Preparation for Speech Contest Contest Chair 2016 2017

Preparation for Speech Contest – Contest Chair 2016 -2017 Contest Training

CONTEST TEAM One Contest Chair (+One Toastmaster) One Chief Judge Many Contestants Two or more Sergeant-at-Arms Five (or more) Judges for an Area Contest Seven (or more) Judges for a Division Contest One Tie-breaker Judge Two Timers Three Ballot Counters One Food Chair plus assistants One Registration Chair plus assistant One Opportunity Drawing Chair plus assistants Two or more emergency volunteers

SPEECH CONTEST VENUE SELECTION (1) Club Contests – Usually same as club meeting venue Area Contests – Desire: free venue for 45 -60 people - theatre style Division Contests – Desire: free venue for 75 -125 - theatre style Must Haves: -Indoor secluded, quiet room for speakers and expected guests; no interruptions -Speaking area ample and well lit -Tables for: -Awards; registration near entrance; timers; opportunity drawing prizes -Ample, nearby parking -Refreshments area - served and consumed -Private area for the Chief Judge and Ballot Counters -Air conditioning / heating (Continued)

SPEECH CONTEST VENUE SELECTION (2) Must Haves: (continued) - Accessible by non-US citizens - Alert Security IN ADVANCE that a contest is being held - Confirm Opportunity Drawing can be held - Confirm Registration fees can be charged - Ample lighting, particularly in speaking area Finding a Venue for an Area/Division Contest: - Identify 1 -3 potential dates for your contest - Contact your Area and Division Clubs and their members to search for venues - Ask Past District Officers - Contact local libraries, community centers, senior centers, churches, schools, colleges, businesses, city and county offices, residential centers, hospitals, and restaurants (Continued)

SPEECH CONTEST VENUE SELECTION (3) Lessons Learned: - Ask about any facility restrictions for non-US citizens, service dogs, admission fees, opportunity drawings, other restrictions – plan accordingly before scheduling / advertising - If possible, Do NOT schedule contest at the same time as another contest - If contests are held on the same location on same day, stagger by 2 hours to allow attendees to migrate between contests -Only Combine two or more Area Contests and share resources on Saturdays and Sundays (Sunday can be a problem for many) -Do not combine Area Contests on weeknight -Do not schedule contests on a religious holiday -Ensure your venue will allow food to be served (Continued)

SPEECH CONTEST VENUE SELECTION (4) Lessons Learned (2): -Create flier & publicize contest venue, date, and time frequently -Include venue map & address on flier -Verify that the D 5 Calendar has the correct venue, date, time, & other important information -Ensure time for set-up and cleanup at the venue (put on flyer) -Visit venue before contest on same weekday and time of the day to assess conditions -Arrange lectern and a flag

**Before the Contest** Who are your functionaries? Contest Chair Name Contest Toastmaster Completed 6 projects in the CC Manual Signed Eligibility and Code of Ethics Form Judge Names Club(s) they are a member of 1 2 3 4 5 6 7 TB Ballot Counter Names 1 2 3

Timer Names 1 2 Sergeant At Arms 1 2 Are the names different for each function? Obtain contestant names at least 48 hours prior to contest Has the District Judge Chair verified the contestants are eligible to compete? Have you received completed Eligibility and Originality forms from the contestants? Do you have a folder created for Judges, Ballot Counters, and Timers? Do you have envelopes to go in the Judge and Timer folders? Do the folders contain the required form/paperwork? Do you have a folder created for Notification of Winners? Do you have cards numbering 1 -9? Do you have Timing Cards/lights? Do you have 2 Timing devices? Do you have tape to mark out the speaking area (depends on the venue)? Did you send out a reminder email of the date, location, and time of briefing 48 hours before the contest?

**During the Contest** Did you bring you’re the items from your "Before the Contest" checklist? Do you have written permission from every contestant who wishes to be recorded? Do you have a video release form from every contestant if the entire contest is being recorded? Coordinate with the Toastmaster on the speaking area, contestant briefing, and speaking order. Coordinate with the Contest Chair as to where the ballots will be counted. Perform the functionary briefing, this includes the Sergeant At Arms. Perform audience briefing. Prepare Contest Results Announcement Form **After the Contest** Complete the Notification of Winners and send to the District Judging Chair Collect the Bio Information Form and send to the District Judging Chair Gather your supplies and pat yourself on the back for a job well done!

