D70 Contest Briefings
As at 2020 February 01
Table of Contents
Toastmasters International has many resources and video tutorials about Contests. All the following resources are also available in District 70’s G Drive under D70 Contest Information. For further information about each of the Contest Roles visit:
www.toastmasters.org > Resources menu > Speech Contests
WATCH > Video Tutorials on respective Contest Roles of [Overview and Roles]
This gives you a snapshot of what takes place during the contest.
To download individual items, go to Shop > Contests
Click on a respective ‘Form’ which is available for free as a digital file.
Contest ‘Kits’ for each respective contest are also available which bulk all required items of that particular contest into a single section or as a bulk/individual download.
Go to Shop > Contests > Speech Contest Kits and click on respective ‘Speech’: (only digital) International Speech Kit, Evaluation Speech Contest Kit, Table Topics Speech Contest Kit, Humorous Speech Contest Kit, Tall Tales Speech Contest Kit, Speech Contest Certificates.
THE most important resource is the Speech Contest Rulebook – please make sure to read the booklet, in particular the areas concerning your roles.
Two briefings take place prior to each contest: 1) Judges and 2) Contestants.
The Chief Judge briefs the Judges and the Contest Chair briefs Contestants. They may also delegate those tasks to qualified support staff.
BRIEFING DOCUMENTS OVERVIEW
The following briefing documents will give you a general guide on what is expected of you in your role as Contest Chair, MC, Toastmaster. Each has a script to prompt you on what to say at each briefing. There are key requirements to cover which is mentioned in the ‘scripts’:
CHIEF JUDGES
Use the Chief Judges Briefing to brief judges prior to a contest.
TIPS: [Continue to add tips here and edit the “As at [date]” so we know which is latest.
Ask judges to arrive one-hour prior (30 minutes for clubs OR some clubs like to do briefings during the contest so that everyone learns what it is like to be a judge)
Ask any judge if they are a live contestant or are intending to compete in that contest they are judging – if they are they cannot be a judge.
Email the judges their Judges Certificate of Eligibility-Ethics and ask them to sign and return it to you – ideally before the contest so you can have it ready; if not on the day. Have extra blank ones ready in case some forget to bring theirs.
Where available, “Reserve” your seating to get a good spot to have an unobstructed view of the contestants prior to the contest. [Do not sit next to another judge.]
JUDGES - ALL
All Contests have a “Contest Chair” who manages the overall contest, its venue, its arrangement and order appropriate supplies. Each Contest also has a “Contest Toastmaster” that goes on stage and acts as the MC of a Contest.
The following are briefings for the Contest Chairs and the Contest Toastmasters for each respective Contest (except for Tall Tales. All Districts must hold an International Contest plus a maximum three more if they choose. District 70 hosts the International (mandatory) plus the Humorous, Table Topics and Evaluation Contests.
CONTEST CHAIRS
The following briefings provide an overview of what each Contest Chair does prior to the Contest, on the day of the contest, a “briefing script” to brief all Contestants and SAAs prior to the start of the contest, during the contest, and at the end of the contest.
TIPS:
Ensure all contestants know if they compete, they CANNOT judge that contest at any level or other areas globally.
Check ´Speakers Eligibility’ to ensure all are financial members and the club they are representing has also paid that member’s dues to Toastmasters International or they will be disqualified.
Make sure to provide the speaking order to the Judges during their briefing prior to the contest to make it easier for them so they are not rushed during the contest.
Introduce the Counters to the Contest Judges so they know who to target to collect the ballots. DO NOT HOVER OVER JUDGES when they are marking their ballots.
Briefing generally takes place about an hour prior to the start of the contest; some clubs may choose to brief during the contest to help educate members.
Contestants to “Reserve” their seats prior to the contest so that they are able to get out and back to their chairs (avoid sitting next to contest officials).
Let the contestants know that during their interviews answers should be similar to Table Topics, to be kept short – not another long drawn out speech.
