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How To Be A Contest Chair Kathryn M. Hanson ATMB, CL Kennebecasis Toastmasters Club How To Be A Contest Chair Kathryn M. Hanson ATMB, CL Kennebecasis Toastmasters Club 4402 May 24, 2003 How to be a Contest Chair 1

Wanted: Contest Chair z. The successful candidate should be able to: § Organize and Wanted: Contest Chair z. The successful candidate should be able to: § Organize and conduct meetings in a warm and professional manner § Learn and interpret contest rules § Treat all contestants fairly and impartially § Interview people in a friendly and conversational manner May 24, 2003 How to be a Contest Chair 2

Wanted: Contest Chair z. The successful candidate should be able to: § Understand the Wanted: Contest Chair z. The successful candidate should be able to: § Understand the roles of all the participants and ensure each person performs their role properly § Be a team player § Comfortably stand in silence before an audience for periods of one to two minutes May 24, 2003 How to be a Contest Chair 3

Disclaimer z If there is any discrepancy between this presentation and the speech contest Disclaimer z If there is any discrepancy between this presentation and the speech contest rulebook (1171), the speech contest rulebook takes precedence z My notes assume the contest chair is performing all the duties. A toastmaster may be appointed to handle a part of the contest May 24, 2003 How to be a Contest Chair 4

Thanks To… z Mark Brown, 1995 World Champion of Public Speaking z Craig Valentine, Thanks To… z Mark Brown, 1995 World Champion of Public Speaking z Craig Valentine, 1999 World Champion of Public Speaking z Bill Tighe, DTM, LT. Governor Education & Training z Jean Dickson, ATMB, CL z Bern Carter z Eleanor Austin z District 61 web site information z Cindy Pavella, DTM z Toastmasters International contest material May 24, 2003 How to be a Contest Chair 5

Topics z. Roles z. Running the contest May 24, 2003 How to be a Topics z. Roles z. Running the contest May 24, 2003 How to be a Contest Chair 6

Who Is the Star? A) Contest chair B) Chief judge C) Contestants May 24, Who Is the Star? A) Contest chair B) Chief judge C) Contestants May 24, 2003 How to be a Contest Chair 7

Roles May 24, 2003 How to be a Contest Chair 8 Roles May 24, 2003 How to be a Contest Chair 8

Roles May 24, 2003 How to be a Contest Chair 9 Roles May 24, 2003 How to be a Contest Chair 9

Roles May 24, 2003 How to be a Contest Chair 10 Roles May 24, 2003 How to be a Contest Chair 10

Roles May 24, 2003 How to be a Contest Chair 11 Roles May 24, 2003 How to be a Contest Chair 11

Roles May 24, 2003 How to be a Contest Chair 12 Roles May 24, 2003 How to be a Contest Chair 12

Roles May 24, 2003 How to be a Contest Chair 13 Roles May 24, 2003 How to be a Contest Chair 13

Roles May 24, 2003 How to be a Contest Chair 14 Roles May 24, 2003 How to be a Contest Chair 14

Knowing the Rules A) Is really just a waste of time B) Shows how Knowing the Rules A) Is really just a waste of time B) Shows how smart you really are C) Allows you to be a fair contest chair May 24, 2003 How to be a Contest Chair 15

Rules: Who Is Eligible? May 24, 2003 How to be a Contest Chair 16 Rules: Who Is Eligible? May 24, 2003 How to be a Contest Chair 16

Rules: Who Is Eligible? May 24, 2003 How to be a Contest Chair 17 Rules: Who Is Eligible? May 24, 2003 How to be a Contest Chair 17

Rules: Timing May 24, 2003 How to be a Contest Chair 18 Rules: Timing May 24, 2003 How to be a Contest Chair 18

Rules: Protests If you know the rules, you will be able to handle protests Rules: Protests If you know the rules, you will be able to handle protests Only speakers and judges can lodge a protest Must be lodged before winners are announced (be prepared for an interruption) May 24, 2003 How to be a Contest Chair 19

