Six Weeks to a Successful Club Contest

Jerry Barrett District 55 January 5, 2013

A guide for Contest Chairs

What is a Speech Contest?

January 5, 2013 Jerry Barrett 2

Similarities to a Club Meeting

•Call to Order by Presiding Officer•Optional Pledge and/or Invocation•Guest (dignitary) introductions•Introduce the Toastmaster•Toastmaster’s introductory remarks•Toastmaster returns control to PO•Announcements•Awards•Adjourn

Differences from a Club Meeting

•Normally two contests back to back•Preceded by Contestant and Contest Officials briefings•Toastmaster reads a script•Toastmaster instructs the audience•Contestants speak one after another•Silence after each speech to allow judges to mark ballots•Ballots and time sheets collected•Toastmaster interviews contestants•Ballots counted under Chief Judge supervision•Thank you’s to contest officials

What are the elementsof a Speech Contest?

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•Speeches/Speakers•Judging/Judges•Contest Control/Chief Judge•Timing/Timers•Ballots/Ballot Counting•Toastmaster/Emcee•Awards/Presentation/Awards Maker•Contestant Interviews•Certificates of Participation•Thank-yous for Contest Officials

•Room/Place•Time/Duration•Programs/Agenda•Room Control/Sergeants-at-Arms•Meeting Control/Presiding Officer•Refreshments/Refreshments Owner•Lots of Applause•Contest Team Lead/Project Management•Contest Notification/Promotion/Flier•Dignitaries•Audience!

January 5, 2013

The Master Plan

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Start of task SFinish of task FContinuation of task x

Legend

64 tasks

Schedule   Week Week Week Week Week Week   Week Task Owner -6 -5 -4 -3 -2 -1 0 +1Select Contest Chairman/Team Leader VP Education S F                        Obtain Budget approval from Club Officers Contest Chair S F                          Create To-do/checklist/timetable (use this as a guide) Contest Chair     SF                      Set date, time, and place. Hold contest in place of a regular meeting Contest Chair     SF                      Read documents on the Internet - http://tmd55.org/wp/contests/ Contest Chair     S F                    Select Chief Judge Contest Chair     S F                    Select Awards Owner Contest Chair     S F                    Select Refreshments Owner Contest Chair     S F                    Invite Toastmaster Dignitaries and Guests Contest Chair     S x x F                Order and receive contest materials from TI Contest Chair       S x x x F            Recruit and select judges. Network / trade with other clubs Chief Judge       S x x x F            Promote the club contest with enthusiasm and optimism Contest Chair       S x x x x x x x F      Create a draft agenda Contest Chair         SF                  Train Chief Judge if necessary, and review tasks and ownership Contest Chair         SF                  Meet with Chief Judge to review tasks and ownership Contest Chair         SF                  Select Toastmaster Contest Chair         S x F              Create a flier Contest Chair           SF                Meet with Awards owner to plan gifts, awards, and trophies Contest Chair           SF                Select Test Speaker (Evaluation Contest). Network with other clubs Contest Chair           S F              Select Sergeants-at-Arms Contest Chair           S F              Select Ballot Counters Chief Judge           S F              Select Timers Chief Judge           S F              Confirm judge eligibility. Find new judges as needed Chief Judge           S x x F            Confirm contestant eligibility with TI Contest Chair             S x F          Order blank certificates Awards Owner             S x F          Order and receive or make trophies and gifts Awards Owner             S x x F        Notify Contestants of Contest details; send rulebook and forms Contest Chair               SF            Notify Contest Officials of Contest details Chief Judge               SF              Plan the Contestant briefing (use on-line script) Contest Chair                 S F        Plan the Chief Judge briefing (use on-line script) Chief Judge                 S F        Meet with the Refreshmens owner to plan the refreshments Contest Chair                 S F        Train judges if necessary Chief Judge                 S x F      Personalize on-line Toastmaster Script Toastmaster                 S x F      Organize forms and awards into folders by person Contest Chair                   S F      Create/print/copy Agenda/Program document Contest Chair                   S F      Personalize certificates Awards Owner                   S F      Plan for miscellaneous items (e.g. stop watches). See the list Contest Chair                   S F      Reminder to Contestants Contest Chair                   SF   SF    Reminder to Contest Officials Chief Judge                   SF   SF      

