Check List For Contest Chair

*Following text is from 1171 Speech Contest Rule Book p.22-24

Contest Chair's role

As contest chair, you must plan the contest budget, make room and audio arrangements, conduct a pre- and post-contest publicity program, and see that all bills for the event are promptly paid. You must make sure each speaker is eligible to compete and is familiar with the contest rules, that audiovisual equipment is working, that the chief judge, voting judges, timers, and counters are briefed on their duties, that ballots are counted carefully, and that awards are presented to the winners in a ceremony that will make them proud.

Although you may have a committee to help you with these tasks, it is still your responsibility to make sure they are done.

Preparation

1. Determine the budget for the contest, remembering that contest income and expenses should break even. Allow for such expenses as awards, contest material, deposits, meals, printing, postage, etc.

Note: If there is an entry fee to attend the contest, that fee must be waived for contes- tants. Contestants cannot be charged a fee to compete.

2. Select a place and time for the speech contest and coordinate the selection with the proper Toastmasters officer.

3. Determine the agenda for the contest.

4. Arrange for the supplies and services required for the event.

5. Order certificates of participation for all contest speakers, and order trophies from World Headquarters for the winners.

Note: It is a trademark violation to put the Toastmasters logo, or the words “Toastmasters” or “Toastmasters International,” on speech contest awards not purchased from World Headquarters.

6. Toastmasters International speech contest materials are available for free download at www.toastmasters.org:

◗ Speaker’s Certification of Eligibility and Originality (Item 1183)

◗ Speech Contest Time Record Sheet and Instructions for Timers (Item 1175)

◗ Judge’s Guide and Ballot

◗ Judge’s Certification of Eligibility and Code of Ethics (Item 1170)

◗ Counter’s Tally Sheet (Item 1176)

◗ Tiebreaking Judge’s Guide and Ballot

◗ Speech Contestant Profile (Item 1189)

◗ Results Form (Item 1168)

7. Select the chief judge. See the Eligibility section in this rulebook for eligibility requirements for a chief judge.

8. Appoint any supporting roles needed for the contest including Sergeant at Arms, test speaker, or other roles.

A. Meet with members serving in supporting roles and brief them on their responsibilities.

9. Notify the contest officials of the time and place of the contest and pre-contest briefings. (Allow ample time, e.g., two weeks, for club contest.)

10. Notify the contestants of the time and place of the contest and pre-contest briefing two (2) to six (6) weeks before the contest. Provide an information packet to each contestant at this time. The packet consists of:

◗ Speech Contest Rulebook (Item 1171)

◗ Speech Contestant Profile (Item 1189)

◗ Speaker’s Certification of Eligibility and Originality (Item 1183)

11. Promote the contest in your community by sending news releases to the media.

12. Ensure that each contestant is eligible under the contest rules before the contest, and notify contestants of disqualification if necessary. To check contestants’ eligibility:

◗ Verify membership status: Club officers and District leaders can use the Eligibility Assistant available in Leadership Central of www.toastmasters.org to determine if a contestant is a paid member of a paid club, or a current District leader.

◗ Verify education: If the member is competing in the International Speech Contest, confirm that they have completed Levels 1 and 2 of any path in the Toastmasters Pathways learning experience or earned a Distinguished Toastmaster award.

Contact the Speech Contests team at World Headquarters by email at speechcontests@toastmasters.org.

Contestants’ Briefing

1. Verify the presence of all contestants and pronunciation of their names.

Note: You also will conduct a brief informal interview with each contestant after all ballots are collected.

2. Review the speech contest rules with speakers.

3. Review Speaker’s Certification of Eligibility and Originality (Item 1183). Remind contest- ants that by signing this form they certify that they have read and understand the rules regarding eligibility and originality.

4. Review timing protocol with speakers.

5. Acquaint contestants with the exact speaking area, such as lectern, tables, lighting, microphone, etc. All contestants must have the opportunity to test any amplifying equipment before the contest.

6. Draw for speaking positions.

During the Contest

1. Open the contest with a brief introduction. Inform the audience:

◗ The rules have been reviewed with the chief judge and contestants.

◗ The contestants have been informed of the location of the timing lights.

◗ The taking of photographs during the speeches is not permitted.

◗ Each contestant selects their own speech topics. Some of the content may be personal in nature and contain language, ideas, or beliefs that some audiences may consider sensitive.

2. Introduce each contest speaker. Do not make preliminary remarks about any speaker or the subject of their speech, or mention the name or location of the speaker’s club or place of residence. Introduce each contestant slowly and clearly.

3. Upon completion of the speeches, ask voting judges and the tiebreaking judge to complete their ballots. At this time, the counters will collect the voting judges’ ballots and the chief judge will collect and verify the Time Record Sheets from timers, as well as the tiebreaking judge’s ballot. When all ballots and Time Record Sheets have been collected, the chief judge and ballot counters will proceed to the ballot counting room.

◗ All ballots, Counter’s Tally Sheet forms, and Time Record Sheets are considered confidential.

◗ Give all forms to the chief judge for disposal.

◗ Keep a list showing placement of all contestants in case the winner or alternate cannot compete at the next level.

4. While the ballot counters are counting the ballots, the contest chair will interview each speaker.

◗ At the conclusion of the contest speeches and while the results are being tabulated, introduce the contestants again, giving the club, Area, and District they represent, and present their certificates of participation. A short interview may be conducted at

this time, using the contestant’s biographical information as a guide.

5. When the interviews are completed, collect the contest results from the chief judge.

6. Address any protests. Protests are limited to voting judges and contestants. The chief judge, contest chair, voting judges, and contestants must not consider potential protests from audience members. Any protest must be lodged with the chief judge and/or contest chair prior to the announcement of the winner and alternate(s). The contest chair must notify the contestant of a disqualification regarding originality or eligibility prior to the announcement that the meeting is adjourned. Before a contestant can be disqualified on the basis of originality, or for referencing another contestant's speech, the contestant must be given an opportunity to respond to the voting judges. A majority of the voting judges must concur in the decision to disqualify. The contest chair can disqualify a contestant on the basis of eligibility.

7. Prior to announcing results, the chair must announce if time disqualification(s) occurred, but not name the contestant(s) involved. The chief judge may discuss the matter privately with the disqualified contestant(s).

8. In closing, thank all who helped make the contest a success.

After the Contest

1. Provide the contact details for all contestants to the chief judge so the judge can complete the Notification of Contest Winner form (Item 1182). Confirm that the chief judge gives this form to the contest chair of the next level or to World Headquarters in the case of the International Speech Contest at the District level.

2. Send news releases (and photographs, if possible) to each winner’s community newspaper and company publication, if applicable.

3. Make sure all bills pertaining to the contest are paid promptly.

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