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

3. May 24, 2003How to be a Contest Chair2 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

4. May 24, 2003How to be a Contest Chair3 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

5. May 24, 2003How to be a Contest Chair4 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

6. May 24, 2003How to be a Contest Chair5 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

7. May 24, 2003How to be a Contest Chair6 Topics Roles Rules Running the contest

8. May 24, 2003How to be a Contest Chair7 Who Is the Star? A) Contest chair B) Chief judge C) Contestants

9. May 24, 2003How to be a Contest Chair8 Roles

10. May 24, 2003How to be a Contest Chair9 Roles

11. May 24, 2003How to be a Contest Chair10 Roles

12. May 24, 2003How to be a Contest Chair11 Roles

13. May 24, 2003How to be a Contest Chair12 Roles

14. May 24, 2003How to be a Contest Chair13 Roles

15. May 24, 2003How to be a Contest Chair14 Roles

16. May 24, 2003How to be a Contest Chair15 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

17. May 24, 2003How to be a Contest Chair16 Rules: Who Is Eligible?

18. May 24, 2003How to be a Contest Chair17 Rules: Who Is Eligible?

19. May 24, 2003How to be a Contest Chair18 Rules: Timing

20. May 24, 2003How to be a Contest Chair19 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)

21. May 24, 2003How to be a Contest Chair20 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 other Toastmaster meeting

22. May 24, 2003How to be a Contest Chair21 Running a Contest Be prepared Be fair

23. May 24, 2003How to be a Contest Chair22 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

24. May 24, 2003How to be a Contest Chair23 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

25. May 24, 2003How to be a Contest Chair24 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

26. May 24, 2003How to be a Contest Chair25 Toastmaster International Supplies Certificates of participation Trophies for winners Speakers certifications of eligibility and originality (1183) Biographical data sheets (1189) Time record sheets and instructions for timers (1175) Judges guide and ballot (for each contest type) Tie-breaking judges ballot (for each contest type) Counters 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)

27. May 24, 2003How to be a Contest Chair26 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

28. May 24, 2003How to be a Contest Chair27 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 contestants names and speech titles in their speaking order Ensure you can correctly pronounce both name and title Review the contest rules and contest procedures

29. May 24, 2003How to be a Contest Chair28 Speaking Order

30. May 24, 2003How to be a Contest Chair29 International, Humorous or Tall Tales Contests

31. May 24, 2003How to be a Contest Chair30 Table Topics or Evaluation Contests

32. May 24, 2003How to be a Contest Chair31 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

33. May 24, 2003How to be a Contest Chair32 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

34. May 24, 2003How to be a Contest Chair33 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

35. May 24, 2003How to be a Contest Chair34 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

36. May 24, 2003How to be a Contest Chair35 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

37. May 24, 2003How to be a Contest Chair36 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.

38. May 24, 2003How to be a Contest Chair37 Running a Contest Contest opening Welcome Set the tone Generate excitement without making the contestants nervous Warm up the audience Be CLEAR AND BRIEF

39. May 24, 2003How to be a Contest Chair38 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

40. May 24, 2003How to be a Contest Chair39 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

41. May 24, 2003How to be a Contest Chair40 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

42. May 24, 2003How to be a Contest Chair41 Running a Contest International, Humorous & Tall Tales contests Announce speakers name, speech title, speech title, speakers name Shake hands and move to seat Listen to speech When complete, lead applause and shake speakers hand

43. May 24, 2003How to be a Contest Chair42 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

44. May 24, 2003How to be a Contest Chair43 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

45. May 24, 2003How to be a Contest Chair44 Running a Contest Evaluation contest Announce test speakers name, speech title, speech title, speakers name Shake hands and move to seat Listen to speech When complete, lead applause and shake the test speakers hand

46. May 24, 2003How to be a Contest Chair45 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

47. May 24, 2003How to be a Contest Chair46 Running a Contest Evaluation contest After the 5 minutes have passed, the sergeant-at-arms will present the first speaker Announce speakers name twice Shake hands and move to seat Listen to evaluation

48. May 24, 2003How to be a Contest Chair47 Running a Contest Evaluation contest When complete, lead applause and shake speakers 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

49. May 24, 2003How to be a Contest Chair48 Running a Contest Table Topics contest Ask the Sergeant-At-Arms to escort all but the first contestants out of the room Announce speakers name twice and lead applause Shake the contestants hand Read the table topic question Repeat if asked by contestant

50. May 24, 2003How to be a Contest Chair49 Running a Contest Table topics contest Move to seat Listen to table topic When complete, lead applause and shake speakers hand Announce the minute of silence

51. May 24, 2003How to be a Contest Chair50 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

52. May 24, 2003How to be a Contest Chair51 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

53. May 24, 2003How to be a Contest Chair52 Running a Contest Interviews Announce contestants name Lead applause and shake hands Announce contestants club name Ask one or two questions (time dependant) Present certificate of participation Lead applause

54. May 24, 2003How to be a Contest Chair53 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

55. May 24, 2003How to be a Contest Chair54 Running a Contest Address any protests and inform the contestant(s) of the results Announce any time disqualification Dont identify who, just how many Announce the winners in reverse order Say a final thank-you and close the contest

56. May 24, 2003How to be a Contest Chair55 Running a Contest

57. May 24, 2003How to be a Contest Chair56 If you Know your role Know the rules Are prepared and fair You will be a SUCCESSFUL contest chair!

58. May 24, 2003How to be a Contest Chair57 Further Information Kathryns forms and scripts will be available on the Kennebecasis Toastmaster web site by June 15, 2003 www.kvtoastmasters.org Kathryns email: tm_kathryn@yahoo.catm_kathryn@yahoo.ca