Running a Contest A) Requires organization and preparation B) Is so simple you can Running a Contest A) Requires organization and preparation B) Is so simple you can do it with your eyes shut C) Is just like running any other Toastmaster meeting May 24, 2003 How to be a Contest Chair 20

Running a Contest Be prepared Be fair May 24, 2003 How to be a Running a Contest Be prepared Be fair May 24, 2003 How to be a Contest Chair 21

Running a Contest In advance of the contest z Order supplies y. Make sure Running a Contest In advance of the contest z Order supplies y. Make sure you have the most current rules y. Take delivery times in to account z Book enough rooms y. Remember the 2 nd room for the evaluation and table topics contests z Make or take a check list / script / forms May 24, 2003 How to be a Contest Chair 22

Running a Contest In advance of the contest z For evaluation contest y. Arrange Running a Contest In advance of the contest z For evaluation contest y. Arrange for test speaker x. Ensure speaker knows time limit (5 -7 minutes) and is speaking from the C&L manual y. Plan for a 5 -10 minute wait during the contestants’ preparation time May 24, 2003 How to be a Contest Chair 23

Running a Contest In advance of the contest z. For table topics contest x. Running a Contest In advance of the contest z. For table topics contest x. Create the question x. Remember - the question should be general in nature and not require detailed knowledge but should lead to an opinion or conclusion x. Clearly write question on a cue card May 24, 2003 How to be a Contest Chair 24

Toastmaster International Supplies z Certificates of participation z Trophies for winners z Speaker’s certifications Toastmaster International Supplies z Certificates of participation z Trophies for winners z Speaker’s certifications of eligibility and originality (1183) z Biographical data sheets (1189) z Time record sheets and instructions for timers (1175) May 24, 2003 z Judge’s guide and ballot (for each contest type) z Tie-breaking judge’s ballot (for each contest type) z Counter’s tally sheet (1176) z Speech contest rules (1171) z Speech contest manual (1173) z Putting on a good show (220) z Let the world know (1140) z Notification of contest winner (1182) How to be a Contest Chair 25

Other Supplies z z z z z Timing lights & stopwatch Agenda/programs Envelopes for Other Supplies z z z z z Timing lights & stopwatch Agenda/programs Envelopes for judges (to seal ballots) Contest scripts & personal forms Coffee/tea/snacks Posters Tape, scissors, markers, thumb tacks, basket Audio/visual items (microphones/flip charts…. ) Lectern, banners Certificates of appreciation for evaluation contest speaker and others as required May 24, 2003 How to be a Contest Chair 26

Running a Contest Pre-contest briefing with contestants y. Verify the presence of all contestants Running a Contest Pre-contest briefing with contestants y. Verify the presence of all contestants y. Draw for speaking position x. Use standard size numbers or a deck of cards x. Record the contestant’s names and speech titles in their speaking order x. Ensure you can correctly pronounce both name and title y. Review the contest rules and contest procedures May 24, 2003 How to be a Contest Chair 27

Speaking Order May 24, 2003 How to be a Contest Chair 28 Speaking Order May 24, 2003 How to be a Contest Chair 28

International, Humorous or Tall Tales Contests May 24, 2003 How to be a Contest International, Humorous or Tall Tales Contests May 24, 2003 How to be a Contest Chair 29

Table Topics or Evaluation Contests May 24, 2003 How to be a Contest Chair Table Topics or Evaluation Contests May 24, 2003 How to be a Contest Chair 30

Running a Contest Pre-contest briefing with contestants y. Acquaint the speakers with the exact Running a Contest Pre-contest briefing with contestants y. Acquaint the speakers with the exact speaking area and your sitting location y. Check on special requirements x. Speakers are responsible to have their setup quietly arranged before being introduced x. Know if the contestant will shake your hand at the beginning and end of their presentation y. Arrange practice times - ensure all equipment is available May 24, 2003 How to be a Contest Chair 31

Running a Contest Pre-contest briefing with Sergeant-At-Arms x. For evaluation contest, • 5 minutes Running a Contest Pre-contest briefing with Sergeant-At-Arms x. For evaluation contest, • 5 minutes of preparation and then remove materials • Bring the contestants in one at a time x. For table topics contest • Bring the contestants in one at a time x. Secure doors for all other contests May 24, 2003 How to be a Contest Chair 32