Purchase and bring refreshmentsRefreshments Owner                     S x F    

Prepare for your role as presiding officer Contest Chair                       SF    Brief the tie-breaking judge Chief Judge                       SF      Bring materials - folders, forms, etc. to the contest Contest Chair                         SF    Show up 45 minutes early. Set up the room Contest Chair                         SF    Find replacements if necessary Contest Chair                         SF    Provide speaking area to the Chief Judge Contest Chair                         SF    Conduct Chief Judge Briefing Chief Judge                         SF    Conduct Contestant Briefing Contest Chair                         SF    Provide Eligibility and Originality forms to the Chief Judge Contest Chair                         SF    Call meeting to order, pledge and invocation, guest introductions Contest Chair                         SF    Introduce Toastmaster Contest Chair                         SF    Make mandatory announcements Toastmaster                         SF    Introduce Contestants, call for silence after speeches Toastmaster                         SF    Interview Contestants Toastmaster                         SF    Pick up Time Record Sheets, Oversee ballot counting Chief Judge                         SF    Handle Eligibility protests Contest Chair                         SF    Handle Originality protests Chief Judge                         SF    Fill out Notification of Winners forms, noting disqualification types Chief Judge                         SF    Make announcements, thank yous, announce awards, adjourn Contest Chair                         SF    Submit Contest results and contestant forms to Area Contest Owner Contest Chair                         SF F  

Have a team member fill out Project #10 evaluation in your CL manual Contest Chair                         S x FWrite Thank-Yous to your team Contest Chair                         S FWrite Thank-Yous to contest officials Chief Judge                         S FCelebrate having a well planned, organized, and executed contest! Contest Chair                             SF

January 5, 2013

Week – 6

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Start of task SFinish of task FContinuation of task x

Legend

Schedule   Week Task Owner -6Select Contest Chair VP Education S FObtain Budget approval from Club Officers Contest Chair S F

January 5, 2013

Week – 5

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Start of task SFinish of task FContinuation of task x

Legend

Schedule   Week

Task Owner -5Create To-do/checklist/timetable (use this as a guide) Contest Chair SF  Set date, time, and place. Hold contest in place of a regular meeting Contest Chair SF  Read documents on the Internet - http://tmd55.org/wp/contests/ Contest Chair S FSelect Chief Judge Contest Chair S FSelect Awards Owner Contest Chair S FSelect Refreshments Owner Contest Chair S FInvite Toastmaster Dignitaries and Guests Contest Chair S xOrder and receive contest materials from TI Contest Chair   SRecruit and select judges. Network / trade with other clubs Chief Judge   SPromote the club contest with enthusiasm and optimism Contest Chair   S

January 5, 2013

Week – 4

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Schedule   Week Task Owner -4Invite Toastmaster Dignitaries and Guests Contest Chair x FOrder and receive contest materials from TI Contest Chair x xRecruit and select judges. Network / trade with other clubs Chief Judge x xPromote the club contest with enthusiasm and optimism Contest Chair x xCreate a draft agenda Contest Chair SF  Train Chief Judge if necessary, and review tasks and ownership Contest Chair SF  Meet with Chief Judge to review tasks and ownership Contest Chair SF  Select Toastmaster Contest Chair S xCreate a flier Contest Chair   SFMeet with Awards owner to plan gifts, awards, and trophies Contest Chair   SFSelect Test Speaker (Evaluation Contest). Network with other clubs Contest Chair   SSelect Sergeants-at-Arms Contest Chair   SSelect Ballot Counters Chief Judge   SSelect Timers Chief Judge   SConfirm judge eligibility. Find new judges as needed Chief Judge   S

January 5, 2013

Week – 3

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Schedule   Week Task Owner -3Order and receive contest materials from TI Contest Chair x FRecruit and select judges. Network / trade with other clubs Chief Judge x FPromote the club contest with enthusiasm and optimism Contest Chair x xSelect Toastmaster Contest Chair F  Select Test Speaker (Evaluation Contest). Network with other clubs Contest Chair F  Select Sergeants-at-Arms Contest Chair F  Select Ballot Counters Chief Judge F  Select Timers Chief Judge F  Confirm judge eligibility. Find new judges as needed Chief Judge x xConfirm contestant eligibility with TI Contest Chair S xOrder blank certificates Awards Owner S xOrder and receive or make trophies and gifts Awards Owner S xNotify Contestants of Contest details; send rulebook and forms Contest Chair   SFNotify Contest Officials of Contest details Chief Judge   SF