Add Set-up Time

Add Set-up Time

TYPICAL CONTEST EXPENSES (1) The Contest Chair establishes contest budge; and communicates budget to everyone involved; sets budget for Food Chair & Decorating Chair. Awards (Medallions, plaques, or trophies) – The District Director will provide the estimate for the awards Printing of materials – Ideally, find a volunteer who will print the contest materials freeof-charge. If not possible, keep the cost of printing materials to $20 or less. The items that may need to be printed: - Contestant and Participant Certificates – most certificates available from the District Program Quality Director 1 st/2 nd/3 rd Place certificates – available in the Contest Packet from TI Fliers – electronic fliers are preferred over paper fliers Contest Programs – pint double-sided; B&W if you must pay Opportunity Drawing signs – 4 -5 needed Venue, If required, - verify additional charges for Security, cleaning, running overtime.

TYPICAL CONTEST EXPENSES (2) Food Keep purchases to a minimum - Food - $5 person or less - Ask utensils, paper plates, and napkins (buy if needed) - Ask for volunteers to bring finger foods, case of water (2 ea. 16 oz. person) - Decorations Ask volunteers for theme-related decorations - If you must pay for a venue, verify if there any additional charges for Security, for extending past anticipated contest hours, and for cleaning TYPICAL CONTEST REVENUE Admission for everyone except contestants $5 -$10 is typical for Area Contests $10 -$15 is typical for Division Contests Opportunity Drawing Sales $1 for one ticket $5 for seven tickets $10 for fifteen tickets $20 forty tickets

WHAT DOES A REGISTRAR DO? (1) Registrar, must arrive early - set up before contestants, audience members, etc. arrive. Everyone to sign in &, except for contestants, pay admission. (Write Checks to District 5 Toastmasters). Provide each guest a program & other designated information. Ask each guest if they are a dignitary and, if so, to sign in on the dignitary sheet as well. Provide the Dignitary List to the Contest Chair before the start of the contest. Remain at the registration desk until ~ 20 minutes after contest start. Then give the cash box to a contest chair. Enjoy the rest of the contest. This may vary with event. Consult contest chair.

WHAT DOES A REGISTRAR DO? (2) Assist opportunity drawing chair. - Have ticket prices displayed & tickets available. (Winners must be present. ) If there are multiple contests at same location on the same day, consult contest chair concerning policy for charging for later contests. Items Provided: A copy of these instructions Cash box with change Sign in sheets for all attendees Sign in sheets for dignitaries Rolls of opportunity drawing tickets Other - List as needed

OPPORTUNITY DRAWING (1) Select Opportunity Drawing Chair & 1 -2 assistants Ask each club in the Area or Division for donation for Opportunity Drawing Target 20 prizes maximum -Group prizes if necessary to limit number of prizes -Caution: Too many prizes drag out the event! Purchase items for the Opportunity Drawing are a donation - not an expense Decide on pricing: $1 / 1 ticket; $5 / 7 tickets; $10 / 15 tickets; $20 / 40 tickets Decide if any free tickets will be given to contest guests or participants Acquire the needed supplies: Brown Paper Bags Big Back Marker to write item description on bag Raffle Tickets with Keep and Drop Halves Multiple signs that state the price of the tickets

WHAT DOES AN OPPORTUNITY DRAWING CHAIR DO? (1) Arrive early, with assistants, to set up Opportunity Drawing prize table. Remain at the table prior to the contest to sell tickets. IMPORTANT: Ask those who buy tickets to write their names on the tickets to assist in a rapid distribution of prizes at the end of the meeting! A rapid distribution of prizes at the end of the meeting is ESSENTIAL to a fast fun event. Just before the break you’ll announce some of the major prizes and encourage attendees to see you during the break to purchase tickets. Do not give away any prizes during this time. Determine with the contest chair, prior to the event, the final time for selling tickets. At the designated time, close the sales of tickets, hand all money to the contest organizer.