Running a Contest Pre-contest setup y. Organize your notes, scripts, & biographical data sheets Running a Contest Pre-contest setup y. Organize your notes, scripts, & biographical data sheets y. Prepare interview questions y. Practice introducing a speaker, sitting down and taking back control when speaker is finished x. Sit or stand in front of the speaker y. Adjust the microphone and test it May 24, 2003 How to be a Contest Chair 33

Running a Contest Pre-contest setup y. Verify the wait staff know not to interrupt Running a Contest Pre-contest setup y. Verify the wait staff know not to interrupt contest y. Verify hotel PA system is turned off in room y. Ensure speakers have removed all toastmasters badges (CTM, ATM, DTM) y. Ensure speakers know where and when to pick up the lapel microphone May 24, 2003 How to be a Contest Chair 34

Running a Contest Pre-contest setup y. Confirm which timer will time the minute of Running a Contest Pre-contest setup y. Confirm which timer will time the minute of silence between speakers y. Make sure certificates of participation are signed, filled in and organized for presentation May 24, 2003 How to be a Contest Chair 35

Running a Contest Pre-contest setup y. If using certificates for winners, ensure they are Running a Contest Pre-contest setup y. If using certificates for winners, ensure they are signed and dated. The chief judge will fill out the names. x. Verify chief judge has the correct color pen. y. If using trophies, set them up for display and presentation. May 24, 2003 How to be a Contest Chair 36

Running a Contest opening z. Welcome y. Set the tone y. Generate excitement without Running a Contest opening z. Welcome y. Set the tone y. Generate excitement without making the contestants nervous y. Warm up the audience y. Be CLEAR AND BRIEF May 24, 2003 How to be a Contest Chair 37

Running a Contest opening y. Call for audience participation in running a fair contest Running a Contest opening y. Call for audience participation in running a fair contest x. Turn off cell phones, pagers and wrist alarms x. No pictures allowed during contest x. Keep pathways clear of bags, purses etc x. Maintaining silence when asked x. Asked to remain in room during contest May 24, 2003 How to be a Contest Chair 38

Running a Contest opening y. Call on chief judge to confirm that the timers, Running a Contest opening y. Call on chief judge to confirm that the timers, judges and counters are briefed and ready to go y. Confirm that the rules have been reviewed with the contestants and that they have been informed of the location of the timing lights May 24, 2003 How to be a Contest Chair 39

Running a Contest opening y. Review the contest format for the audience x. Where Running a Contest opening y. Review the contest format for the audience x. Where speakers will be during the contest x. Method of introduction of speakers x. Minute of silence y. Provide speaking order x. Say the names slowly x. Repeat the list a second time May 24, 2003 How to be a Contest Chair 40

Running a Contest International, humorous & tall tales contests y. Announce speaker’s name, speech Running a Contest International, humorous & tall tales contests y. Announce speaker’s name, speech title, speaker’s name y. Shake hands and move to seat y. Listen to speech y. When complete, lead applause and shake speaker’s hand May 24, 2003 How to be a Contest Chair 41

Running a Contest International, humorous & tall tales contests y. Announce the minute of Running a Contest International, humorous & tall tales contests y. Announce the minute of silence y. When the minute of silence has passed, introduce the next speaker y. Repeat until all contestants have spoken x. Do not make any other comments during this time May 24, 2003 How to be a Contest Chair 42

Running a Contest International, humorous & tall tales contests y. After final the contestant, Running a Contest International, humorous & tall tales contests y. After final the contestant, ask audience to remain silent until the judges have completed their ballots and the counters have collected them y. Thank the audience for their assistance in running a successful contest May 24, 2003 How to be a Contest Chair 43

Running a Contest Evaluation contest y. Announce test speaker’s name, speech title, speaker’s name Running a Contest Evaluation contest y. Announce test speaker’s name, speech title, speaker’s name y. Shake hands and move to seat y. Listen to speech y. When complete, lead applause and shake the test speaker’s hand May 24, 2003 How to be a Contest Chair 44

