1. Speech Contest Training District 3 Toastmasters Connie Weiss Jennifer Sarracino Fall 2013

2. Agenda Contest Chair Training Contest Management Training Chief Judge Training Judges Training

3. Types of Contests Spring 2014 International Tall Tales

4. 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.

5. Speech Contest: Contest Chair District 3 Toastmasters Jennifer Sarracino

6. Contest Chair by level

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

8. 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

9. Contest Chair Budget Location & Logistics Promotion Timed Agenda Contestant Eligibility

10. 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

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

12. 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

13. Timed Agenda Setup Briefings Pledge & Invocation Introduction of Dignitaries Audience Briefing / Housekeeping Running the Contest Contestant Interviews & Participation Certificates Presentation of Awards Cleanup

14. 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

15. 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

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

17. 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 1 st, 2 nd, and 3 rd place certificates from contest kit

18. Speech Contest: Contest Management District 3 Toastmasters Jennifer Sarracino

19. Contest Manager Logistics Functionaries Refreshments Budget Expenditures Contestant Eligibility & Bio Sheets

20. 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

21. 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

22. Checklist Tracker

23. Promotion Be Creative Start Early Distribute fliers to neighboring clubs and community centers Post online in local event calendars

24. 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

25. Things to Pack Stopwatches (2) Timing Lights Backup Timing Cards Gavel Backup Forms

26. 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

27. Contest Managers Toolkit Contest Checklist Contest Planner Timed Agenda Donation Letter 2014 Speech Contest Rulebook Sample Flyers & Programs Participation & Award Certificate Templates

28. 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 http://www.aztoastmasters.org/events/results.html

29. Speech Contest: Chief Judge District 3 Toastmasters Connie Weiss

30. Recruiting Voting, Chief, and Tiebreaking Judges Contest Chair may assist in recruiting Judges 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

31. 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

32. 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

33. Contest Forms Speakers Certification of Eligibility and Originality 1 per contestant - retained by Chief Judge Speech Contestant Biographical Information 1 per contestant - retained by Contest Chair Counters Tally Sheet (x2) Speech Contest Time Record Sheet (x2) Voting Judges guide and ballot (1 per judge) Judges Certification of Eligibility & Code of Ethics Tiebreaking judges guide and ballot Notification of Contest Winner District 3 Chief Judges Report Send to judges@aztoastmasters.org

34. Judges Briefing Determine the briefing room Review and collect the signed Judges 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)

35. Judges Briefing Complete Chief Judges 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

36. 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 1 st, 2 nd and 3 rd 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.

37. Timers 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.

38. Counters 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

39. 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

40. 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

41. Incorrect announcement Chief Judge, ballot counter or timers may immediately interrupt [the winners announcement] to correct the error Point of order – please stop the announcement of winners until the results are reviewed

42. During Contest Spot check timers – time one or two contestants to ensure proper timing Assist timers with equipment malfunctions Personally collect tiebreaker judges ballot (Do Not collect the top portion of the ballot) Monitor ballot collection process Signal Contest Chair when all ballots have been collected (its okay to ask if all the ballots have been collect)

43. Determining Results Guide the counters through the process of reading, recording and verifying ballots Use the Counters Tally Sheet Resolve any protests Tiebreaking Judges ballot are ONLY used to break ties. List all speakers names on the Notification of Winners form

44. Determining Results Award Winner, and 2 nd Place at Area level Award Winner, 2 nd Place, and 3 rd Place at Division level Record voting results Quality Check – Double check math, names, and order of placement Clearly marked Winner/2 nd Place (Area) or Winner/2 nd Place/3 rd Place (Division)on index card

45. 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 Timers records Tally Sheets Destroy these records after contest conclusion at another location

46. 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

47. 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 Judges Report to District Chief Judge: judges@aztoastmasters.orgjudges@aztoastmasters.org

48. Speech Contest: Judges Training District 3 Toastmasters Connie Weiss

49. 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!

50. Judging vs. Evaluating Evaluating = appraisal and advice Judging = selecting a winner Judges decisions are confidential!

51. Good Judges Are… Accurate Fair Trustworthy Knowledgeable Good listeners

52. 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

53. Barriers to Objectivity Speaker position – First or Last Speaker is Best Champion the underdog Halo effect Reverse halo

54. Barriers to Objectivity (2) Second time around & Give someone Else a Chance Club Norms Personal prejudice & preference Unfamiliar Judging forms

55. 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 1 st, 2 nd and 3 rd 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

56. 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 +/- EffectivenessMax points 15 Base line points 8 Weighted value 2 +/- Speech ValueMax points 15Base line points 8 Weighted value 2 +/- Judges Criteria Instructions 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

57. Protests Originality Substantially original Identify quoted material Max 25% quoted, paraphrased or referenced Protest Write PROTEST on your ballot form

58. Judges 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

59. Additional Resources Connie Weiss, DTM judges@aztoastmasters.org Jennifer Sarracino, DTM contests@aztoastmasters.org Hallie Adams, DTM lget@aztoastmasters.org Contest Resources: http://aztoastmasters.org/district_leader/contests.html Contest results submission form: http://www.aztoastmasters.org/events/results.html

60. 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