WHAT DOES AN OPPORTUNITY DRAWING CHAIR DO? (2) After contest sales are closed, announce (LAST CALL) to be deposit tickets. After last call for tickets, select the winning ticket from each bag and tape it to the item. If possible, group prizes by winning names as this helps speed up the event. At the end of the meeting, announce to the audience that the winning tickets have already been selected and then pick up each item and announce the winning name (or number if there is no name). (Alternate: Invite guests to check bags to see if they won. ) Use volunteers to quickly deliver the prizes! CAUTION: Too many prizes, slowly drawn and delivered - drag out event. Save the best prizes for last, when possible. Note: It is okay for you to purchase tickets.

REFRESHMENTS Food Chair &1 -2 assistants Plenty of water – never too much water – 16. 9 oz bottles best Time of day helps decide food choices Morning – fruit, yogurt, bagels, pastries, hard-boiled eggs, coffee Mid-day – protein bars, chips, popcorn, cold sandwiches, sodas, cookies Evening Contests – pizza, hot sandwiches, side salads, sodas, desserts, coffee Weeknight evening contest more substantial food possibly needed For multiple contests more substantial food probably needed Consider pot luck; ask guests to bring a food item Consider vegetarian, vegan, gluten-free, lactose intolerant, soy-free, & low-carb diets Enough plates, napkins, utensils, serving dishes, utensils, cups, & condiments for coffee

AWARDS AND RECOGNITION Decide on source of certificates Identify source of contest trophies or plaques Who brings trophies / plaques to the contest? Prepare your certificates in advance Type the contestant and participant names Ensure all contest participants (the team) has a certificate Sign the certificates Bring blank certificates to contest for last minute replacements Provide Judges’ certificates to the Chief Judge Provide Contestant & Participant certificates to whoever will be handling the awards part of the contest program Display trophies / plaques visible on table

CONTESTANT ELIGIBILITY TO DO LIST Area Contests: • Contact Club Presidents to get the names and contact information for the club contest winners • Verify that the club contestants are eligible – Check with D 5 active member list • Ask each club contestant to complete and send the Speaker Certification and Bio forms to you at least one week prior to the Area Contest Division Contest: • Same as above except Area Director provides Certification & Bio forms for winners of Area contests

CONTESTANT ELIGIBILITY • Be a member in good standing of the club, area, division, and district in which he/she is competing (i. e. dues must be current) • The club in which he/she is a member must be in good standing (i. e. dues are paid for at least 8 members) • Maintain eligibility at all levels of any contest (i. e. dues must remain current as long as the contestant is competing) • Toastmasters who are members of more than one club and meet the eligibility requirements may compete in each club contest in which membership in good standing is held • No contestant can compete in more than one area speech contest of a given type, even if the areas are in different divisions or districts • Each contestant must be present to compete

INTERNATIONAL SPEECH CONTEST ELIGIBILITY • For the International Speech Contest, the contestant must have completed at least 6 speeches in the Competent Communicator Manual before competing in the club contest • A charter member of a club that chartered less than one year before the club contest is permitted to compete in the International Speech Contest without having completed the 6 speeches in the Competent Communicator Manual • Previous winners of the World Championship of Public Speaking are ineligible to compete at any level • Should a contestant win more than one club International Speech Contest, they can only represent one club at the area level

INELIGIBLE TO COMPETE IN CONTESTS • Chief Judge, voting judge, or tie-breaking judge beyond the club level for a contest in which the contestant is still competing or intends to compete • Contest Chairs, Chief Judges, voting judges, tie-breaking judges, timers, ballot counters, SAAs, and test speakers in the contest for which they are serving • Incumbent International Officers and Directors and candidates, Region Advisors and applicants • District Officers whose terms end June 30, 2017 (District Director, Program Quality Director, Club Growth Director, Administration Manager, Finance Manager, Public Relations Manager, Division & Area Directors, Immediate Past District Director) • District Office Candidates for terms ending June 30, 2017 • Education sessions presenters at contest event