RUNNING CONTESTS DISTRICT 39 (Session 1) Brought to you by www.district39.org/contest-training/

WHY HAVE SPEECH CONTESTS? Important part of the Toastmaster’s Educational Program. Provides opportunity for speaking experience. Learn from observing other speakers. When contests are held properly, they can be FUN! FUN! FUN!

START WITH THE RULES Speech Contest Rulebook, July 1, 2018 to June 30, 2019. Free online download. www.district39.org/contest-training/ READ IT! Don’t assume that you know the rules. It ALWAYS has rule changes from the previous year.

FUNCTIONARIES These are the people you need to run an effective contest. Contest Chair, Chief Judge, Sergeant At Arms, Timer, Judges, Ballot Counters, Toastmaster A contest is only as good as it’s functionaries.

CONTEST CHAIR Responsibilities: Speech Contest Rulebook Pages 20– 22 Before Budget - any expenses should be pre-approved Venue - time, place & insurance if requested www.toastmasters.org/about/contact-us Certificates of Insurance for email link Agenda & Program Select Functionaries Work with Chief Judge to ensure Contestants are pre-qualified Are contestants listed on Notification of Contest Winner Form Verify credentials Briefing Contestants

CONTEST CHAIR Responsibilities: Speech Contest Rulebook Pages 20– 22 During Interview Contestants Address Protests Announce Results Thank everyone – (Judges must remain anonymous) After Provide contestant details Confirm Form 1182 has been provided to contest chair of next level. Public Relations Make sure bills are paid

CONTEST CHAIR Important Forms: Speaker’s Certification of Eligibility and Originality Forms (Item 1183) Speech Contest Time Record Sheet with Instructions (Item 1175) – see Chief Judge Judge’s Guide and Ballot - see Chief Judge Judge’s Certification & Code of Ethics (Item 1170) - see Chief Judge Speech Contestant Profile (Item 1189) Results Form (Item 1168) - see Chief Judge Counter’s Tally Sheet (Item 1176) - see Chief Judge Tie-Breaking Judge’s Guide & Ballot - see Chief Judge

CHIEF JUDGE ELIGIBILITY REQUIREMENTS for ALL JUDGES Judge’s Certification & Code of Ethics (Form 1170) Club level contest Judge, be a paid member At an Area, Division or District contest paid member for minimum of six months have completed minimum six speeches in Competent Communication or Certificate of Completion in Levels 1 and 2 for any path in Toastmasters Pathways learning experience be physically present at the contest for which you are serving

CHIEF JUDGE DUTIES Appoint and counsel voting judges, counters, timers, and secret tie-breaking judge Provide proper forms for all functionaries (ballots, tally sheets, rule books, etc.) Act as chief counter, supervise ballot counters Encourage all speech contest functionaries to view the Speech Contest Training at www.toastmasters.org/tlc Conduct briefing for timers, counters, sergeants-at arms, separate one for judges Work closely with Contest Chair & A/V Team Leader

CONTEST TOASTMASTER Work closely with the Contest Chair, Chief Judge, and Audio/Visual Team Leader. Ensure the contest program is complete and accurate. Review the speaking order of contestants. Conduct contestant briefing. Be “professional” in your role. Be witty. Be elegant. Be entertaining. Be a TOASTMASTER! Introduce each contest speaker. Do not make preliminary remarks about any speaker or the subject, nor mention the name or location of the speaker’s club or place of residence. Introduce each contestant slowly and clearly.

SERGEANT-AT-ARMS Keep order at all times Maintain quiet, especially when contestants are speaking Gesture for silence when judges are voting Watch entrances and exits for interrupting behavior Maintain constant contact with the Contest Chair, the Toastmaster, A/V Team Leader and the Chief Judge Be ready to assist anytime, anywhere!

