Speech Contest: Judges Training
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Transcript Speech Contest: Judges Training
Speech Contest
Training
District 3 Toastmasters
Madalyn Lockhart
Lisa Corwin
Fall 2013
Agenda
Contest Chair Training
Contest Management Training
Chief Judge Training
Judges Training
Types of Contests
Fall 2014
Humorous
Table Topics
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
SAA
Speech Contest:
Contest Chair
District 3 Toastmasters
Madalyn Lockhart
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
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
It is recommended Judges
panel must be substantially
different
for each contest held
Before Contest: Facility
Confirm date and location
Special Considerations
Are there costs?
Do you need access permissions?
Are videos/photography allowed?
Agenda
Set times for the contestant and judges briefings
Recommendation: Briefing minimum 30 minutes
before contest start
Use of Video Equipment
Contestants that wish to be Video Taped
All Contestants must give permissions (in
writing)
Contest Chair must make an announcement
that a speech will be video taped.
Ensure there is approval from the facility if
required.
Contestant Eligibility
For any contest:
Be a member in good standing of the
club/area/division/district in which they are
competing (this must be verified thru WHQ)
The club must be in good standing (minimum of
8 members must be paid and maintain that standing
through the level of competition)
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
No contestant can be a Judge at any Area level or above
and still compete.
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
• Please emphasize they MUST make time without going over
or they will be disqualified.
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
Madalyn Lockhart
Contest Manager (Toastmaster)
Logistics
Functionaries
Refreshments
Budget Expenditures
Contestant Eligibility
& Profile 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 of Contests
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
Do not include the judges in the program
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
Extension Cord
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
Contest Checklist
Contest Planner
Timed Agenda
Donation Letter
2014 Speech Contest Rulebook
Sample Flyers & Programs
Participation & Award Certificate Templates (only at club level)
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)
Speech Contest:
Chief Judge
District 3 Toastmasters
Lisa Corwin
Chief Judge Duties
Confirm contestants eligibility [ask contest chair
if all contestants are eligible to compete]
Recruit Voting Judges and a Tiebreaker Judge
Contest Chair may assist in recruiting
Minimum 5 at Club and Area
Minimum 7 at Division and District
****Never turn down a judge****
Brief contest functionaries
Judges Eligibility
No Area or Division 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/Tiebreaking
Judges
At Area/Div./District contests, voting judges
and the tiebreaking judge must be
Toastmasters:
Good standing for a minimum of six months
Completed at least six Competent
Communicator projects.
Only the chief judge knows the name of the
tiebreaking judge (tiebreaking judge does not attend
the judges’ briefing)
Recruitment of Contest
Functionaries
Timers
Two required for each contest
Ballot counters
Three required for each contest
Sergeants at Arms
Number will depend on facility and type of contest
Recruiting functionaries is a shared
responsibility.
The Contest Chair, Contest Manager and Chief Judge are a
team who work to ensure they have all functionaries needed.
Contest Forms
Speaker’s Certification of Eligibility and Originality
1 per contestant - retained by Chief Judge
Speech Contestant Profile
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
Judges’ Briefing
Call voting judges and contest functionaries {ballot
counters, SAAs, and timers} into the briefing room
District 3 Chief Judge’s Report – everyone signs
Issue forms to contest functionaries
Distribute voting judges packets
Tip: Include programs along with envelopes, pensa
and judge ballots, and eligibility and code of ethics
form in judges packets
Review [and collect] the signed Judge’s Certification of
Eligibility and Code of Ethics form
Judges Briefing, cont.
Ask voting judges to print and sign name on
ballot (If it is not legible it will be tossed out and not counted)
Verify the eligibility of each voting Judge
[division and above]
“Are you in a club with any of the
speech contestants?”
At Area level, this is a District 3 Rule.
Get speaking order from Contest Chair
Read aloud the contestants names and verify
spelling of names
Judges’ Briefing, cont.
Brief voting judges on the speaking area
Judging guidelines
Judging is not evaluating
Goal is to pick a winner
Advise voting judges – “Judge all contestants”
Do not consider timing lights
Confidentiality of Judging
Las Vegas Rule – Never discuss the results with
anyone, this is includes fellow judges, contest
functionaries, fellow toastmaster members,
and/or contestants!
Don’t provide feedback to contestants
Dispose of the top portion of the ballot away
from the contest venue
Protest Procedure
Voting judges {and contestants} may protest on the basis
of originality
Speakers can only quote, paraphrase, or reference
25% of their material
All protests must be lodged with the chief judge or
contest chair before announcement of results
Write “PROTEST” on the ballot
If a protest is called, the chief judge will bring all voting
judges to the briefing area to discuss the protest and the
contestant will be called to respond to the protest
A majority vote will decide the outcome of the protest
Timer’s Briefing
Review the timing sequence for the contests
When does timing begin?
First definite verbal or non-verbal
communication (i.e. sound effects or physical
actions)
If the device fails, speaker gets additional 30
seconds (notify Chief Judge)
If a contestants is disqualified for time – Note the
disqualification on the timing sheet.
Counter’s Briefing
Explain/Review counting ballots procedure
Ballots discarded if
Incomplete, illegible, or unsigned
1st, 2nd and 3rd place contestants are not listed
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!
Incorrect announcement
Chief Judge, ballot counters, 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
Respond to Contest Chair when asked if ready
for a contest: “Contest Chair, We are Ready.”
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 results
Use the Counter’s Tally Sheet
Resolve any protests
Tiebreaking Judge’s ballot is ONLY used to
break ties.
List all speakers’ names on the Notification of
Winners form
Recording 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 and place in envelope – Give to Contest
chair
Disqualifications
Notify the contest chair of the disqualification
Basis on Originality / Timing
Announcement:
“There has been a disqualification”
Instruct all contest functionaries to never discuss
disqualification or contest results with anyone
Do not release the name of the disqualified
contestant
Required Paperwork
Deliver forms to the next contest level
Certificate of Eligibility & Originality
Contestant Profile for each winner and
alternate
Notification of Contest Winner (for each
contest) All contestants must be listed in
rank order
Timer and counter tally sheets
Judges eligibility and ethics forms
District 3 Chief Judge’s Report
Speech Contest:
Judges Training
District 3 Toastmasters
Lisa Corwin
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”
(Show / Explain with example)
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 ranking contestants (1st, 2nd, & 3rd)
KNOW the contest rules
Never reveal judge scores or ranking
Additional Resources
Lisa Corwin, DTM
[email protected]
Madalyn Lockhart, CC, ALB
[email protected]
Jeff Morud, DTM
[email protected]
Contest Resources:
http://aztoastmasters.org/district_leader/contests.html
Contestant Eligibility Verification
[email protected]