1. WELCOME! Speech Contest Training
District 3 Toastmasters
Sandee Brogan, DTM
Kathy Smith, ACS-ALB

2. AGENDA International Evaluation Contest Chair & Manager Training
Judges Training
Chief Judges Training
International
Evaluation

3. Purpose:
“Speech contests are an important part of the Toastmasters educational program. They provide an opportunity for Toastmasters to gain speaking experience, as well as an opportunity for other Toastmasters to learn by observing proficient speakers.”

4. Participants Contest Chair Contest Manager Chief Judge Contestants
Judges
Tiebreaking Judge
Timers
Ballot Counters
Sergeants at Arms
Audience

5. Speech Contest: Contest Chair & Manager
District 3 Toastmasters
Kathy Smith, ACS-ALB

6. Contest Chair by Level Club VP Education Area Area Director
Division Division Director
District Program Quality Director

7. Build Your Team Contest Chair Contest Manager Chief Judge For HPL…
Facilities Committee
Hospitality Committee
Advertising Committee
Certificates Committee

8. Roles Contest Manager Chief Judge Recruits Functionaries
Provides equipment
Organizes Subcommittees
Promotes Contest
Provides Certificates
Supplies at Contest
Chief Judge
Recruits Judges & Timers
Briefs Judges
Oversees ballot counting
Provides winner notice to Contest Chair & reminds ADs/DvDs to post results on District 3 website

9. Contest Help Tracker

10. Contest Planning Timeline
At least 60 days prior to contest
Contest Chair selects Manager, Chief Judge, and Test Speaker (secret!)
Contest Chair selects and books venue
Contest Chair Completes “Submit an Event” at aztoastmasters.org/Events Calendar
Contest Chair and Contest Manager contact Food Sponsors
Contest Chair and Contest Manager decide on dates for Planning Meetings
Contest Chair and Contest Manager recruit Committee Chairs
Theme for contest is determined
Planning Meeting Follow-up

11. Contest Planning Timeline
30 Days prior to contest
Food and Judges are confirmed
Functionaries selected
Final planning meeting
Confirm Venue
Confirm Functionaries and Judges
Week of Contests
Print Certificates
Have contestants complete Profile and Eligibility forms
Contest Program
Do not include contestants’ club name or education level, or Test Speaker’s name
Add Division and District Speech contest information
Print Dignitaries List
Print Sign-In Sheets
Organize Supplies

12. Contest Manager’s Tool Kit aztoastmasters.org
Contest Checklist
Contest Planner
Timed Agenda
Donation Letter
Speech Contest Rulebook
Sample Flyers & Programs
Participation & Award Certificate Templates
“Districts determine the guidelines regarding video or audio recording of a district contest”(Toastmaster Contest FAQ, 2017). Per District 3 standard, if all the contestants consent to video/audio taping then it is allowed. If approved, the Contest Chair must tell the audience, so that audience members can opt out of being videotape.

13. Supplies - Contest Chair
(Number of contestants) Contestant Participation Award
(Number of contestants) Speaker Eligibility and Originality Forms – Give completed to Chief Judge before contests
2 x (number of contestants) Evaluation Contestant Notes forms
(Number of contestants) Contestant Profile Forms
(Number of contestants) x index cards for determining order and recording International Speech titles
“Districts determine the guidelines regarding video or audio recording of a district contest”(Toastmaster Contest FAQ, 2017). Per District 3 standard, if all the contestants consent to video/audio taping then it is allowed. If approved, the Contest Chair must tell the audience, so that audience members can opt out of being videotape.

14. Functionaries Timers(2) Ballot Counters (3) Sgt. at Arms
Pledge/Invocation
Refreshments Committee
Registrar/Sign-In Person
Photographer
Certificates & Awards Committee
Participant certificates
Appreciation certificates for major roles
Facilities Committee
Setup of room, tables, food
Clean up, leave things better than you started
“Districts determine the guidelines regarding video or audio recording of a district contest”(Toastmaster Contest FAQ, 2017). Per District 3 standard, if all the contestants consent to video/audio taping then it is allowed. If approved, the Contest Chair must tell the audience, so that audience members can opt out of being videotape.

