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Speech Contest Training
District 3 Toastmasters
Madalyn Lockhart
Lisa Corwin
Fall 2013
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Agenda
Contest Chair TrainingContest Management TrainingChief Judge TrainingJudges Training
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Types of Contests
Fall 2014 Humorous Table Topics
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Contest Overview
Participants: Contest Chair Contest Manager Chief Judge Contestants Judges Tiebreaking Judge Timers Counters SAA
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.
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Speech Contest: Contest Chair
District 3 Toastmasters
Madalyn Lockhart
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Contest Chair by level
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Build Your Team
Contest ChairContest ManagerChief Judge
Facilities Committee Hospitality Committee Advertising Committee
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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
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Contest ChairBudgetLocation & LogisticsPromotionTimed AgendaContestant Eligibility
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FacilitiesMultiple contests held at a single facility
over several hours on the same dayWhat can be shared Facility costs Refreshments Some functionaries◦ 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
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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
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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.
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Contestant EligibilityFor 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)
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Timed Agenda
Setup Briefings Pledge & Invocation Introduction of
Dignitaries Audience Briefing /
Housekeeping
Running the Contest Contestant Interviews
& Participation Certificates
Presentation of Awards
Cleanup
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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.
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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
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Audience Briefing
Contest Chair: “Chief Judge, are we ready for a contest?”
Chief Judge: “Contest Chair, we are ready.”
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And the Winner Is…….
Area Contest Second Place First Place
If only two contestants in the contest, announce the first place winner first.
Division Contest Third Place Second Place First Place
Note: Do not use 1st, 2nd, and 3rd place certificates from contest kit
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Speech Contest: Contest Management
District 3 Toastmasters
Madalyn Lockhart
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Contest Manager (Toastmaster)
LogisticsFunctionariesRefreshmentsBudget ExpendituresContestant Eligibility
& Profile Sheets
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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
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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
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Checklist Tracker
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Promotion of Contests
Be CreativeStart EarlyDistribute fliers to neighboring clubs and
community centersPost online in local event calendars
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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
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Things to Pack
Stopwatches (2)Timing Lights Backup Timing CardsGavelBackup FormsExtension Cord
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The Day of…
Check in with all sub-committee leadersConfirm all major functionariesArrive earlyTrust your team (the art of delegation)Keep smiling
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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)
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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)
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Speech Contest: Chief Judge
District 3 Toastmasters
Lisa Corwin
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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
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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
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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)
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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.
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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
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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
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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
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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
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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
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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
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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.
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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!
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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”
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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)
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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
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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
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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
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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
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Speech Contest: Judges Training
District 3 Toastmasters
Lisa Corwin
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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!
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Judging vs. Evaluating
Evaluating = appraisal and advice
Judging = selecting a winner
Judges’ decisions are
confidential!
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Good Judges Are…
Accurate
Fair
Trustworthy
Knowledgeable
Good listeners
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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
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Barriers to Objectivity
Speaker position – First or Last Speaker is Best
Champion the underdog
Halo effect
Reverse halo
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Barriers to Objectivity (2)
Second time around & give someone else a chance
Club Norms
Personal prejudice & preference
Unfamiliar Judging forms
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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
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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)
Judges Criteria InstructionsOn 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”
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Protests Originality
Substantially original Identify quoted material
• Max 25% quoted, paraphrased or referenced
Protest Write PROTEST on your ballot form
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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
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Additional Resources Lisa Corwin, DTM
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]