Contest Roles

There are various roles in a contest. The following are key roles but the Contest Chair may add more for support.

CONTESTANTS

• Must have contestants to have a contest (For eligibility see Rulebook)

• Each Club in an Area, Division, District, Region is to provide a contestant

• Complete relevant forms and notifies any needs and use of props, and confirms pronunciation of name and speech title.

• Must be a financial member of a Toastmasters Club and the Club must be an active and eligible Club in the District.

• Contestants are not to be charged a fee to enter the contest.

CONTEST CHAIR

• Overall Contest Organiser (organises venue, supplies, roles)

• Prepares the runsheet and ensures all printed items and supplies are available on the day.

CHIEF JUDGE

• Overarching official - the go to person for rules

• Appoints Judges as per Rulebook and Tie Breaker Judge (Judges are anonymous)

• Conducts Judges, Counters and Timers Briefings

• Sends Judges their appropriate forms to have ready in the lead up to or on the day of the Contest.

• Confirms speakers' eligibility (Login to the Toastmasters Webiste, got o Leadership Central, then click on the dropdown menu "Eligibility Assistant". Enter the last name of the Contestant and their Membershi number.)

JUDGES & TIE BREAKER JUDGE

• See eligibility as per Rulebook and Review the Rules and Ballot Forms.

• Judges must maintain confidentiality.

• Judges must not provide advice to any contestant

• Sign appropriate forms (ensure to sign the bottom of all relevant ballot forms and Judge's Certification of Eligibility and Code of Ethics).

• Sit close to the stage area so that you will not be obstructed from view and able to hear the speaker. Note the speaking area.

TIMERS

• See eligibility as per Rulebook

• Checks timing lights and ensures there are backup timing lights.

• Maintains confidentiality

• Hands Timing to Chief Judge ONLY - not to let anyone else know timing details (these are confidential).

BALLOT COUNTERS

• See eligibility as per Rulebook

• Do not hover over judges (keep a respectable distance) and patiently wait for the signal from judges to collect ballots.

• Maintain confidentiality.

SERGEANT AT ARMs

• See eligibility as per Rulebook

• Several type of SAAs may be required depending on contests; e.g. Evaluation Contests require a SAA to monitor the breakout room where Evaluators wait until their turn comes up to participate in the contest, another waits in the main room to help direct contestants to the stage, and another may move between the two notifying the contestants to enter the main room. Ideally rotate the SAAs so they can experience the contest taking place in the main room.

CONTEST TOASTMASTERS

• May act as Contest Chair

• Utilise script to ensure appropriate proceedings take place.

• Help brief the Contestants and Contest staff prior to the Contest.

• Make sure to know the pronuciation of names and titles.

• Sit close to the stage area in the same spot, so that contestants and staff can identify and refer to you where needed.

WELCOME

• Official Welcome Address usually presented by Host Club VPE or Club Sponsor/Venue Host.

• Use appropriate order to introduce District Delegates (Current officials from the highest ranked, past officials from the highest ranked. State the Role > Education Level > Name, e.g. District Director Distinguished Toastmaster Kay Wood.)

VOTE OF THANKS

• A vote of thanks provided by President of Host Club or representative.

• Thanks all roles involved and Contest Chair; (Judges are anonymous, therefore do not state who they are.)

SOUND OFFICIAL(S) (Where applicable)

• Division and above levels use sound equipment during face-to-face contests.

• Ensure both male and female sound staff are available to interact with contestants.

• Check with venue on what audio/visual equipment is available

• Conducts appropriate briefings with each contestant (e.g. when to come to the sound station to be fitted with the microphone, how to use the microphone, and how to return the microphone after the speech).

• Arrives 2-3 hours before the contest to test sound & conduct briefings

RAFFLE MASTER (Where applicable)

• For those that have a raffle master ensure the raffle goes quickly and keep prizes to minimum with quality prizes

• May bulk/staple sets to make purchases go quicker & keep petty cash handy

• Keep announcements to a minimum.