Let speakers know they must speak within the designated speaking area.
Same may ask their Contest Toastmaster to conduct the Contestant’s briefing. If so ensure they are given their respective briefing document prior to the contest.
Print an extra copy out in case someone needs it at the last minute.
It is okay for SAAs to alternate SAA roles with other SAAs, e.g. one to remain with contestants, another to be by the door to prompt the next contestant to enter the room, and another to escort the contestant to/from the stage.
If you have any questions or issues, contact the Chief Judge immediately. Know what the Chief Judges name and contact details are.
Pre-print all Participant Certificates with their names, contest, dates, and signed.
Pre-print Certificate placings with the Contest Name and Date – have the Calligrapher leave the room with the Judges to enter the names of those who won.
International Speech Contest Chair
This is the only Speech Contest held at Regional and International levels and the most highly acclaimed contest in Toastmasters.
It is one of the motivating and inspirational speech contestants.
District 70 celebrates its International Speech Contest over an Annual Gala Dinner on Saturday night during its Annual Conference.
Confirm the pronunciation of each contestant’s names.
DOWNLOAD District 70 International Speech Contest Chair Briefing.
Evaluation Speech Contest Chair
The Evaluation Speech Contest is one of the most educational speech contests. We all learn from the contestants how to make a speech even better.
Reiterate importance of using ONLY the official Evaluation Notes given to them to take notes. They can use as many as they like. No other notes will be allowed.
Give contestants clipboards if there is no writing surface to make it easier for them to take notes.
Humorous Speech Contest Chair
The Humorous Speech Contest is one of the most entertaining speech contests. We all love a good chuckle. But just because people laugh a lot does not make that contestant the finalist. The judges follow a criterion to pick the best contestant.
Table Topics Speech Contest Chair
The Table Topics Speech Contest reminds us all that even those are ‘mini’ speeches, that there is a structure to giving an impromptu response, in a concise way. It also has a purpose – to be informative, entertaining, inspirational…..
DOWNLOAD District 70 Table Topics Speech Contest Chair Briefing
CONTEST TOASTMASTERS
Contest Toastmasters of respective contests often perform other roles as the MC, Toastmaster for the Contest and Contest Chair. They do the Contest Briefing as well as the introductory rules at the beginning of each Contest.
TIPS:
It is important not to overshadow the Contestants – the Contest highlights the Contestant, not the Toastmaster.
Make sure to keep the contest moving forward, minimise disruptions and if you have a question, do not hesitate to ask the Chief Judge, therefore know where the Chief Judge is sits.
Keep introductions quick and simple – many want to get on with the contest and hear the contestants speak.
Every Toastmaster introduces speakers in the exact same way by providing a name, the speech title, repeats the speech title, then repeats the name at the end; for Table Topics, the Table Topics questions replaces the speech title; for Evaluation Contets, the speakers name is repeated twice.
Be presentable – Contestant take photos with the Contest Toastmaster at the end. It is their memory that they share with others. Dress professionally.
Make sure to confirm the pronunciation of each contestant’s name.
Sit in one place near the stage, do not wander. The Contestant may refer to the Toastmaster before, during or at the end of the speech and point to where him/her.
Greet the contestant with eye contact to lead them to the centre of the stage.
At the end of the speech, greet the contestant again on the stage and lead them off. Ensure those requiring assistance are given aid (e.g. difficulty walking down the stairs, visually impaired, etc.). Treat them with respect as they are leaving.
Give a moment between each speaker to help the audience reset and get ready for the next speech.
Do not have any preference in introducing speakers – make sure ALL speakers are introduced in the exact same way.
Keep interview questions simple – use one main one, and perhaps two pending time. The answers are not meant to be mini speeches but gives a slight insight into the speakers’ backgrounds.
At the end of the interviews, if the judges have not returned, go to a break and have the audience remain in their seats and talk amongst themselves. There is no need to have someone come up and give impromptu speeches, poetry readings, jokes, etc. Sometimes this can overshadow the contest if allowed to get out of hand or hold up the contest.
