How To Be A Contest Chair Kathryn M. Hanson ATMB, CL Kennebecasis Toastmasters Club 4402.

How To Be A Contest Chair

Kathryn M. Hanson ATMB, CLKennebecasis Toastmasters Club 4402

May 24, 2003 How to be a Contest Chair 2

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


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


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


Thanks To…

• 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


Topics

Roles

Rules

Running the contest


Who Is the Star?

A) Contest chair

B) Chief judge

C) Contestants


Roles

Duty Chair Chief Judge Judge Timer Counter Contestant

DetermineBudget YYSelect contesttime andlocation

YY

Prepare AgendaYY

Arrange forsupplies andservices

YY


Roles


Select the Chief Judge YY Notify contestants of contest time and location and time of pre-contest briefing

YY

Promote the contest YY Check contestant eligibility YY


Roles


Appoint Timers,Counters & Judges YYBrief Contestants

YYBrief Judges,Timers & Counters YYCompleteBiographical DataSheet

YY


Roles

Duty Chair ChiefJudge

Judge Timer Counter Contestant

Complete Speaker’sCertification ofEligibility andOriginality

YY

Run the contestfairly YY YYTime the speakers

YCorrectly fill in theJudge’s ballots YY


Roles


Collect theJudges’ ballots YYTabulate theballots YY YYInterview thespeakers YYCollect contestresults from ChiefJudge

YY


Roles


AddressesEligibilityProtests

YY

AddressesOriginalityprotests

YY

Announcewinners YYDestroy ballots

YY


Roles


Provide 1st and 2nd

place winners’names for nextcontest level Chair

YY

Advertise contestresults YYPromptly pay allbills YY


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


Rules: Who Is Eligible?

International

Evaluaton

Humorous

Table Topics

Tall Tales

All Toastmasters in good standing in a club in good standing New, dual, reinstated members who have their dues current Members who maintain eligibility at all levels of the contest.

YY

Y

Y

YY

Y

Y

YY

Y

Y

YY

Y

Y

YY

Y

Y


Rules: Who Is Eligible?

International Evaluaton Humorous Table Topics Tall Tales

Members who are NOTserving in International,District, Division, or Areaoffices

YY YY YY YY YY

Members who have competedin only 1 area level (percontest type)

YY YY YY YY YY

Members who havecompleted a minimum of 6manual speeches in the C & Lmanual prior to the clubcontest.

YY -- -- -- --


Rules: Timing

Contest Too Short Green Yellow Red Too Long

International Speech

0 min to 4 min 29 sec

5 min 6 min 7 min 7 min 31 sec

Humorous Speech

0 min to 4 min 29 sec


Evaluation O min to 1 min 29 sec

2 min 2 min 30 sec

3 min 3 min 31 sec

Table Topics 0 min to 59 sec

1 min 1 min 30 sec

2 min 2 min 31 sec

Tall Tales O min to 2 min 29 sec



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)


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 otherToastmaster meeting


Running a Contest

Be prepared

Be fair


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


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


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


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)

• 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)


Other Supplies

• 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


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


Speaking Order

1 2 3

4 5 6

7 8 9

10 11 12


International, Humorous or Tall Tales Contests

Name Title

Please observe one minute of silence for the judges



Table Topics or Evaluation Contests

Name





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


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


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


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


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


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.


Running a Contest

Contest opening• Welcome

• Set the tone• Generate excitement without making

the contestants nervous• Warm up the audience• Be CLEAR AND BRIEF


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


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


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


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


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


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


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


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


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


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


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


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


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


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


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


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


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


Running a Contest

Number of Contestants Winners Announced

2-4Second

First

5Third (optional)

SecondFirst


If you Know your role

Know the rules Are prepared and fair

You will be a SUCCESSFUL contest chair!


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]

How To Be A Contest Chair Kathryn M. Hanson ATMB, CL Kennebecasis Toastmasters Club 4402.

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Transcript of How To Be A Contest Chair Kathryn M. Hanson ATMB, CL Kennebecasis Toastmasters Club 4402.