Speech Contest Training

Speech Contest Training
District 3 Toastmasters Madalyn Lockhart Lisa Corwin Fall 2013

Agenda Contest Chair Training Contest Management Training
Chief Judge Training Judges Training Ask how many are here at the club level

Types of Contests Fall 2014 Humorous Table Topics Note:
Test Speaker may not participate in any speech contest this season Test Speaker may not be a District Officer of any kind

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

Speech Contest: Contest Chair
District 3 Toastmasters Madalyn Lockhart

Contest Chair by level

Build Your Team Contest Chair Contest Manager Chief Judge
Facilities Committee Hospitality Committee Advertising Committee Contest Chair is responsible to ensure that the contestants have a successful contest.

Role Fulfillment Contest Manager Chief Judge 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 Certificates are only given at the club level for first, second and third. Printing of certificates at the participation level and appreciation is required at all level.

Contest Chair Budget Location & Logistics Promotion Timed Agenda
Contestant Eligibility Budget, through donations or 50/50, or ask your club if they would like to sponsor, but it is not mandatory. You cannot charge a fee for the contest.

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 It is recommended Judges panel must be substantially different for each contest held When you have a dual contest in the same day and providing that functionaries for the first round are eligible to be judges during the second contest. Meaning have your judges from the morning session be your functionaries and your functionaries be your judges.

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 Please ensure that your functionaries arrive thirty to fifteen minutes prior to briefing and must be punctual

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.

Contestant Eligibility
For 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) 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).

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

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.

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 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 Contest Chair needs to stress this that they must make time versus being disqualified.

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

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 that if there is five contestants you will have a third place, in which the 3rd, 2nd & 1st to be announced in that order. Note: Do not use 1st, 2nd, and 3rd place certificates from contest kit

Speech Contest: Contest Management
District 3 Toastmasters Madalyn Lockhart

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

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 of Contests Be Creative Start Early
Distribute fliers to neighboring clubs and community centers Post online in local event calendars 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!

Things to Prepare Certificates Contest Program Dignitaries List
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 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

Things to Pack Stopwatches (2) Timing Lights Backup Timing Cards Gavel
Backup Forms Extension Cord 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

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

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) Do not change the name on the donation letter for tax purposes it has to reflect Hallie Adams name. Do not try to pass a new car off as a donation.

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)

Speech Contest: Chief Judge
District 3 Toastmasters Lisa Corwin

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 The term “voting judge” is now included in provision that apply to judges who vote (2014 Toastmasters Speech Contest Rulebook).

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 1st Item: Rulebook Page 7 2nd Item: 2014 Rulebook Pg 4 2.A.4.a. This is written a bit backward: If serving as a Chief Judge, Voting Judge or TieBreaking Judge at Area or above, ineligible to compete in contest at any level.

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) At the club level, member must be in good standing. Pg 5: 2B.

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.

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 Ensure judges understand what they are signing. If they are judging, they can’t compete! Plus: 3X5 cards, extra pens and envelopes! Optional: clip board, folders, etc.

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 Make sure the sign and print name on the ballot. Make sure they understand the eligibility form and sign it. Ballot: must be legible.

“Are you in a club with any of the
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 Eligibility: Rulebook Pg 5 2. B. Club Level: Mbr in good standing Area and above: Mbr in good standing, completed 6 speeches in CC manual, been a mbr for at least 6 months, can’t be in a club with a contestant for this contest.

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

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

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 ONLY Voting Judges and Contestants can protest.

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. Table Topics is 1 – 2 min and them MUST meet 1 min mark (will have 30 sec contingency after 2 min mark) and Humorous Speech Contests time: 5-7 min (30 sec contingency on either side). Decide ahead of time who will work the timing lights/card and who will be the main timer.

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! Transparency is just checking the count. When can there be a 3rd place Trophy at Any level? With 5 or more contestants.

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”

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)

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

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 Area Level: only 2 contestants: Announce Winner FIRST, then the 2nd place winner. 3 or more contestants: Announce 2nd place winner first then 1st place winner Division & above: 3 contestants: 3rd place winner, 2nd place winner and then 1st place winner.