In the lead up to the contest, ask Contestants to send in their completed forms below. Have extra copies available on the day in case they forget or forms get lost.
Provide a copy of the Contestant Biographical Information as it has their contact details and hand it to the Chief Judge to prepare for the contest next level up.
DOWNLOAD the Certification of Eligibility and Originality (Item 1183)
DOWNLOAD the Contestant Biographical Information Sheets (Item 1189)
International Speech Contest Toastmaster
Evaluation Speech Contest Toastmaster
Further details are added to the Evaluation Speech Contest Toastmaster’s script.
The Toastmaster will give a simple introduction to invite a Test Speaker to speak [to be evaluated]. Make sure not to mention any details about the Test Speaker to influence evaluations. All that will be uncovered during the Test Speaker’s interview.
At the end of the Test Speech contestants are asked to leave the room and are given five minutes to prepare their notes, which are handed to the SAA at the end of five minutes and given back to them right before they take the stage.
Contestants can use as many of the official Evaluation Notes as they like, however are only limited to using those and no other notes.
DOWNLOAD the Evaluation Speech Contest Toastmaster Briefing and Script
DOWNLOAD the Evaluation Contestant Notes (Item 1177)
Humorous Speech Contest Toastmaster
Table Topics Contest Toastmaster
Make sure the question is simple (as contestants cannot remember long ones).
Make sure the pronunciation of the question is accurate (or contestants may answer it wrong). If unsure ask someone first. Keep the questions consistent (do not change it in any way).
Show the question to the Toastmaster and speak slowly and loudly so the contestant can hear as they approach the centre of the stage. Repeat the question when the contestant has reached the centre to be able to see the question and hear the Table Topics Toastmaster. Remove the question with you as you leave the stage; do not leave it on the lectern for viewing by the speaker.
DOWNLOAD the Table Topics Speech Contest Toastmaster Briefing and Script.
Toastmasters International has many resources and video tutorials about Contests. All the following resources are also available in District 70’s G Drive under D70 Contest Information. For further information about each of the Contest Roles visit:
www.toastmasters.org > Resources menu > Speech Contests
WATCH > Video Tutorials on respective Contest Roles of [Overview and Roles]
This gives you a snapshot of what takes place during the contest.
To download individual items, go to Shop > Contests > Additional Materials (View all)
Click on a respective ‘Form’ which is available for free as a digital file.
Contest ‘Kits’ for each respective contest are also available which bulk all required items of that particular contest into a single section or as a bulk/individual download.
Go to Shop > Contests > Speech Contest Kits and click on respective ‘Kits’: (Note it says “Out of Stock” as these are no longer available in print format, only digital.) International Speech Kit, Evaluation Speech Contest Kit, Table Topics Speech Contest Kit, Humorous Speech Contest Kit, Tall Tales Speech Contest Kit, Speech Contest Certificates
THE most important resource is the Speech Contest Rulebook – please make sure to read the booklet, in particular the areas concerning your roles.
Two briefings take place prior to each contest: 1) Judges and 2) Contestants.
The Chief Judge briefs the Judges and the Contest Chair briefs Contestants. They may also delegate those tasks to qualified support staff.
BRIEFING DOCUMENTS OVERVIEW
The following briefing documents will give you a general guide on what is expected of you in your role as Contest Chair, MC, Toastmaster. Each has a script to prompt you on what to say at each briefing. There are key requirements to cover which is mentioned in the ‘scripts’:
CHIEF JUDGES
Use the Chief Judges Briefing to brief judges prior to a contest.
TIPS: [Continue to add tips here and edit the “As at [date]” so we know which is latest.
Ask judges to arrive one-hour prior (30 minutes for clubs OR some clubs like to do briefings during the contest so that everyone learns what it is like to be a judge)
Ask any judge if they are a live contestant or are intending to compete in that contest they are judging – if they are they cannot be a judge.
