Transcript Communication and Leadership Putting on

Communication
and
Leadership
Putting on
Conferences and Contests
Why Have Speech Contests

Showcase for Toastmasters
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Recognizes Outstanding Speakers
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Promotes Inter-club Awareness
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Develops Spirit of Teamwork and Pride
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Builds Morale and Solidarity
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Builds Area/Division Unity
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Seminar Overview
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Resources
 Committees
Decisions
 Finance and Registration
 Publicity
Responsibilities
 Speech Contest
Sequence of
Activities/Checklist
 Program
 Hospitality and Reception
How to make:
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Budget
Flyers
Working Agenda
Program
 Raffle
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Resources

People
 District Speech
Contest Chairman
 Area/Division
Governors
 District Officers
 Past District Officers
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Paper
 Area Contest Guide
 Area Management Handbook
 TM Speech Contest Rulebook
 TM Speech Contest Manual
 TM Supply Catalog
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Decisions
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Event Chairperson
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Format
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Host Club or Area
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Price
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Date
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Budget
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Time
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Toastmaster
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Place
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Chief Judge
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Responsibilities
(Before the Contest)

Area or Division Governor sets the date and time.
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AG or DvG, together with Contest Chair, sets the venue
and format.
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AG or DvG appoints the Toastmaster and Chief Judge.
 Chief Judge (and only the CJ) appoints the tiebreak judge.
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Club EVPs schedule speech contests and pass winners
names to Contest Committee.
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Contest Committee recruits contest officials (including
judges, timers, ballot counters and calligrapher).
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Event Chair arranges for certificates of participation and
appreciation.
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Responsibilities
(During the Contest)
Presiding Officer
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Call to order
Introductions
Recognition
Chief Judge
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Event Chairperson
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Protocol
Event flow
General administration
Toastmaster
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Flow of the contest
Contestant introductions
Silent periods
Contestant interviews
Briefings
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Officials
Contestants
Audience
Conduct of the contest
Contest procedure
Protests
Timers
 Timing contestants
 Controlling silent periods
 Timing other speakers
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Responsibilities
(After the Contest)
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Send names, titles of speeches, and contact
information for contest winners to next higher
level Contest Chairperson
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Distribute certificates of appreciation to contest
officials
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Ensure that all meal payments and other fees have
been collected
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Prepare accounting of contest receipts and
payments for AG or DvG
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Ensure that all bills are paid
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Contest Flow