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 Note disqualifications and ensure contest chair is made aware of one. Name is not given but audience should be told there is a disqualification

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

Speech Contest: Judges Training
District 3 Toastmasters Lisa Corwin

Eligibility to Judge Club level: Area & above:
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 Good judges must be: Accurate. Good judges are committed to making a correct decision. They complete the judging form correctly. Fair. Good judges are totally impartial and don’t allow friendship, affiliation, age, sex, race, creed, national origin, profession, or disapproval of speech topics to interfere with their decision. Trustworthy. Good judges realize that all contest participants have entrusted them with the responsibility of selecting the best speaker as winner. They live up to that trust. Knowledgeable. Good judges know the current contest rules. They study the rules before each contest, and they make no exceptions to the rules. They are familiar with the judging form and know how to judge properly. Good listeners. Good judges listen carefully to each speaker. They don’t become distracted.

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 Contestants are entitled to a truly professional performance by each judge. Contestants expect – and deserve – fairness and impartiality. They should receive nothing less Toastmasters has a reputation for speech training and excellence in speech contests. Bad judging creates animosity and demeans the contest, the officials, and our leaders. The audience deserves a good speech contest. This includes fair and unbiased judging. Whenever judges fail to make the best choice, the audience is cheated. 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 1. Speaker position: When people are presented with a list or series they often recall the end of the list first because it is the most recent addition to short-term memory. Similarly, people may remember the beginning of a list better than the middle because it serves as a reference point. Judges must compensate for this effect by paying close attention to every contestant. 2. Champion for the underdog: People tend to believe that underdogs put forth more effort than an advantaged or more powerful opponent and are thus more deserving of success. Judges must use only the criteria on the judge’s guide and ballot to select winners. 3. Halo Effect: This is an inclination to admire all of a person’s actions, work, etc., because of another admirable quality. Judges must focus on how each contestant performs using the criteria on the judge’s guide and ballot. For example, if a contestant happens to be a speech teacher, this does not automatically make her contest presentation the best. Likewise, a dynamic delivery style does not signify compelling content. 4. Reverse Halo Effect: This is a tendency to disapprove of all of a person’s actions, work, etc., because of an unrelated unworthy quality or action. Resist downgrading a score in one area because you are not happy with the contestant’s performance in another area.

Barriers to Objectivity (2)
Second time around & give someone else a chance Club Norms Personal prejudice & preference Unfamiliar Judging forms 5. Second time around: It is common for individuals to see the same contestant compete at different contest levels during the same contest cycle or compete from one year to the next. Judges must remember not to compare an individual’s current performance or delivery to previous presentations. 6. Not the norm: A false consensus occurs when an individual believes that the majority of others share their own opinion, regardless of what that opinion is. For example, in some geographic areas it is typical for a contestant to stand behind a lectern when speaking. Judges accustomed to this behavior may harshly judge a contestant who does not do so. This behavior is a custom and does not relate directly to the judging standards. 7. Prejudices and personal preferences: Judging is a subjective process that we try to make objective. The individual opinions of each judge are based on his or her likes and dislikes and there is no way to control the tastes of judges. It is almost impossible for anyone to be totally objective so contests use panels of judges to restrict the effect of any single judge’s bias.

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 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” 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) Use ballot as example. Do something really well for a category Give a + Do something incorrect for a category, Give a – Add or subtract pluses & minuses from the median range. Tally your score at the bottom. Speech Development Did the speech have a clearly defined opening, body, and conclusion? Were the speaker’s ideas presented in an easy-to-follow, logical sequence? Did the speaker use effective transitions while moving from one concept to the next? Was the speech purpose clear? Speech Effectiveness Audience reactions? Subject relevant to audience? Subject presented clearly? Speech purpose? (entertain, inform, persuade, inspire) Did the speaker achieve his or her purpose? Speech Value Did the speaker have a substantive, logical, clearly-defined message? Were the speaker’s thoughts original? Was the speech in good taste?

Protests Originality Substantially original Identify quoted material
Max 25% quoted, paraphrased or referenced Protest Write PROTEST on your ballot form Originality Contestants must prepare their own, substantially original, speeches Quoted material must be identified in the speech If too much material is taken from another source (even identified), a judge or other contestant can protest. To Protest Write PROTEST on your ballot form The judges will be called to the ballot room to discuss the protest. The protestor (can be judge or contestant) will have to defend or describe reason for protest. The contestant will be called to discuss the issue, then leave. The judges will then make a final decision.

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 On ballots; You MUST enter all contestants in order!! Ballots must be legible. Ballots must have signed and printed name.

Additional Resources Lisa Corwin, DTM Madalyn Lockhart, CC, ALB
Madalyn Lockhart, CC, ALB Jeff Morud, DTM Contest Resources: Contestant Eligibility Verification

Speech Contest Training

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