Email the judges their Judges Certificate of Eligibility-Ethics and ask them to sign and return it to you – ideally before the contest so you can have it ready; if not on the day. Have extra blank ones ready in case some forget to bring theirs.
Where available, “Reserve” your seating to get a good spot to have an unobstructed view of the contestants prior to the contest. [Do not sit next to another judge.]
JUDGES - ALL
All Contests have a “Contest Chair” who manages the overall contest, its venue, its arrangement and order appropriate supplies. Each Contest also has a “Contest Toastmaster” that goes on stage and acts as the MC of a Contest.
The following are briefings for the Contest Chairs and the Contest Toastmasters for each respective Contest (except for Tall Tales. All Districts must hold an International Contest plus a maximum three more if they choose. District 70 hosts the International (mandatory) plus the Humorous, Table Topics and Evaluation Contests.
CONTEST CHAIRS
The following briefings provide an overview of what each Contest Chair does prior to the Contest, on the day of the contest, a “briefing script” to brief all Contestants and SAAs prior to the start of the contest, during the contest, and at the end of the contest.
TIPS:
Ensure all contestants know if they compete, they CANNOT judge that contest at any level or other areas globally.
Check ´Speakers Eligibility’ to ensure all are financial members and the club they are representing has also paid that member’s dues to Toastmasters International or they will be disqualified.
Make sure to provide the speaking order to the Judges during their briefing prior to the contest to make it easier for them so they are not rushed during the contest.
Introduce the Counters to the Contest Judges so they know who to target to collect the ballots. DO NOT HOVER OVER JUDGES when they are marking their ballots.
Briefing generally takes place about an hour prior to the start of the contest; some clubs may choose to brief during the contest to help educate members.
Contestants to “Reserve” their seats prior to the contest so that they are able to get out and back to their chairs (avoid sitting next to contest officials).
Let the contestants know that during their interviews answers should be similar to Table Topics, to be kept short – not another long drawn out speech.
Let speakers know they must speak within the designated speaking area.
Same may ask their Contest Toastmaster to conduct the Contestant’s briefing. If so ensure they are given their respective briefing document prior to the contest.
Print an extra copy out in case someone needs it at the last minute.
It is okay for SAAs to alternate SAA roles with other SAAs, e.g. one to remain with contestants, another to be by the door to prompt the next contestant to enter the room, and another to escort the contestant to/from the stage.
If you have any questions or issues, contact the Chief Judge immediately. Know what the Chief Judges name and contact details are.
Pre-print all Participant Certificates with their names, contest, dates, and signed.
Pre-print Certificate placings with the Contest Name and Date – have the Calligrapher leave the room with the Judges to enter the names of those who won.
International Speech Contest Chair
This is the only Speech Contest held at Regional and International levels and the most highly acclaimed contest in Toastmasters.
It is one of the motivating and inspirational speech contestants.
District 70 celebrates its International Speech Contest over an Annual Gala Dinner on Saturday night during its Annual Conference.
Confirm the pronunciation of each contestant’s names.
DOWNLOAD District 70 International Speech Contest Chair Briefing.
Evaluation Speech Contest Chair
The Evaluation Speech Contest is one of the most educational speech contests. We all learn from the contestants how to make a speech even better.
Reiterate importance of using ONLY the official Evaluation Notes given to them to take notes. They can use as many as they like. No other notes will be allowed.
Give contestants clipboards if there is no writing surface to make it easier for them to take notes.
Humorous Speech Contest Chair
The Humorous Speech Contest is one of the most entertaining speech contests. We all love a good chuckle. But just because people laugh a lot does not make that contestant the finalist. The judges follow a criterion to pick the best contestant.
Table Topics Speech Contest Chair
The Table Topics Speech Contest reminds us all that even those are ‘mini’ speeches, that there is a structure to giving an impromptu response, in a concise way. It also has a purpose – to be informative, entertaining, inspirational…..