15. Facilities Confirm with DvD for yellow Toastmasters signs.
Multiple contests may be held at a single facility over several hours on the same day.
Typical contests are typically hours.
What can be shared:
Facility costs
Refreshments
Some functionaries
Hospitality
Sergeants at Arms
Ballot Counters
Timers
What CANNOT be shared:
Contest Chair
Contest Manager
Chief Judge
Judges panel must be substantially different for each contest held.
Estimated event time is 2 hours (including break down). The estimate time depends on the number of contestants in each contests.

16. Contestant Eligibility
For any contest:
Be a member in good standing of the club/area/division/district in which they are competing
The club must be in good standing
Toastmasters International “Eligibility Assistant” available at Leadership Central at toastmasters.org may be used.
For the International Speech Contest
Member must have completed 6 projects in the Competent Communicator manual or Level 2 in Pathways
-Contestant have to be paid members in good standing to compete in speech contests. Each club participate must have 8 paid members to participate in speech contests.
Confirmation of contestant eligibility is the responsibility of the Contest Chair. To be eligible to compete at any level, the member must be a ‘member in good standing’ in the club they are representing. There can be no lapse in membership (no reinstatements during the course of that contest season) – it’s not just that the member has paid their dues, it’s also that the club has paid the members’ dues at WHQ. Be sure to confirm all contestants and alternates with the current club roster (club level) or with your District representative (Area/Division).

17. Timed Agenda Set-up Briefings – 30 min before first contest begins
Pledge & Inspiration
Introduction of Dignitaries
Audience Briefing / Housekeeping
Conducting the Contests
Contestant Interviews & Participation Certificates
Presentation of Awards
Cleanup
All these should be covered with your minute-by-minute agenda.
Typically each of these has a traditional functionary assigned.
Other things the Content Chair must be aware of:
Minute of silence: Must maintain control of the room/auditorium while judges are marking their ballots
Is responsible for announcing time disqualifications
During presentations of certificates, don’t place under one’s arm pit

18. Timed Agenda Example

19. Contestants’ Briefing
Collect Forms from Contestants.
Profile
Eligibility
Draw for Speaking Order.
Determine any Special Requirements.
Props for Speech must be set up by Contestant or someone Contestant enlists; not the responsibility of the Contest Chair or any other contest official.
Define Speaking Area.
Discuss video-taping; all must agree.
Evaluation Contest notes must be made only on the approved form, Evaluation Contestant Notes.
-Send your profile and eligibility to the Area director instead of relying on president to send to area director
-Phonetically spell your name and speech title

20. Contestants’ Briefing (continued)
“Substantially original” Rules Requirement
Contestant Introduction Protocol
International and Test Speaker: Name, title, title, name
Evaluation: Name, name
Contest Timing Requirements
Timing of Green/Yellow/Red Lights
When timing starts and stops
Minimum and maximum time allowances
Review Protest Procedures
Humorous contest 5-7 minutes
International contest 5-7 minutes
Evaluation contest 2-3 minutes
Tall Tales 3-5 minutes
Table Topics 1-2 minutes
Time starts then there is moment or the speaker makes a sound or speaks.

21. Speech Contest Contest Chair welcomes everyone to contest
Pledge of Allegiance – Must have a flag
Inspirational Minute
Introduce dignitaries – read sign-in sheet, left to right
“Did we miss any dignitaries?” (If a dignitary is a contestant, add “other than any who might be competing”)
Speaking order (beginning of each contest)
Reminder: silence and no recording and during contest unless approved by all contestants
Turn off phone/No photos/video*
No leaving during speeches
Ensure SAAs are at doors
Cycle timing lights
Dig

22. Speech Contest (continued)
Contest Chair: “Chief Judge, are we ready for a contest?”
Chief Judge: “Contest Chair, we are ready.”
After each contest, during Ballot Counting
Interview Contestants
What club are you representing and how long have you been a Toastmaster?
Pick one thing to talk about from Profile.
Division and/or District announcements
“Districts determine the guidelines regarding video or audio recording of a district contest”(Toastmaster Contest FAQ, 2017). Per District 3 standard, if all the contestants consent to video/audio taping then it is allowed. If approved, the Contest Chair must tell the audience, so that audience members can opt out of being videotape.

