Transcript spring_2014_contest_training

Speech Contest
Training
District 3 Toastmasters
Connie Weiss
Jennifer Sarracino
Fall 2013
Agenda
Contest Chair Training
Contest Management Training
Chief Judge Training
Judges Training
Types of Contests
Spring 2014
 International
 Tall Tales
Contest Overview
Purpose:
Speech contests are an
important part of the
Toastmasters educational
program. They provide an
opportunity for Toastmasters to
gain speaking experience, as
well as an opportunity for other
Toastmasters to learn by
observing proficient speakers.
Participants:
 Contest Chair
 Contest Manager
 Chief Judge
 Contestants
 Judges
 Tiebreaking Judge
 Timers
 Counters
Speech Contest:
Contest Chair
District 3 Toastmasters
Jennifer Sarracino
Contest Chair by level
Build Your Team
Contest Chair
Contest Manager
Chief Judge
 Facilities Committee
 Hospitality Committee
 Advertising Committee
Role Fulfillment
Contest Manager
 Recruits Functionaries
 Provides equipment
 Organizes Sub
Committees
 Promotes contest
 Provides certificates
Chief Judge
 Recruits Judges &
Timers
 Briefs Judges
 Oversee ballot
counting
 Provide winner slate to
Contest Chair &
remind Ags/DvGs to
submit results to
District
Contest Chair
Budget
Location & Logistics
Promotion
Timed Agenda
Contestant Eligibility
Facilities
Multiple contests held at a single facility
over several hours on the same day
What can be shared
 Facility costs
 Refreshments
 Some functionaries
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Hospitality
Sgt at Arms
Ballot Counters
Timers
What can NOT be shared
 Contest Chair
 Contest Manager
 Chief Judge
 Judges panel must be
substantially different
for each contest held
Before Contest: Facility
Confirm date and location
Agenda
 Set times for the contestant and judges
briefings
 Recommendation: Briefing minimum 30
minutes before contest start
Contestant Eligibility
For any contest:
 Be a member in good standing of the
club/area/division/district in which they are
competing
 The club must be in good standing
For the International Speech Contest
 Member must have completed 6 projects in
the Competent Communicator manual
Timed Agenda
Setup
Briefings
Pledge & Invocation
Introduction of
Dignitaries
Audience Briefing /
Housekeeping
Running the Contest
Contestant Interviews
& Participation
Certificates
Presentation of
Awards
Cleanup
Contestants Briefing
 Collect Forms From Contestants
 Profile
 Eligibility
 Draw for Speaking Order
 Determine any Special Requirements
 Props for Speech must be setup by Contestant or
someone Contestant enlists, not the responsibility of
the Contest Chair or any other contest official
 Define Speaking Area
Contestants Briefing, Cont.
 “Substantially original” Rules Requirement
 Contestant Introduction Protocol
 Contest Timing Requirements
 Timing of Green/Yellow/Red Lights
 When timing starts and stops
 Minimum and maximum time allowances
 Review Protest Procedures
Audience Briefing
Contest Chair: “Chief Judge, are we ready
for a contest?”
Chief Judge: “Contest Chair, we are
ready.”
And the Winner Is…….
Area Contest
 Second Place
 First Place
Division Contest
 Third Place
 Second Place
 First Place
 If only two contestants in the
contest, announce the first
place winner first.
Note: Do not use 1st, 2nd, and 3rd place certificates from contest kit
Speech Contest:
Contest Management
District 3 Toastmasters
Jennifer Sarracino
Contest Manager
Logistics
Functionaries
Refreshments
Budget Expenditures
Contestant Eligibility
& Bio Sheets
Functionaries
 Timers
 Ballot Counters
 Sgt. At Arms
 Pledge/Invocation
 Refreshments Committee
 Optional:
 Registrar/Sign-In Person
 Photographer
 Certificates & Awards
Committee
 Participant certificates
 Appreciation certificates for
major roles
 Facilities Committee
 Setup of room, tables, food
 Clean up, leave things better
than you started
Functionaries, (Cont.)