Presiding Officer calls the contest to order and
introduces guests and dignitaries
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Presiding Officer introduces Toastmaster
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Toastmaster introduces Chief Judge
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Toastmaster introduces and interviews contestants
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Presiding Officer recognizes Toastmaster and Chief Judge
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Presiding Officer presents recognition awards
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Presiding Officer introduces the Event Chair who recognizes the
contest committee chairs and officials
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Presiding Officer recognizes Event Chair
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District Representative announces contest winners
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Presiding Officer adjourns contest
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Introductions and Protocol
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Introductions are made in order of official position, top-down, current
officers and then past officers:
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Non-Toastmasters and Honored Guests
International Officers, Directors, and past Officers and Directors
Honored Guest/District Representative
District Governor and past District Governors
Elected District Officers
(appointed officers optional)
Home Division Governor then visiting Division Governors
Home Area Governors then visiting Area Governors
Club Presidents
The general form of introduction is: Office/Educational level/Name
(e.g., District Governor, Distinguished Toastmaster John Q. Public).
In general, only officers one level below the contest level are introduced (e.g., at
Division contests, Area Governors are introduced, but not Club Presidents). At
Division and lower level contests, past officers are optionally introduced and only at
the level of the contest (e.g., at a Division contest, only past Division Governors would
be introduced, not past Area Governors).
When a couple (husband and wife, officer and companion) are both TM officers, the
higher ranking officer is introduced in his/her proper sequence and the companion is
introduced at the same time.
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Delegation
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Define the job
Find the right person to do the job
Explain your expectation
Get AGREEMENT
Follow up
Recognize achievement
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Finance and Registration
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Makes the budget and disburses funds
Orders supplies (certificates, trophies, awards)
Prepares registration lists
 Alphabetical list
 [Optional] categorical lists
(club, area, division, meal choice)
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Distributes registration lists:
 Hospitality and Reception Committee (2 copies)
 Area or Division Governor
 Event Chairperson
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[Optionally] Provides representative to Hospitality and
Reception committee to help identify dignitaries.
Note: Finance and registration is the only committee that requires approval
of the host club because this committee will be responsible for
disbursing funds from the club treasury.
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Publicity
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Responsible for all promotional activities connected
with the contest…
… and VISITS CLUBS
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Prepares and distributes contest flyer…
… and VISITS CLUBS
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Assists the Contest committee in preparing and
distributing information packets to contestants and
contest officials…
… and VISITS CLUBS
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How to Make a Flyer
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Toastmaster Logo
District identification
Sponsoring organization
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When
(Area or Division)
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What event
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Registration form
1. Name
2. Educational
accomplishments
3. Current office
4. Guest name
5.
6.
7.
8.
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 Date
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 Time (am, pm)
 Registration
 No-host cocktails
 Contest start
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Club/Club No.
Meal options
Prices
Late fees
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9.
Where (map)
Why
How much
Contact
Contact
• Name
• Address
• Phone number
10. Check payable to
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Speech Contest Committee
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Identifies contestants and the titles of their speeches
Verifies contestants’ eligibility
Identifies and contacts all contest officials
Prepares and distributes information packets to officials
and contestants
Provides the names of officials and contestants (with their
speech titles) to the Program committee
Identifies any special equipment requirements for officials
and contestants and notifies the Facilities committee of
these requirements
Note: This committee is responsible for all aspects of preparing for and
conducting the speech contest. Because the Chief Judge is
responsible for the contest officials and the actual conduct of the
contest, it is suggested that the Chief Judge chair this committee.
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Program Committee
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This committee is responsible for developing the program for this event.
This task is accomplished in close cooperation with the Presiding Officer
(AG or DvG), the Event Chairperson, and the Chief Judge.
The committee should produce two documents:
 Working Agenda
The working agenda is a minute-by-minute description of event activities. It
includes appropriate allocations of time for the Presiding Officer, speaking
dignitaries, the Chief Judge, the District Representative, and the contestants.
 Program
The program is an outline of the contest activities FOR THE AUDIENCE. It
should contain a brief overview of the sequence of events with only key times
identified (e.g., call to order and return from dinner recess). The program
should identify participating officials, the District Representative, and the
contestants and their speech titles.
The program should NOT contain any information identifying the contestants
Club or Area. It should NOT contain any special recognition (e.g., Toastmaster
of the Year) if candidates for these honors are contestants.
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Facilities
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Room arrangement (lecterns, risers, head table)
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American flag and District/Division/Area banners
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Tables and chairs for reception, timers, raffle,
and trophies
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Work room for Chief Judge and ballot counters
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Special contest equipment (timing lights and
backup timing devices, microphones, flipcharts,
overhead projectors, screens, etc.)
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Food and food service needs
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Hospitality and Reception
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Working closely with Facilities, this committee is
responsible for setting up the contest room, including:
 Placing name cards when appropriate
 Decorating the head table and arranging seating at the head table
(with concurrence and approval of the Presiding Officer)
 Checking in attendees, distributing meal choice tickets, if
necessary, and collecting fees for late registrants and walk-ins
 Recognizing dignitaries and preparing a protocol list of
introductions for the Presiding Officer
Note: It is a good idea to have a member of the Registration committee assist
Reception with guest check-in and to identify dignitaries.
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Raffle Committee
This committee is responsible for planning, preparing, and
conducting a fund raising raffle if the Presiding Officer and
Event Chairperson elect to have one.
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Solicits gifts/prizes from clubs, individuals, and other
organizations
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Obtains and sells raffle tickets
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Conducts raffle drawing
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Prepares an accounting of the raffle for the Finance
committee
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