23. And the Winner is… Third Place (if 3 or more contestants—NEW!)
Alternate
Winner
Division Evaluation Contest
Third Place
Second Place
First Place
D3 has third place trophies if the contest has five or more contestants.
Even if only two contestants are in the contest, the Alternate must be announced first. It’s in the Rulebook.

24. Contest Resources Dignitary Sign-in List Timed Agenda
Sign-In Sheet for contests
Contest Kits
Certificate of Appreciation
District 3 Chief Judge Report
Sample of Area and Division Programs
Contest Checklist (Contest Chair & Chief Judge)
Contest results submission form (ADs & DDs):

25. Speech Contest: Judging
District 3 Toastmasters
Sandee Brogan, DTM

26. Eligibility to Judge – Confirm in Briefing Club level:
A member in good standing – paid dues
Area & above:
A member in good standing for a minimum of six months
Completed at least six Competent Communication manual projects, or Level 2 of Pathways
Judges Certification of Eligibility, Code of Ethics Form
Contestants may not act as voting judge, tiebreaker, or chief judge at any level of contest!

27. Judges’ decisions are confidential!
Judging Criteria –
Review Back of Ballots
Content (55%)
Delivery (30%)
Language (15%)
Evaluating = Appraisal and advice
Judging = Selecting a winner
Judges’ decisions are confidential!

28. Judges Guide & Ballot Receive ballot and envelope at the briefing
Sign & print your name on the ballot
During Contest
Identify 1st, 2nd, and 3rd place contestants
Tiebreaker Judge lists all contestants in placement order and does not attend Judges’ Briefing. Chief Judge collects ballot.
After scoring, place ballot in envelope and give to ballot counter. Do not seal ballot.

29. Insert Ballot Form

30. How do you Judge? Just be consistent.
Tips Only
Plus and Minus System
Start from the top - 100
The Middle Man
The Bottom of the Barrel
Just be consistent.
Judge all contestants with same scoring system.

31. Judges’ Obligations
Contestants are entitled to a professional an fair assessment of their performance by each judge.
Biased or unfair judging creates animosity and demeans the contest, the officials, and our leaders.
The audience deserves a good speech contest.
As a Toastmaster, judges have made a personal commitment to self-improvement that includes being dedicated to making the correct decision when judging a contest.
Contestants are entitled to a truly professional performance by each judge.
Contestants expect – and deserve – fairness and impartiality. They should receive nothing less
Toastmasters has a reputation for speech training and excellence in speech contests. Bad judging creates animosity and demeans the contest, the officials, and our leaders.
The audience deserves a good speech contest. This includes fair and unbiased judging. Whenever judges fail to make the best choice, the audience is cheated.
As a Toastmaster, judges have made a personal commitment to self-improvement that includes being dedicated to making the correct decision when judging a contest.

32. Good Judges are… Accurate Fair Trustworthy Knowledgeable
Good Listeners
Contestants are entitled to a truly professional performance by each judge.
Contestants expect – and deserve – fairness and impartiality. They should receive nothing less
Toastmasters has a reputation for speech training and excellence in speech contests. Bad judging creates animosity and demeans the contest, the officials, and our leaders.
The audience deserves a good speech contest. This includes fair and unbiased judging. Whenever judges fail to make the best choice, the audience is cheated.
As a Toastmaster, judges have made a personal commitment to self-improvement that includes being dedicated to making the correct decision when judging a contest.

