1. Speech Contest: Contest Chair
District 3 Toastmasters
Lynne Nutter, ACS, ALB

2. Contest Overview
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.
Participants:
Contest Chair
Contest Manager
Chief Judge
Contestants
Judges
Tiebreaking Judge
Timers
Counters
SAA

3. Contest Chair by level Club VP Education Area Area Director
Division Division Director
District Program Quality Director

4. Build Your Team Contest Chair Contest Manager Chief Judge
Facilities Committee
Hospitality Committee
Advertising Committee

5. Role Fulfillment Chief Judge Contest Manager Recruits Judges & Timers
Briefs Judges
Oversee ballot counting
Provide winner slate to Contest Chair & remind ADs/DDs to submit results to District
Contest Manager
Recruits Functionaries
Provides equipment
Organizes Sub Committees
Promotes contest
Provides certificates

6. Contest Chair Budget Location & Logistics Promotion Timed Agenda
Contestant Eligibility
Certificates of Participation
Pg. 18

7. Facilities
Multiple contests held at a single facility over several hours on the same day
What 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

8. Before Contest: Facility
Confirm date and location
Agenda
Set times for the contestant and judges briefings
Recommendation: Briefing minimum 30 minutes before contest start

9. Contestant Eligibility
For 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 standing
For the International Speech Contest
Member must have completed 6 projects in the Competent Communicator manual
Confirmation of contestant eligibility is the responsibility of the Contest Chair. To be eligible to compete at any level, the member must be a ‘member in good standing’ in the club they are representing. There can be no lapse in membership (no reinstatements during the course of that contest season) – it’s not just that the member has paid their dues, it’s also that the club has paid the members’ dues at WHQ.. So be sure to confirm all contestants and alternates with the current club roster (club level) or with your District representative (Area/Division).
Pg. 5-6

10. Timed Agenda Setup Briefings Pledge & Invocation
Introduction of Dignitaries
Audience Briefing / Housekeeping
Running the Contest
Contestant Interviews & Participation Certificates
Presentation of Awards
Cleanup
All these should be covered with your minute-by-minute agenda.
Typically each of these has a traditional functionary assigned.
Other things the Content Chair must be aware of:
Minute of silence: Must maintain control of the room/auditorium while judges are marking their ballots
Is responsible for announcing time disqualifications
During presentations of certificates, don’t place under one’s arm pit

11. 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
Use large index cards with numbers in left top margin for drawing of speaking order. Then have contestant write name and title of speech and use these to introduce speaker.
Pg. 8-9

12. Contestants Briefing, Cont.
“Substantially original” Rules Requirement (25%)
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
Humorous contest 5-7 minutes
International contest 5-7 minutes
Evaluation contest 2-3 minutes
Tall Tales 3-5 minutes
Table Topics 1-2 minutes
Pg. 16

13. Audience Briefing
Contest Chair: “Chief Judge, are we ready for a contest?”
Chief Judge: “Contest Chair, we are ready.”

14. Note: Do not use 1st, 2nd, and 3rd place certificates from contest kit
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

15. Speech Contest: Contest Management
District 3 Toastmasters
Lynne Nutter, ACS, ALB

16. Contest Manager Functionaries Refreshments Budget Expenditures
Contestant Eligibility & Bio Sheets
As you meet with your contest management team, many of these items will be covered during your meeting agenda.

17. Functionaries Certificates & Awards Committee Timers Ballot Counters
Participant certificates
Appreciation certificates for major roles
Facilities Committee
Setup of room, tables, food
Clean up, leave things better than you started
Timers
Ballot Counters
Sgt. At Arms
Pledge/Invocation
Refreshments Committee
Registrar/Sign-In Person
Photographer

18. 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
Will need one additional SAA for Table Topics contest
Person working registration table should know dignitaries to ensure they sign in on the dignitary list

19. Checklist Tracker

20. Promotion Be Creative Start Early
Distribute fliers to neighboring clubs and community centers
Post online in local event calendars
Post on D3 Website
There’s always 1-2 of those really creative-types in every club. Asking them to share their ‘passion’ with your contest publicity team is a great way to get them involved.
Don’t forget to ask them about handling the contest programs and certificates as well!

21. Things to Prepare Certificates Contest Program Dignitaries List
Do not put club name with contestant names or education level
Dignitaries List
Sign-In Sheets
Forms
Blank Forms, Index Cards, Envelopes
Things that can’t be forgotten.
Be sure you know who is on point for each of these and who/how they will be brought to the event.
Awards & Certificates
Print blank certificates to be completed by Chief Judge – or pre-printed with each contestant and alternate name
Format available at Toastmasters International
Contest Program
Do not put club affiliations with contestant names
Timed Agenda
Sign-In Sheets - optional
Dignitaries List

22. Dignitary List

23. Things to Pack Stopwatches (2) Timing Lights Backup Timing Cards Gavel
Backup Forms
Start a contest event box/bag and keep adding things as you have them ready. It never hurts to have ‘spares’ at the event.
Again, be sure you know who is on point for each of these and who/how they will be brought to the event.
Chief Judge and Contest Chair will also provide
Contest Forms
Notification of Winners
Eligibility & Originality
Biographical Information
3x5 index cards for position drawing
Extra pens and pencils for contestants & judges

24. The Day of… Check in with all sub-committee leaders
Confirm all major functionaries
Arrive early
Trust your team (the art of delegation)
Keep smiling

25. Contest Manager’s Toolkit
Contest Checklist
Contest Planner
Timed Agenda
Donation Letter
Speech Contest Rulebook
Sample Flyers & Programs
Participation & Award Certificate Templates

26. 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 (ADs & DDs):

27. Additional Resources Barb Hildenbrand, DTM judges@aztoastmasters.org
Lynne Nutter, ACS, ALB
Enid Moore-Cranshaw, DTM
Contest Resources:
Contest results submission form:

28. Questions?