DOWNLOAD District 70 Table Topics Speech Contest Chair Briefing
CONTEST TOASTMASTERS
Contest Toastmasters of respective contests often perform other roles as the MC, Toastmaster for the Contest and Contest Chair. They do the Contest Briefing as well as the introductory rules at the beginning of each Contest.
TIPS:
It is important not to overshadow the Contestants – the Contest highlights the Contestant, not the Toastmaster.
Make sure to keep the contest moving forward, minimise disruptions and if you have a question, do not hesitate to ask the Chief Judge, therefore know where the Chief Judge is sits.
Keep introductions quick and simple – many want to get on with the contest and hear the contestants speak.
Every Toastmaster introduces speakers in the exact same way by providing a name, the speech title, repeats the speech title, then repeats the name at the end; for Table Topics, the Table Topics questions replaces the speech title; for Evaluation Contets, the speakers name is repeated twice.
Be presentable – Contestant take photos with the Contest Toastmaster at the end. It is their memory that they share with others. Dress professionally.
Make sure to confirm the pronunciation of each contestant’s name.
Sit in one place near the stage, do not wander. The Contestant may refer to the Toastmaster before, during or at the end of the speech and point to where him/her.
Greet the contestant with eye contact to lead them to the centre of the stage.
At the end of the speech, greet the contestant again on the stage and lead them off. Ensure those requiring assistance are given aid (e.g. difficulty walking down the stairs, visually impaired, etc.). Treat them with respect as they are leaving.
Give a moment between each speaker to help the audience reset and get ready for the next speech.
Do not have any preference in introducing speakers – make sure ALL speakers are introduced in the exact same way.
Keep interview questions simple – use one main one, and perhaps two pending time. The answers are not meant to be mini speeches but gives a slight insight into the speakers’ backgrounds.
At the end of the interviews, if the judges have not returned, go to a break and have the audience remain in their seats and talk amongst themselves. There is no need to have someone come up and give impromptu speeches, poetry readings, jokes, etc. Sometimes this can overshadow the contest if allowed to get out of hand or hold up the contest.
In the lead up to the contest, ask Contestants to send in their completed forms below. Have extra copies available on the day in case they forget or forms get lost.
Provide a copy of the Contestant Biographical Information as it has their contact details and hand it to the Chief Judge to prepare for the contest next level up.
DOWNLOAD the Certification of Eligibility and Originality (Item 1183)
DOWNLOAD the Contestant Biographical Information Sheets (Item 1189)
International Speech Contest Toastmaster
Evaluation Speech Contest Toastmaster
Further details are added to the Evaluation Speech Contest Toastmaster’s script.
The Toastmaster will give a simple introduction to invite a Test Speaker to speak [to be evaluated]. Make sure not to mention any details about the Test Speaker to influence evaluations. All that will be uncovered during the Test Speaker’s interview.
At the end of the Test Speech contestants are asked to leave the room and are given five minutes to prepare their notes, which are handed to the SAA at the end of five minutes and given back to them right before they take the stage.
Contestants can use as many of the official Evaluation Notes as they like, however are only limited to using those and no other notes.
DOWNLOAD the Evaluation Speech Contest Toastmaster Briefing and Script
DOWNLOAD the Evaluation Contestant Notes (Item 1177)
Humorous Speech Contest Toastmaster
Table Topics Contest Toastmaster
Make sure the question is simple (as contestants cannot remember long ones).
Make sure the pronunciation of the question is accurate (or contestants may answer it wrong). If unsure ask someone first. Keep the questions consistent (do not change it in any way).
Show the question to the Toastmaster and speak slowly and loudly so the contestant can hear as they approach the centre of the stage. Repeat the question when the contestant has reached the centre to be able to see the question and hear the Table Topics Toastmaster. Remove the question with you as you leave the stage; do not leave it on the lectern for viewing by the speaker.
DOWNLOAD the Table Topics Speech Contest Toastmaster Briefing and Script.