Transcript Wanted: Contest Chair - Toastmasters for Better Speaking

How To Be A Contest Chair
Kathryn M. Hanson ATMB, CL
Kennebecasis Toastmasters Club 4402
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
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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
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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
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Thanks To…
•
•
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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
Determine
Budget
Select contest
time and
location
Prepare Agenda
Arrange for
supplies and
services
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Chair
Chief Judge
Judge
Timer
Counter
Contestant
Y
Y
Y
Y
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Roles
Duty
Chair
Select the Chief
Judge
Notify contestants
Y
Promote the
contest
Check contestant
eligibility
Y
of contest time
and location and
time of precontest briefing
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Chief Judge
Judge
Timer
Counter
Contestant
Y
Y
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Roles
Duty
Appoint Timers,
Counters & Judges
Brief Contestants
Brief Judges,
Timers & Counters
Complete
Biographical Data
Sheet
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Chair
Chief Judge
Judge
Timer
Counter
Contestant
Y
Y
Y
Y
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Roles
Duty
Chair
Chief
Judge
Judge
Timer
Complete Speaker’s
Correctly fill in the
Judge’s ballots
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Contestant
Y
Certification of
Eligibility and
Originality
Run the contest
fairly
Time the speakers
Counter
Y
Y
Y
Y
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Roles
Duty
Chair
Chief Judge
Judge
Collect the
Judges’ ballots
Tabulate the
ballots
Interview the
speakers
Collect contest
results from Chief
Judge
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Y
Timer
Counter
Contestant
Y
Y
Y
Y
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Roles
Duty
Addresses
Eligibility
Protests
Addresses
Originality
protests
Announce
winners
Destroy ballots
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Chair
Chief Judge
Judge
Timer
Counter
Contestant
Y
Y
Y
Y
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Roles
Duty
Provide 1st and 2nd
place winners’
names for next
contest level Chair
Advertise contest
results
Promptly pay all
bills
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Chair
Chief Judge
Judge
Timer
Counter
Contestant
Y
Y
Y
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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
Y
Y
Y
Y
Y
New, dual, reinstated
members who have their
dues current
Y
Y
Y
Y
Y
Members who maintain
eligibility at all levels of the
contest.
Y
Y
Y
Y
Y
All Toastmasters in good
standing in a club in good
standing
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Rules: Who Is Eligible?
Members who are NOT
serving in International,
District, Division, or Area
offices
Members who have competed
in only 1 area level (per
contest type)
Members who have
completed a minimum of 6
manual speeches in the C & L
manual prior to the club
contest.
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International
Evaluaton
Humorous
Table Topics
Tall Tales
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
-
-
-
-
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Rules: Timing
Contest
Too Short
International
Speech
Yellow Red
Too
Long
0 min to
5 min
4 min 29 sec
6 min
7 min
7 min
31 sec
Humorous
Speech
0 min to
5 min
4 min 29 sec
6 min
7 min
7 min
31 sec
Evaluation
O min to
2 min
1 min 29 sec
2 min
30 sec
3 min
3 min
31 sec
Table Topics
0 min to
59 sec
1 min
30 sec
2 min
2 min
31 sec
Tall Tales
O min to
3 min
2 min 29 sec
4 min
5 min
5 min
31 sec
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Green
1 min
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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 other
Toastmaster 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)
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• 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
•
•
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•
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•
•
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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
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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
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1
2
3
4
5
6
7
8
9
10
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
Second
First
2-4
5
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Third (optional)
Second
First
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If you
Know your role
Know the rules
Are prepared and fair
You will be a SUCCESSFUL contest chair!
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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]
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