 Timers
 Two required for each contest
 Ballot counters
 Three required for each contest
 Registration Table
 Minimum one person
 Sergeants at Arms
 Number will depend on facility and type of contest
Checklist Tracker
Promotion
Be Creative
Start Early
Distribute fliers to neighboring clubs and
community centers
Post online in local event calendars
Things to Prepare
Certificates
Contest Program
 Do not put club name with contestant names or education level
Dignitaries List
Sign-In Sheets – optional
Forms
 Blank Forms, Index Cards, Envelopes
Things to Pack
Stopwatches (2)
Timing Lights
Backup Timing Cards
Gavel
Backup Forms
The Day of…
Check in with all sub-committee leaders
Confirm all major functionaries
Arrive early
Trust your team (the art of delegation)
Keep smiling
Contest Manager’s Toolkit
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Contest Checklist
Contest Planner
Timed Agenda
Donation Letter
2014 Speech Contest Rulebook
Sample Flyers & Programs
Participation & Award Certificate Templates
Contest Resources D3 Website
 Dignitary Sign-in List
 Timed Agenda
 Sign-In Sheet for contests
 Contest Kits
 Certificate of Appreciation
 District 3 Chief Judge Report
 Sample of Area and Division Programs
 Contest Checklist (Contest Chair & Chief Judge)
 Contest results submission form (AGs & DvGs):
http://www.aztoastmasters.org/events/results.html
Speech Contest:
Chief Judge
District 3 Toastmasters
Connie Weiss
Recruiting Voting, Chief, and
Tiebreaking Judges
Contest Chair may assist in recruiting
Judges
 Minimum 5 at Club and Area
 Minimum 7 at Division and District
 At Division & District contests no chief judge, voting judges,
or tiebreaking judge shall be a member of any club in which
a contestant is a member
 If a member is still competing or intends to compete at the club
level, they are ineligible to be a chief judge, voting judges, or
tiebreaking judge in the same contest type
Recruiting Voting, Chief, and
Tiebreaking Judges
 At Area/Div/District contests, voting judges
must be Toastmasters in good standing for a
minimum of six months and have completed
at least six Competent Communicator
projects.
 Tiebreaking judge (does not briefed attend
the judges’ briefing) name is only known by
the chief judge
Recruitment of Contest
Functionaries
 Timers (Chief Judge)
 Two required for each contest
 Ballot counters (Contest Manager)
 Three required for each contest
 Sergeants at Arms (Contest Manager)
 Number will depend on facility and type of contest
Contest Forms
 Speaker’s Certification of Eligibility and Originality
 1 per contestant - retained by Chief Judge
 Speech Contestant Biographical Information
 1 per contestant - retained by Contest Chair
 Counter’s Tally Sheet (x2)
 Speech Contest Time Record Sheet (x2)
 Voting Judge’s guide and ballot (1 per judge)
 Judge’s Certification of Eligibility & Code of Ethics
 Tiebreaking judge’s guide and ballot
 Notification of Contest Winner
 District 3 Chief Judge’s Report
 Send to [email protected]
Judges’ Briefing
 Determine the briefing room
 Review and collect the signed Judge’s Certification of
Eligibility and Code of Ethics forms
 Verify the eligibility of each contestant (Contest Chair)
 Verify the eligibility of each Voting Judge (Chief Judge)
 Provide the speaking order of contestants to voting
judges (get list from Contest Chair)
Judges Briefing
 Complete Chief Judge’s Report
 Distribute forms to functionaries
 Including ballot envelopes to voting judges
 Advise voting judges – “Judge all contestants”
 Read speaking order aloud
 Voting Judges, timers, and counters record names
 Verify spelling
 Ask voting judges to print and sign name on ballot
 Separate ballots from voting judging guides
Judges’ Briefing
 Brief voting judges on the speaking area
 Contestants are no longer required to stay within a designated area
 Judging guidelines
 Emphasize content and objectivity
 Do not consider timing lights
 Ballots discarded if
 Incomplete, illegible, or unsigned
 1st, 2nd and 3rd place contestants are not listed
 Speeches must be substantially original
 Speakers can only quote, paraphrase, or reference 25% of their material
 Protest Procedure (limited to eligibility and originality), only voting judges and
contestants can protest.
 Lodge protests with the chief judge and/or contest chair.
Timer’s Briefing
 Review the timing sequence for the contests
 When does timing begin?
 First definite verbal or non-verbal communication
 Or sound effects
 Or actions
 If the device fails, speaker gets additional 30 seconds
(advise Chief Judge)
 If a contestants is disqualified for time – Note the
disqualification on the timing sheet.
Counter’s Briefing
 Review procedure for collecting ballots
 Review procedure for counting ballots
 Transparency – everyone checks the process
 Las Vegas Rule – What happens in the counting room
stay in the room. Never under any circumstances
discuss anything that is said or written (i.e. results) in the
room with anyone
Confidentiality of Judging
Judging is not evaluating
Goal is to pick a WINNER!
No provide feedback to contestants
DO NOT discuss results with anyone
Dispose the top portion of the ballot away from
the contest venue
Protests
 Voting judges {and contestants} may protest on the basis
of originality
 All protests must be lodged before announcement of
results
 Write “PROTEST” on the ballot
 If a protest is called, the Chief Judge will bring all judges
to the briefing area to discuss the protest
 The contestant will be called to respond to the protest
 A majority vote will decide the outcome of the protest
Incorrect announcement
Chief Judge, ballot counter or timers may
“immediately interrupt [the winner’s
announcement] to correct the error”
“Point of order – please stop the
announcement of winners until the results
are reviewed”
During Contest
Spot check timers – time one or two contestants
to ensure proper timing
Assist timers with equipment malfunctions
Personally collect tiebreaker judge’s ballot (Do
Not collect the top portion of the ballot)
Monitor ballot collection process
Signal Contest Chair when all ballots have been
collected (it’s okay to ask if all the ballots have
been collect)
Determining Results
 Guide the counters through the process of reading,
recording and verifying ballots
 Use the Counter’s Tally Sheet
 Resolve any protests
 Tiebreaking Judge’s ballot are ONLY used to break ties.