33. Confidentiality of Judging
DO NOT provide feedback to contestants.
DO NOT discuss results with anyone – EVER!
Dispose the top portion of the ballot away from the contest venue.
-Have fun but stay professional

34. Barriers to Impartiality
Speaker position – “First (or Last) is best.”
Championing the Underdog
Halo effect/Reverse halo
Improvement
Expectations
Club Norms
Personal prejudice or preference
Give someone else a chance
Unfamiliarity with Ballots
-Have fun but stay professional

35. Protests Originality Substantially original Identify quoted material
Max 25% quoted, paraphrased, or referenced
Protest
Write PROTEST on your ballot form.
Continue to judge.
Only voting Judges and Contestants can protest.
Originality
Contestants must prepare their own, substantially original, speeches
Quoted material must be identified in the speech
If too much material is taken from another source (even identified), a judge or other contestant can protest.
To Protest
Write PROTEST on your ballot form
The judges will be called to the ballot room to discuss the protest.
The protestor (can be judge or contestant) will have to defend or describe reason for protest.
The contestant will be called to discuss the issue, then leave. The judges will then make a final decision.

36. Speech Contest: Chief Judge
District 3 Toastmasters
Sandee Brogan, DTM

37. Recruiting Voting, Chief, and Tiebreaking Judges
Contest Chair may assist in recruiting.
Judges:
Minimum 5 at Club and Area
Minimum 7 at Division and District
No chief judge, voting judges, or tiebreaking judge shall be a member of any club in which a contestant is a member.
If a member intends to compete at the club level, they are ineligible to be a chief judge, voting judge, or tiebreaking judge in the same contest type. (Best practice: in any contest.)
-Someone is competing in table topic contest they can not be a judge for that contest however they can be a judge at international contest.

38. Recruiting Voting, Chief, and Tiebreaking Judges
At Area/Division/District contests, voting judges must be Toastmasters in good standing for a minimum of six months and have completed at least six Competent Communicator projects, or Level 2 in Pathways.
Tiebreaking judge does not attend the judges’ briefing, is only known by the Chief Judge.
Note inside folder: “Reminder, judge ALL contestants.”
-Someone is competing in table topic contest they can not be a judge for that contest however they can be a judge at international contest.

39. Recruiting Functionaries
Timers
Two required for each contest.
Ballot counters
Three required for each contest.
Sergeants at Arms
Number will depend on facility and type of contest.
-Someone is competing in table topic contest they can not be a judge for that contest however they can be a judge at international contest.

40. Forms Judge’s Certification of Eligibility & Code of Ethics
Tiebreaking Judge’s guide and ballot
Notification of Contest Winner
Location of Forms
District 3 Chief Judge’s Report
Send to

41. Forms (continued)
Speaker’s Certification of Eligibility and Originality
1 per contestant - retained by Chief Judge
Speech Contestant Biographical Information
1 per contestant - retained by Contest Chair
Counter’s Tally Sheet (x2)
Speech Contest Time Record Sheet (x2)
Voting Judge’s guide and ballot (1 per judge per contest)

42. Chief Judge Checklist
Chief Judge Checklist-located in current Speech Contest Rulebook

43. Judges’ Briefing Determine the briefing room
Review and collect the signed Judge’s Certification of Eligibility and Code of Ethics forms
Provide the speaking order of contestants to voting judges (get list from Contest Chair)
Make a copy for Tiebreaker Judge
Judge ballots are invalid if they are not signed, unreadable, or not complete.

44. Judges’ Briefing (continued)
Complete Chief Judge’s Report
Distribute forms to functionaries
Include ballot envelopes to voting judges
Include program
Advise voting judges – “Judge all contestants, list 3.”
Stress using the correct contest form each contest
Read speaking order aloud
Voting Judges, Timers, and Counters record names
Verify spelling
Ask voting Judges to print and sign name on ballot
Judge ballots are invalid if they are not signed, unreadable, or not complete.

45. Judges’ Briefing (continued)
Brief voting Judges on the speaking area.
Judging guidelines:
Emphasize content and objectivity.
Each Judge will use the ballot differently; be consistent.
Do not consider timing lights.
Ballots discarded if…
… Incomplete, illegible, or unsigned.
… Not in a sealed envelope.
… 1st, 2nd, and 3rd place contestants are not listed.

46. Protests
If a protest is called, the Chief Judge will bring all judges to the briefing area to discuss the protest.
The contestant will be called to respond to the protest.
A majority of voting Judges will decide the outcome of the protest.

