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Speech Contest Training
District 3 Toastmasters
Connie Weiss
Jennifer Sarracino
Fall 2013
Agenda
Contest Chair TrainingContest Management TrainingChief Judge TrainingJudges Training
Types of Contests
Spring 2014 International Tall Tales
Contest Overview
Participants: Contest Chair Contest Manager Chief Judge Contestants Judges Tiebreaking Judge Timers Counters
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.
Speech Contest: Contest Chair
District 3 Toastmasters
Jennifer Sarracino
Contest Chair by level
Build Your Team
Contest ChairContest ManagerChief 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 & remind Ags/DvGs to submit results to District
Contest ChairBudgetLocation & LogisticsPromotionTimed AgendaContestant Eligibility
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 Judges panel must be
substantially different for each contest held
Before Contest: Facility
Confirm date and locationAgenda
Set times for the contestant and judges briefings
Recommendation: Briefing minimum 30 minutes before contest start
Contestant EligibilityFor any contest:
Be a member in good standing of the club/area/division/district in which they are competing
The club must be in good standingFor the International Speech Contest
Member must have completed 6 projects in the Competent Communicator manual
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
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
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
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
Speech Contest: Contest Management
District 3 Toastmasters
Jennifer Sarracino
Contest Manager
LogisticsFunctionariesRefreshmentsBudget ExpendituresContestant Eligibility
& Bio 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
Be CreativeStart EarlyDistribute fliers to neighboring clubs and
community centersPost online in local event calendars
Things to Prepare Certificates Contest Program
Do not put club name with contestant names or education level
Dignitaries List Sign-In Sheets – optional Forms
Blank Forms, Index Cards, Envelopes
Things to Pack
Stopwatches (2)Timing Lights Backup Timing CardsGavelBackup Forms
The Day of…
Check in with all sub-committee leadersConfirm all major functionariesArrive earlyTrust 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
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) Contest results submission form (AGs & DvGs):
http://www.aztoastmasters.org/events/results.html
Speech Contest: Chief Judge
District 3 Toastmasters
Connie Weiss
Recruiting Voting, Chief, and Tiebreaking Judges
Contest Chair may assist in recruitingJudges
Minimum 5 at Club and Area Minimum 7 at Division and District At Division & District contests no 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, Chief, and Tiebreaking Judges
At Area/Div/District contests, voting judges must be Toastmasters in good standing for a minimum of six months and have completed at least six Competent Communicator projects.
Tiebreaking judge (does not briefed attend the judges’ briefing) name is only known by the chief judge
Recruitment of Contest Functionaries Timers (Chief Judge)
Two required for each contest Ballot counters (Contest Manager)
Three required for each contest Sergeants at Arms (Contest Manager)
Number will depend on facility and type of contest
Contest Forms Speaker’s Certification of Eligibility and Originality
1 per contestant - retained by Chief Judge
Speech Contestant Biographical Information 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
Send to [email protected]
Judges’ Briefing
Determine the briefing room Review and collect the signed Judge’s Certification of
Eligibility and Code of Ethics forms Verify the eligibility of each contestant (Contest Chair) Verify the eligibility of each Voting Judge (Chief Judge) Provide the speaking order of contestants to voting
judges (get list from Contest Chair)
Judges Briefing
Complete Chief Judge’s Report Distribute forms to functionaries
Including ballot envelopes to voting judges
Advise voting judges – “Judge all contestants” Read speaking order aloud
Voting Judges, timers, and counters record names Verify spelling
Ask voting judges to print and sign name on ballot Separate ballots from voting judging guides
Judges’ Briefing Brief voting judges on the speaking area
Contestants are no longer required to stay within a designated area
Judging guidelines Emphasize content and objectivity
Do not consider timing lights Ballots discarded if
Incomplete, illegible, or unsigned 1st, 2nd and 3rd place contestants are not listed
Speeches must be substantially original Speakers can only quote, paraphrase, or reference 25% of their material Protest Procedure (limited to eligibility and originality), only voting judges and
contestants can protest. Lodge protests with the chief judge and/or contest chair.
Timer’s Briefing Review the timing sequence for the contests When does timing begin?
First definite verbal or non-verbal communication Or sound effects Or actions
If the device fails, speaker gets additional 30 seconds (advise Chief Judge)
If a contestants is disqualified for time – Note the disqualification on the timing sheet.
Counter’s Briefing
Review procedure for collecting ballots Review procedure for counting ballots 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
Confidentiality of Judging
Judging is not evaluating Goal is to pick a WINNER! No provide feedback to contestants DO NOT discuss results with anyone Dispose the top portion of the ballot away from
the contest venue
Protests Voting judges {and contestants} may protest on the basis
of originality All protests must be lodged before announcement of
results Write “PROTEST” on the ballot If a protest is called, the Chief Judge will bring all judges
to the briefing area to discuss the protest The contestant will be called to respond to the protest A majority vote will decide the outcome of the protest
Incorrect announcement
Chief Judge, ballot counter 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 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
Use the Counter’s Tally Sheet Resolve any protests Tiebreaking Judge’s ballot are ONLY used to break ties. List all speakers’ names on the Notification of Winners
form
Determining 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
Determining Results Insert results in envelope Fill out Notification of Winner form with all the
contestants names Deliver results to Contest Chair Retain all
Ballots Timer’s records Tally Sheets
Destroy these records after contest conclusion at another location
Disqualifications Notify the contest chair of the disqualification Announcement:
“There has been a disqualification due to timing / eligibility.”
Instruct all contest functionaries to never discuss disqualification or contest results with anyone
Do not release the name of the disqualified contestant
Contest Results Deliver forms to the next contest level
Certificate of Eligibility & Originality Biographical Information for each winner and
alternate Notification of Contest Winner (for each
contest)All contestants must be listed in rank order
Send District 3 Chief Judge’s Report to District Chief Judge: [email protected]
Speech Contest: Judges Training
District 3 Toastmasters
Connie Weiss
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 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”
“Contents” has three point categories”
Speech Development
Max points 20 Base line points 10
Weighted value 3 +/-
Effectiveness Max points 15 Base line points 8
Weighted value 2 +/-
Speech Value Max points 15 Base line points 8
Weighted value 2 +/-
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”
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 making selections
KNOW contest rules
Do NOT reveal scores
Additional Resources Connie Weiss, DTM
[email protected] Jennifer Sarracino, DTM
[email protected] Hallie Adams, DTM
[email protected] Contest Resources:
http://aztoastmasters.org/district_leader/contests.html Contest results submission form:
http://www.aztoastmasters.org/events/results.html
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) Contest Results submission form