Running a Contest Evaluation contest y. Ask the sergeant-at-arms to escort all the contestants Running a Contest Evaluation contest y. Ask the sergeant-at-arms to escort all the contestants out of the room for their 5 minute preparation time y. Interview test speaker and present certificate of appreciation y. If time permits, announcements can be made May 24, 2003 How to be a Contest Chair 45

Running a Contest Evaluation contest y. After the 5 minutes have passed, the sergeant-at-arms Running a Contest Evaluation contest y. After the 5 minutes have passed, the sergeant-at-arms will present the first speaker y. Announce speaker’s name twice y. Shake hands and move to seat y. Listen to evaluation May 24, 2003 How to be a Contest Chair 46

Running a Contest Evaluation contest y. When complete, lead applause and shake speaker’s hand Running a Contest Evaluation contest y. When complete, lead applause and shake speaker’s hand y. Announce the minute of silence y. When the minute of silence has passed, introduce the next speaker y. Repeat until all contestants have spoken x. Do not make any other comments during this time May 24, 2003 How to be a Contest Chair 47

Running a Contest Table Topics contest y. Ask the Sergeant-At-Arms to escort all but Running a Contest Table Topics contest y. Ask the Sergeant-At-Arms to escort all but the first contestants out of the room y. Announce speaker’s name twice and lead applause y. Shake the contestant’s hand y. Read the table topic question x. Repeat if asked by contestant May 24, 2003 How to be a Contest Chair 48

Running a Contest Table topics contest y. Move to seat y. Listen to table Running a Contest Table topics contest y. Move to seat y. Listen to table topic y. When complete, lead applause and shake speaker’s hand y. Announce the minute of silence May 24, 2003 How to be a Contest Chair 49

Running a Contest Table topics contest y. When the minute of silence has passed, Running a Contest Table topics contest y. When the minute of silence has passed, introduce the next speaker y. Repeat until all contestants have spoken x. Do not make any other comments during this time May 24, 2003 How to be a Contest Chair 50

Running a Contest Interviews y. This is the chance for the audience to learn Running a Contest Interviews y. This is the chance for the audience to learn about the contestants y. Ask open ended questions y. Know in advance the one idea you want to learn / discover / understand y. Use a theme y. Discuss subjects with speakers in advance May 24, 2003 How to be a Contest Chair 51

Running a Contest Interviews y. Announce contestant’s name y. Lead applause and shake hands Running a Contest Interviews y. Announce contestant’s name y. Lead applause and shake hands y. Announce contestant’s club name y. Ask one or two questions (time dependant) y. Present certificate of participation y. Lead applause May 24, 2003 How to be a Contest Chair 52

Running a Contest Closing the contest z Say a thank-you to all the people Running a Contest Closing the contest z Say a thank-you to all the people who have helped to make the contest a success y. Do not give names but can list functions z If announcing the results: y. Be prepared with announcements or other items to fill in any extra time before results are available May 24, 2003 How to be a Contest Chair 53

Running a Contest z. Address any protests and inform the contestant(s) of the results Running a Contest z. Address any protests and inform the contestant(s) of the results z. Announce any time disqualification y. Don’t identify who, just how many z. Announce the winners in reverse order z. Say a final thank-you and close the contest May 24, 2003 How to be a Contest Chair 54

Running a Contest May 24, 2003 How to be a Contest Chair 55 Running a Contest May 24, 2003 How to be a Contest Chair 55

If you Know your role Know the rules Are prepared and fair You will If you Know your role Know the rules Are prepared and fair You will be a SUCCESSFUL contest chair! May 24, 2003 How to be a Contest Chair 56

Further Information z Kathryn’s forms and scripts will be available on the Kennebecasis Toastmaster Further Information z Kathryn’s forms and scripts will be available on the Kennebecasis Toastmaster web site by June 15, 2003 www. kvtoastmasters. org z Kathryn’s email: [email protected] ca May 24, 2003 How to be a Contest Chair 57