• Some make these fun by placing raffles on a T-shirt. Opportunity to be creative.

REGISTRATION (Where applicable)

FACE-TO-FACE CONTESTS

• Have more than one person at the Registration Desk; at least one from Host Club who knows venue.

• Keep petty cash handy if collecting registration fees at the door and arriive early to register the early birds.

• Ensure appropriate signage is up, forms, and stationary/pens.

ONLINE CONTESTS

• Manage the online security and be prepared to block those that act inappropriately from entering the contest.

• Where there is a 'waiting room' in Zoom, place appropriate messages up in the waiting room with appropriate house-keeping messages (mute self and turn off video, no screen shots, videos or photography is to be taken).

FINANCE

• Host Club is responsible for Finances, except at District levels.

• Consult with fellow clubs, areas, divisions, and district to follow appropriate protocols on financial management.

• At District level contests, budgets are to be submitted 28 days prior to the contest; and actuals within 30 days post event; some places require reconciliation for funding. Submit these to the Contest Budget Officer or Program Quality Director.

MAIN CONTACT (Website, Email, Phones)

• Identify who the main contact will be for enquiries to be placed on website with email address and phone number.

• Ensure permission is sought from the individual whose contact will be publicly available.

HOST CLUB

• Ensure the Host Club is consulted throughout the process and recognised during the Contest.

HOST VENUE

• Ensure host venue is recognised and appropriate protocols are followed for setup, during event and clean up.

• Invite a representative from a sponsored venue to attend the event and receive a Certificate/Award for recognition.

• Choose a venue that is accessible, where there is easy parking and walking distance to public transport.

CATERING

• Catering to be kept to minimum to reduce costs; objective is to have as many attend without financial constraints.

• Minimum required is water (in particular contestants and Toastmasters)

• Where catering is available, ensure timing is appropriate and access is quick and seamless (avoid waiting in long cues).

• Consider dietary requirements and food allergies.

SPONSORS

• Recognise appropriate sponsors and VIPs, where applicable to involve in presentations and showcase banners/logos.

OFFICIALS

• Officials will be present at Contests who may include: Club Presidents, Area and Division Directors, District and International Officials.

• Make sure to recognise them with their Title, Name and Education Award in the order of current officials from International through to Clubs, then past District Officials from International in order of hierarchy.

NEXT LEVEL PR

• Officials promoting the next level contest are invited to promote their contest at the end; e.g. Area Director for their Contest at the end of a Club contest; Division Director at the end of an Area Contest, and District Annual Conference Chair at the end of a Division Contest. Allow room in program for such programs and special announcements to be made by those Officials.

CANDIDATE SHOWCASE

• At Division level contests, there is a candidate showcase right before the break to introduce all District Candidates for the next year led by the District Leadership Committee Chair.

• These take place right before the break to allow networking during the break for questions and answers.

• A Candidate Showcase Table is placed right outside the door only to place flyers and promotional material about candidates and events during face to face contests.

• A Candidate Showcase PowerPoint, Interview, or Panel Discussion may take place during on online contest.

PRINTER

• Appoint someone to take charge of all the printed materials: Forms, Certificates, Signs, Briefing documents, Programme and Flyers for face-to-face contests.

• For online contests, appoint someone to ensure all electronic forms, Certificates, Signs, Background images, Briefing Documents, Programme and Flyers are developed, reviewed and sent to the appropriate individuals.

FLYERS

• Appoint someone to create and distribute Flyers to other Clubs, Areas, etc. Canva.com is a great online design resource available to create professional looking flyers for free.

• Area Directors often bring hard copy or electronic flyers (pending contest format) to promote contests during Club Visits; Division Directors often bring flyers during Area Contests and Club Visits; District Annual Conference Chair brings flyers to the Division Contests and functions.

PROGRAMME

• Appoint someone to create the Contest Programme and ensure enough copies are printed and distributed on the day.

• Send the Contestants, Chief Judge, and Contest Officials a copy of the Programme prior to the contest.

• Review the sample templates available on this site.