47. Timers’ Briefing Review the timing sequence for the contests.
When does timing begin?
First verbal or non-verbal communication (sound effects, actions)
If the device fails, speaker gets additional 30 seconds
(advise Chief Judge)
If a contestant is disqualified for time, note the disqualification on the timing sheet and verbally tell Chief Judge.
Give Chief Judge Timers’ sheet.
Listen to announcement of winner; if disqualified contestant is named, request immediate review of results.
Humorous Speech Contest time: 5-7 min. Table Topics: 1-2. Decide ahead of time who will work the timing lights/card and who will be the main timer.

48. Counters’ Briefing Review procedure for collecting ballots.
At end, quiet until all ballots are collected; no 2-minute timed silence.
Review procedure for counting ballots.
Transparency – everyone checks the process.
Las Vegas Rule – What happens in the counting room stay in the room.
Never under any circumstances discuss anything that is said or written (i.e. results) in the room with anyone. No statute of limitations.
Listen to announcement of winner; if incorrect contestant is named, request immediate review of results.
Humorous Speech Contest time: 5-7 min. Table Topics: 1-2. Decide ahead of time who will work the timing lights/card and who will be the main timer.

49. Sergeants at Arms’ Briefing
Do not let anyone in during speeches.
Evaluation Contest: One SaA accompanies the contestants
Time five minutes, then take notes from contestants.
Hand back notes as each contestant takes the stage.
Humorous Speech Contest time: 5-7 min. Table Topics: 1-2. Decide ahead of time who will work the timing lights/card and who will be the main timer.

50. During Contest
Spot-check Timers – time one or two contestants to ensure proper timing.
Assist Timers with equipment malfunctions.
Personally collect Tiebreaker Judge’s ballot.
Monitor ballot collection process
Signal Contest Chair when all ballots have been collected (Okay to ask if all the ballots have been collected).
Collect timing sheet.
Trash envelope/folder taken offsite and disposed.

51. Determining Results Guide the counters through the process of reading,
recording, and verifying ballots.
Use the Counter’s Tally Sheet, one per contest.
Resolve any protests.
Tiebreaking Judge’s ballot is ONLY used to break ties.
List ALL speakers’ names on the Notification of Winners form.

52. Determining Results (continued)
Award 3rd place, Alternate, and Winner at Area level.
3rd if there are 3 or more contestants (NEW)
Award 3rd place, Alternate, and Winner at Division level.
Record voting results
Quality Check – Double check math, names, and order of placement
Provide clearly marked winners
Determine how you will do this at your planning meetings

53. Determining Results (continued)
Fill out Notification of Contest Winner form with all the contestants’ names; have Ballot Counters check accuracy.
Insert results in envelope.
Deliver results to Contest Chair (VPE, AD, or DvD)
Retain all
Ballots
Timers’ Records
Tally Sheets
Destroy these records at the conclusion of the contest at another location.

54. Disqualifications Notify the Contest Chair of any disqualifications.
Announcement:
“There has been a disqualification.” No reason given.
Instruct all contest functionaries to never discuss disqualification or contest results with anyone.
Do not release the name of the disqualified contestant.

55. Post Contest Deliver forms to the next contest level.
Certificates of Eligibility & Originality.
Biographical Information for each winner and alternate.
Notification of Contest Winner for each contest
All contestants must be listed in rank order.
Division/District Director will collect envelope at end of contest.
Contest Chair to post results of winner on D3 website and Chief Judge to verify.

56. Contest Resources – aztoastmasters.org
Dignitary Sign-in List
Timed Agenda
Sign-in Sheet for contests
Contest Kits
Certificate of Appreciation
District 3 Chief Judge Report
Sample of Area and Division Programs
Contest Checklist (Contest Chair & Chief Judge)
Contest Results submission form

57. Resources Kathy Smith, ACS-ALB contests@aztoastmasters.org
Sandee Brogan, DTM
Dylan Downhill, DTM
Contest Resources:
Contest results submission form:

58. This Photo by Unknown Author is licensed under CC BY-NC