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May 24, 2003 How to be a Contest Chair 1
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
Bern Carter Eleanor Austin District 61 web site information Cindy Pavella, DTM
Toastmasters International contest material
May 24, 2003 How to be a Contest Chair 6
Topics
Roles
Rules
Running the contest
May 24, 2003 How to be a Contest Chair 7
Who Is the Star?
A) Contest chair
B) Chief judge
C) Contestants
May 24, 2003 How to be a Contest Chair 8
Roles
Duty Chair Chief Judge Judge Timer Counter Contestant
DetermineBudget YYSelect contesttime andlocation
YY
Prepare AgendaYY
Arrange forsupplies andservices
YY
May 24, 2003 How to be a Contest Chair 9
Roles
Duty Chair Chief Judge Judge Timer Counter Contestant
Select the ChiefJudge YYNotify contestantsof contest timeand location andtime of pre-contest briefing
YY
Promote thecontest YYCheck contestanteligibility YY
May 24, 2003 How to be a Contest Chair 10
Roles
Duty Chair Chief Judge Judge Timer Counter Contestant
Appoint Timers,Counters & Judges YYBrief Contestants
YYBrief Judges,Timers & Counters YYCompleteBiographical DataSheet
YY
May 24, 2003 How to be a Contest Chair 11
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
May 24, 2003 How to be a Contest Chair 12
Roles
Duty Chair Chief Judge Judge Timer Counter Contestant
Collect theJudges’ ballots YYTabulate theballots YY YYInterview thespeakers YYCollect contestresults from ChiefJudge
YY
May 24, 2003 How to be a Contest Chair 13
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
May 24, 2003 How to be a Contest Chair 15
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
May 24, 2003 How to be a Contest Chair 16
Rules: Who Is Eligible?
International Evaluaton Humorous Table Topics Tall Tales
All Toastmasters in goodstanding in a club in goodstanding
New, dual, reinstatedmembers who have theirdues current
Members who maintaineligibility at all levels of thecontest.
YY YY YY YY YY
May 24, 2003 How to be a Contest Chair 17
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 -- -- -- --
May 24, 2003 How to be a Contest Chair 18
Rules: Timing
Contest Too Short Green Yellow Red TooLong
InternationalSpeech
0 min to4 min 29 sec
5 min 6 min 7 min 7 min31 sec
HumorousSpeech
0 min to4 min 29 sec
5 min 6 min 7 min 7 min31 sec
Evaluation O min to1 min 29 sec
2 min 2 min30 sec
3 min 3 min31 sec
Table Topics 0 min to59 sec
1 min 1 min30 sec
2 min 2 min31 sec
Tall Tales O min to2 min 29 sec
3 min 4 min 5 min 5 min31 sec
May 24, 2003 How to be a Contest Chair 19
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)
May 24, 2003 How to be a Contest Chair 20
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
May 24, 2003 How to be a Contest Chair 21
Running a Contest
Be prepared
Be fair
May 24, 2003 How to be a Contest Chair 22
Running a Contest
In advance of the contestOrder 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
May 24, 2003 How to be a Contest Chair 23
Running a Contest
In advance of the contestFor evaluation contest
Arrange for test speakerEnsure 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
May 24, 2003 How to be a Contest Chair 24
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
May 24, 2003 How to be a Contest Chair 25
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)
May 24, 2003 How to be a Contest Chair 26
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 cardsRecord 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
May 24, 2003 How to be a Contest Chair 28
Speaking Order
1 2 3
4 5 6
7 8 9
10 11 12
May 24, 2003 How to be a Contest Chair 29
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
May 24, 2003 How to be a Contest Chair 30
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
May 24, 2003 How to be a Contest Chair 31
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
May 24, 2003 How to be a Contest Chair 32
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
May 24, 2003 How to be a Contest Chair 33
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
May 24, 2003 How to be a Contest Chair 36
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.
May 24, 2003 How to be a Contest Chair 37
Running a Contest
Contest openingWelcome
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 contestTurn off cell phones, pagers and wrist
alarmsNo pictures allowed during contestKeep pathways clear of bags, purses etcMaintaining silence when askedAsked 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
audienceWhere speakers will be during the contestMethod of introduction of speakersMinute of silence
Provide speaking orderSay 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
May 24, 2003 How to be a Contest Chair 42
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
May 24, 2003 How to be a Contest Chair 44
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
May 24, 2003 How to be a Contest Chair 45
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
May 24, 2003 How to be a Contest Chair 46
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
May 24, 2003 How to be a Contest Chair 51
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
May 24, 2003 How to be a Contest Chair 52
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
May 24, 2003 How to be a Contest Chair 53
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
May 24, 2003 How to be a Contest Chair 54
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
May 24, 2003 How to be a Contest Chair 55
Running a Contest
Number of Contestants Winners Announced
2-4Second
First
5Third (optional)
SecondFirst
May 24, 2003 How to be a Contest Chair 56
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: tm_kathryn@yahoo.ca
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