest Chair 34
Running a Contest
Pre-contest setup• Verify the wait staff know not to interrupt
contest • Verify hotel PA system is turned off in
room• Ensure speakers have removed all
toastmasters badges (CTM, ATM, DTM) • Ensure speakers know where and when
to pick up the lapel microphone
May 24, 2003 How to be a Contest Chair 35
Running a Contest
Pre-contest setup• Confirm which timer will time the
minute of silence between speakers• Make sure certificates of participation
are signed, filled in and organized for presentation
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Running a Contest
Pre-contest setup• If using certificates for winners, ensure
they are signed and dated. The chief judge will fill out the names. • Verify chief judge has the correct color pen.
• If using trophies, set them up for display and presentation.
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Running a Contest
Contest opening• Welcome
• Set the tone• Generate excitement without making
the contestants nervous• Warm up the audience• Be CLEAR AND BRIEF
May 24, 2003 How to be a Contest Chair 38
Running a Contest
Contest opening• Call for audience participation in
running a fair contest• Turn off cell phones, pagers and wrist
alarms• No pictures allowed during contest• Keep pathways clear of bags, purses etc• Maintaining silence when asked• Asked to remain in room during contest
May 24, 2003 How to be a Contest Chair 39
Running a Contest
Contest opening• Call on chief judge to confirm that the
timers, judges and counters are briefed and ready to go
• Confirm that the rules have been reviewed with the contestants and that they have been informed of the location of the timing lights
May 24, 2003 How to be a Contest Chair 40
Running a Contest
Contest opening• Review the contest format for the
audience• Where speakers will be during the contest• Method of introduction of speakers• Minute of silence
• Provide speaking order• Say the names slowly • Repeat the list a second time
May 24, 2003 How to be a Contest Chair 41
Running a Contest
International, Humorous & Tall Tales contests• Announce speaker’s name, speech title,
speech title, speaker’s name• Shake hands and move to seat• Listen to speech• When complete, lead applause and
shake speaker’s hand
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Running a Contest
International, Humorous & Tall Tales contests• Announce the minute of silence• When the minute of silence has passed,
introduce the next speaker• Repeat until all contestants have
spoken • Do not make any other comments during
this time
May 24, 2003 How to be a Contest Chair 43
Running a Contest
International, Humorous & Tall Tales contests• After final the contestant, ask audience
to remain silent until the judges have completed their ballots and the counters have collected them
• Thank the audience for their assistance in running a successful contest
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Running a Contest
Evaluation contest• Announce test speaker’s name, speech
title, speech title, speaker’s name• Shake hands and move to seat• Listen to speech• When complete, lead applause and
shake the test speaker’s hand
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Running a Contest
Evaluation contest• Ask the sergeant-at-arms to escort all
the contestants out of the room for their 5 minute preparation time
• Interview test speaker and present certificate of appreciation
• If time permits, announcements can be made
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Running a Contest
Evaluation contest• After the 5 minutes have passed, the
sergeant-at-arms will present the first speaker
• Announce speaker’s name twice• Shake hands and move to seat• Listen to evaluation
May 24, 2003 How to be a Contest Chair 47
Running a Contest
Evaluation contest• When complete, lead applause and shake
speaker’s hand• Announce the minute of silence• When the minute of silence has passed,
introduce the next speaker• Repeat until all contestants have spoken
• Do not make any other comments during this time
May 24, 2003 How to be a Contest Chair 48
Running a Contest
Table Topics contest• Ask the Sergeant-At-Arms to escort all
but the first contestants out of the room• Announce speaker’s name twice and
lead applause• Shake the contestant’s hand• Read the table topic question
• Repeat if asked by contestant
May 24, 2003 How to be a Contest Chair 49
Running a Contest
Table topics contest• Move to seat• Listen to table topic• When complete, lead applause and
shake speaker’s hand• Announce the minute of silence
May 24, 2003 How to be a Contest Chair 50
Running a Contest
Table topics contest• When the minute of silence has passed,
introduce the next speaker• Repeat until all contestants have
spoken • Do not make any other comments during
this time
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Running a Contest
Interviews• This is the chance for the audience to
learn about the contestants• Ask open ended questions• Know in advance the one idea you want
to learn / discover / understand• Use a theme• Discuss subjects with speakers in
advance
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Running a Contest
Interviews• Announce contestant’s name• Lead applause and shake hands• Announce contestant’s club name • Ask one or two questions (time
dependant)• Present certificate of participation• Lead applause
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Running a Contest
Closing the contest • Say a thank-you to all the people who have
helped to make the contest a success• Do not give names but can list functions
• If announcing the results:• Be prepared with announcements or
other items to fill in any extra time before results are available
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Running a Contest
• Address any protests and inform the contestant(s) of the results
• Announce any time disqualification • Don’t identify who, just how many
• Announce the winners in reverse order
• Say a final thank-you and close the contest
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Running a Contest
Number of Contestants Winners Announced
2-4Second
First
5Third (optional)
SecondFirst
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If you Know your role
Know the rules Are prepared and fair
You will be a SUCCESSFUL contest chair!
May 24, 2003 How to be a Contest Chair 57
Further Information
• Kathryn’s forms and scripts will be available on the Kennebecasis Toastmaster web site by June 15, 2003
www.kvtoastmasters.org
• Kathryn’s email: [email protected]