January 5, 2013

Week – 2

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Schedule   Week Task Owner -2Promote the club contest with enthusiasm and optimism Contest Chair x xConfirm judge eligibility. Find new judges as needed Chief Judge F  Confirm contestant eligibility with TI Contest Chair F  Order blank certificates Awards Owner F  Order and receive or make trophies and gifts Awards Owner x FPlan the Contestant briefing (use on-line script) Contest Chair S FPlan the Chief Judge briefing (use on-line script) Chief Judge S FMeet with the Refreshments owner to plan the refreshments Contest Chair S FTrain judges if necessary Chief Judge S xPersonalize on-line Toastmaster Script Toastmaster S xOrganize forms and awards into folders by person Contest Chair   SCreate/print/copy Agenda/Program document Contest Chair   SPersonalize certificates Awards Owner   SPlan for miscellaneous items (e.g. stop watches). See the list Contest Chair   SReminder to Contestants Contest Chair   SFReminder to Contest Officials Chief Judge   SF

January 5, 2013

Week – 1

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Schedule   Week

Task Owner -1Promote the club contest with enthusiasm and optimism Contest Chair x FTrain judges if necessary Chief Judge F  Personalize on-line Toastmaster Script Toastmaster F  Organize forms and awards into folders by person Contest Chair F  Create/print/copy Agenda/Program document Contest Chair F  Personalize certificates Awards Owner F  Plan for miscellaneous items (e.g. stop watches). See the list Contest Chair F  Reminder to Contestants Contest Chair   SFReminder to Contest Officials Chief Judge   SFPurchase and bring refreshments Refresh Owner S xPrepare for your role as presiding officer Contest Chair   SFBrief the tie-breaking judge Chief Judge   SF

January 5, 2013

Contest Day!

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Schedule  Task OwnerPurchase and bring refreshments Refresh OwnerBring materials - folders, forms, etc. to the contest Contest ChairShow up 45 minutes early. Set up the room Contest ChairFind replacements if necessary Contest ChairProvide speaking area to the Chief Judge Contest ChairConduct Chief Judge Briefing Chief JudgeConduct Contestant Briefing Contest ChairProvide Eligibility and Originality forms to the Chief Judge Contest ChairCall meeting to order, pledge and invocation, guest introductions Contest ChairIntroduce Toastmaster Contest ChairMake mandatory announcements ToastmasterIntroduce Contestants, call for silence after speeches ToastmasterInterview Contestants ToastmasterPick up Time Record Sheets, Oversee ballot counting Chief JudgeHandle Eligibility protests Contest ChairHandle Originality protests Chief JudgeFill out Notification of Winners forms, noting disqualification types Chief JudgeMake announcements, thank you’s, announce awards, adjourn Contest ChairJanuary 5, 2013

After the Contest(within 7 days)

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Schedule  Task OwnerSubmit Contest results and contestant forms to Area Contest Owner Contest ChairHave a team member fill out Project #10 evaluation in your CL manual Contest ChairWrite Thank-You’s to your team Contest ChairWrite Thank-You’s to contest officials Chief JudgeCelebrate having a well planned, organized, and executed contest! Contest Chair

January 5, 2013

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Speech Contest PlanningAttitudes and AffirmationsHave total confidence in yourself to pull this off.Commit to and envision a successful contest.Stay focused and organized.Meet with team membersRe-confirm assignments and completionsOver-communicate and be certain.Be unwilling to compromise. Be consistent and

firm. Be flexible with one week left to go.

January 5, 2013

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Speech Contest PlanningFinal Thoughts

Start early!Create and follow checklists.Use and become familiar with the documents

on the District website (http://tmd55.org/wp/contests/).Network with other clubs to find judges.Promote the contest to your club at every club

meeting prior to the contest.Give your team weekly updates on how the

contest planning is going. Let them help you.If all else fails, contact me. I’ll be glad to be one

of your mentors. jerrytex@swbell.net

January 5, 2013

Speech Contest Planning

Toastmasters International

Jerry Barrett District 55

This presentation and the handouts will be availablefrom the District 55 website (tmd55.org) in the future

January 5, 2013