 List all speakers’ names on the Notification of Winners
form
Determining Results
Award Winner, and 2nd Place at Area level
Award Winner, 2nd Place, and 3rd Place at
Division level
Record voting results
 Quality Check – Double check math, names,
and order of placement
 Clearly marked Winner/2nd Place (Area) or
Winner/2nd Place/3rd Place (Division)on index
card
Determining Results
 Insert results in envelope
 Fill out Notification of Winner form with all the
contestants names
 Deliver results to Contest Chair
 Retain all
 Ballots
 Timer’s records
 Tally Sheets
 Destroy these records after contest conclusion at
another location
Disqualifications
Notify the contest chair of the disqualification
Announcement:
 “There has been a disqualification due to
timing / eligibility.”
Instruct all contest functionaries to never discuss
disqualification or contest results with anyone
Do not release the name of the disqualified
contestant
Contest Results
 Deliver forms to the next contest level
 Certificate of Eligibility & Originality
 Biographical Information for each winner and
alternate
 Notification of Contest Winner (for each
contest)All contestants must be listed in
rank order
Send District 3 Chief Judge’s Report to District
Chief Judge: [email protected]
Speech Contest:
Judges Training
District 3 Toastmasters
Connie Weiss
Eligibility to Judge
Club level:
 A member in good standing – paid dues
Area & above:
 A member in good standing for a minimum of six
months
 Completed at least six Competent Communication
manual projects Judges Certification of Eligibility &
Code of Ethics
Contestants may not act as voting judge,
tiebreaking, or chief judge at any level of contest!
Judging vs. Evaluating
Evaluating = appraisal and advice
Judging = selecting a winner
Judges’ decisions are
confidential!
Good Judges Are…
Accurate
Fair
Trustworthy
Knowledgeable
Good listeners
JUDGES’ OBLIGATIONS
Contestants are entitled to a truly professional
performance by each judge
Biased or unfair judging creates animosity and
demeans the contest, the officials, and our
leaders
The audience deserves a good speech contest
As a Toastmaster, judges have made a personal
commitment to self-improvement that includes
being dedicated to making the correct decision
when judging a contest
Barriers to Objectivity
Speaker position – First or Last Speaker is Best
Champion the underdog
Halo effect
Reverse halo
Barriers to Objectivity (2)
Second time around & Give someone Else a Chance
Club Norms
Personal prejudice & preference
Unfamiliar Judging forms
Judges Guide & Ballot
 Receive ballot and envelope at the briefing
 Sign & print your name on the ballot
 Use suggested points as baseline
 Weighted pluses and minuses
 All contestants judged with same scoring system
 Identify 1st, 2nd and 3rd place contestants
 Tie Breaker Judge lists all contestants in placement order
 After scoring, place ballot in envelope and give to ballot counter
 Tie Breaker Judge gives ballot envelope to Chief Judge
Judges Criteria Instructions
On the judges form you will note there are maximum scores for each category. It is recommended that you start with a mid-way amount, and then add weighte
“Contents” has three point categories”
Judges Criteria
 On the judges form you will note there are maximum scores for
each category. It is recommended that you start with a mid-way
amount, and then add weighted point pluses and minuses as
each competitor presents. Here is an example”
 “Contents” has three point categories”
Speech
Development
Max points 20 Base line
points 10
Weighted
value 3 +/-
Effectiveness
Max points 15 Base line
points 8
Weighted
value 2 +/-
Speech Value
Max points 15 Base line
points 8
Weighted
value 2 +/-
Protests
Originality
 Substantially original
 Identify quoted material
• Max 25% quoted, paraphrased or
referenced
Protest
 Write PROTEST on your ballot form
Judge’s Code of Ethics
Avoid bias in selecting winners
Do not time speeches or consider time
when making selections
KNOW contest rules
Do NOT reveal scores
Additional Resources
 Connie Weiss, DTM
 [email protected]
 Jennifer Sarracino, DTM
 [email protected]
 Hallie Adams, DTM
 [email protected]
 Contest Resources:
 http://aztoastmasters.org/district_leader/contests.html
 Contest results submission form:
 http://www.aztoastmasters.org/events/results.html
Contest Resources D3 Website
Dignitary Sign-in List
Timed Agenda
Sign-In Sheet for contests
Contest Kits
Certificate of Appreciation
District 3 Chief Judge Report
Sample of Area and Division Programs
Contest Checklist (Contest Chair & Chief Judge)
Contest Results submission form