Timers Two Timers appointed by the Chief Judge keep the official record of time Use 1175 Time Record Sheet for each Contest First timer uses Timing Device (Stop Watch or Stop Watch App) Second timer operates signaling device that displays green, yellow, and red colors. Timers provide warning signals to contestants, which are clearly visible to the speakers but not obvious to the audience. Any contestant is disqualified whose speech time is less than the minimum or more than the maximum time indicated below. In all speech contests, no signal shall be given for the overtime period. In the event of technical failure of the signal or timing equipment, a speaker is allowed 30 seconds extra overtime before being disqualified. Timing begins with the contestant’s first definite verbal or nonverbal communication with the audience. This usually will be the first word uttered by the contestant, but would include any other communication such as sound effects, a staged act by another person, etc. International Speech 5 min – Green 6 min - Yellow 7 min - Red Evaluation 2:00 min – Green 2:30 min - Yellow 3:00 min - Red

BALLOT COUNTERS There will be three Ballot Counters for each contest to collect and count ballots. This is aside from the Chief Judge who heads the counting. Proper forms will be used to tabulate and count each judge’s ballot. Ballot Counters are to never discuss the results of any ballot after a contest. In the event of a tie, the Chief Judge will make a ruling based on the Toastmasters Rule Book.

JUDGES Judges are interviewed and selected by the Chief Judge in accordance with the Rule Book. Each judge must meet qualifications as follows: be a paid club member for at least six months completed at least six speeches in Competent Communicator or earned a Certificate of Completion in Level 1 & 2 of any path in Pathways learning experience be physically present at the contest for which you are serving Experience and integrity are important factors

STAGE AREA, CAMERA AND AUDIO With the new rule changes regarding a set stage area for contests, it is critical that each functionary and contestant clearly understand this requirement. (Rule Book page 15) Contests are now video taped (particularly at the District Level). The camera sits on a tripod (no zoom) and tapes the entire stage area. Facial expressions must be visible. Lighting must not vary. Audio must be clear and without echo. For the International Speech Contest, these requirements are mandatory and cannot be changed. The A/V Team Leader will have the most information about this new rule change and will make it part of the contest brief.

DIGNITARIES Never to be overlooked is the List of Dignitaries at each contest . The Contest Chair and Toastmaster should collaborate and make sure each special guest and dignitary is accounted for on the list and given to the Toastmaster to acknowledge at some point before or after the contest (usually before contest results are given). The list may include Guests Speakers, Government Officials, Celebrities, Club Presidents, Area & Division Directors, District Leadership, Past District Directors, dignitaries from other districts and International Leadership.

FORMS A list of all forms can be found in the Ruler Book on pages 20, 25 and 26. The Contest Chair and Chief Judge, working together, should make sure that enough forms are provided for each contestant ballot counter, and judge.

PROCEDURES Qualified International Speech Contestants shall create their own substantially original speeches At Club & Area Contests, there will be 5 voting judges. 7 judges at the Division Contest, and 9 at the District. The Chief Judge will hold briefings before the contests. When voting is completed, the CJ & Ballot Counters will retire to count results. The CJ will record results and retain the ballots until winners are announced All other procedures are in the Rule Book pages 9 through 15.

RESOURCES AND CHECKLISTS Additional resources, manuals, articles and web pages can be found on page 26 of the Rule Book Checklist can be found as follows: Contest Chair Checklist – Page 20 Chief Judge’s Checklist – Page 23 Contestant’s Checklist – Page 23 Tailor your checklists to suit your venue and type of contest.

DIFFERENCES CLUB CONTEST – Contest Chair/Toastmaster, Chief Judge, 3 Voting Judges, One Tie-Breaker Judge, 3 Ballot Counters, a Timer with Backup AREA CONTEST – Contest Chair, Toastmaster, Chief Judge, 5 Voting Judges, One Tie-Breaker Judge, 3 Ballot Counters, 2 Timers with back-up clock and cards DIVISION CONTEST – Contest Chair, Toastmaster, Chief Judge, 7 Voting Judges, One Tie-Breaker Judge, 3 Ballot Counters, 2 Timers with back-up clock and cards DISTRICT CONTEST – Contest Chair, Toastmaster, Chief Judge, 9 Voting Judges, One Tie-Breaker Judge, 3 Ballot Counters, 2 Timers with back-up clock and cards One or more Sergeants-at-Arms will be used if required. All contest levels should use a standing camera, echo-less microphone, and marked stage area for International Speech Contests

BE EXCELLENT TO EACH OTHER!” IN CONCLUSION Preparation and training are the keys to success before, during and after a Speech Contest, no matter the contest level (Club, Area, Division, District, Regional or International). If you have questions or comments, or just need additional help, text at (916) 271-7306 or ed.johnson@district39.org Questions regarding District Contest – wes.johnson@district39.org Finally, it is imperative that you visit our contest website at www.district39.org/contest-training/. You must review this site if you plan to have a successful contest. BE EXCELLENT TO EACH OTHER!”