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How To Be A Contest Chair. Kathryn M. Hanson ATMB, CL Kennebecasis Toastmasters Club 4402. Wanted: Contest Chair. The successful candidate should be able to: Organize and conduct meetings in a warm and professional manner Learn and interpret contest rules

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how to be a contest chair

How To Be A Contest Chair

Kathryn M. Hanson ATMB, CL

Kennebecasis Toastmasters Club 4402

wanted contest chair
Wanted: Contest Chair

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

How to be a Contest Chair

wanted contest chair1
Wanted: Contest Chair

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

How to be a Contest Chair

disclaimer
Disclaimer

If there is any discrepancy between this presentation and the speech contest rulebook (1171), the speech contest rulebook takes precedence

My notes assume the contest chair is performing all the duties. A toastmaster may be appointed to handle a part of the contest

How to be a Contest Chair

thanks to
Thanks To…
  • Mark Brown, 1995 World Champion of Public Speaking
  • Craig Valentine, 1999 World Champion of Public Speaking
  • Bill Tighe, DTM, LT. Governor Education & Training
  • Jean Dickson, ATMB, CL, Club 4402
  • Bern Carter, Club 4402
  • Eleanor Austin, Aliant
  • District 61 web site information
  • Cindy Pavella, DTM
  • Toastmasters International contest material

How to be a Contest Chair

topics
Topics
  • Roles
  • Rules
  • Running the contest

How to be a Contest Chair

who is the star
Who Is the Star?

A) Contest chair

B) Chief judge

C) Contestants

How to be a Contest Chair

roles
Roles

How to be a Contest Chair

roles1
Roles

How to be a Contest Chair

roles2
Roles

How to be a Contest Chair

roles3
Roles

How to be a Contest Chair

roles4
Roles

How to be a Contest Chair

roles5
Roles

How to be a Contest Chair

roles6
Roles

How to be a Contest Chair

knowing the rules
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

How to be a Contest Chair

rules who is eligible
Rules: Who Is Eligible?

How to be a Contest Chair

rules who is eligible1
Rules: Who Is Eligible?

How to be a Contest Chair

rules timing
Rules: Timing

How to be a Contest Chair

rules 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)

How to be a Contest Chair

running a contest
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

How to be a Contest Chair

running a contest1
Running a Contest

Be prepared

Be fair

How to be a Contest Chair

running a contest2
Running a Contest

In advance of the contest

  • Order supplies
    • Make sure you have the most current rules
    • Take delivery times in to account
  • Book enough rooms
    • Remember the 2nd room for the evaluation and table topics contests
  • Make or take a check list / script / forms

How to be a Contest Chair

running a contest3
Running a Contest

In advance of the contest

  • For evaluation contest
    • Arrange for test speaker
      • Ensure speaker knows time limit (5-7 minutes) and is speaking from the C&L manual
    • Plan for a 5-10 minute wait during the contestants’ preparation time

How to be a Contest Chair

running a contest4
Running a Contest

In advance of the contest

  • For table topics contest
      • Create the question
      • Remember - the question should be general in nature and not require detailed knowledge but should lead to an opinion or conclusion
      • Clearly write question on a cue card

How to be a Contest Chair

toastmaster international supplies
Certificates of participation

Trophies for winners

Speaker’s certifications of eligibility and originality (1183)

Biographical data sheets (1189)

Time record sheets and instructions for timers (1175)

Judge’s guide and ballot (for each contest type)

Tie-breaking judge’s ballot (for each contest type)

Counter’s tally sheet (1176)

Speech contest rules (1171)

Speech contest manual (1173)

Putting on a good show (220)

Let the world know (1140)

Notification of contest winner (1182)

Toastmaster International Supplies

How to be a Contest Chair

other supplies
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

Other Supplies

How to be a Contest Chair

running a contest5
Running a Contest

Pre-contest briefing with contestants

  • Verify the presence of all contestants
  • Draw for speaking position
    • Use standard size numbers or a deck of cards
    • Record the contestant’s names and speech titles in their speaking order
    • Ensure you can correctly pronounce both name and title
  • Review the contest rules and contest procedures

How to be a Contest Chair

speaking order
Speaking Order

How to be a Contest Chair

table topics or evaluation contests
Table Topics or Evaluation Contests

How to be a Contest Chair

running a contest6
Running a Contest

Pre-contest briefing with contestants

  • Acquaint the speakers with the exact speaking area and your sitting location
  • Check on special requirements
    • Speakers are responsible to have their setup quietly arranged before being introduced
    • Know if the contestant will shake your hand at the beginning and end of their presentation
  • Arrange practice times - ensure all equipment is available

How to be a Contest Chair

running a contest7
Running a Contest

Pre-contest briefing with Sergeant-At-Arms

  • For evaluation contest,
    • 5 minutes of preparation and then remove materials
    • Bring the contestants in one at a time
  • For table topics contest
    • Bring the contestants in one at a time
  • Secure doors for all other contests

How to be a Contest Chair

running a contest8
Running a Contest

Pre-contest setup

  • Organize your notes, scripts, & biographical data sheets
  • Prepare interview questions
  • Practice introducing a speaker, sitting down and taking back control when speaker is finished
    • Sit or stand in front of the speaker
  • Adjust the microphone and test it

How to be a Contest Chair

running a contest9
Running a Contest

Pre-contest setup

  • Verify the wait staff know not to interrupt contest
  • Verify hotel PA system is turned off in room
  • Ensure speakers have removed all toastmasters badges (CTM, ATM, DTM)
  • Ensure speakers know where and when to pick up the lapel microphone

How to be a Contest Chair

running a contest10
Running a Contest

Pre-contest setup

  • Confirm which timer will time the minute of silence between speakers
  • Make sure certificates of participation are signed, filled in and organized for presentation

How to be a Contest Chair

running a contest11
Running a Contest

Pre-contest setup

  • If using certificates for winners, ensure they are signed and dated. The chief judge will fill out the names.
    • Verify chief judge has the correct color pen.
  • If using trophies, set them up for display and presentation.

How to be a Contest Chair

running a contest12
Running a Contest

Contest opening

  • Welcome
    • Set the tone
    • Generate excitement without making the contestants nervous
    • Warm up the audience
    • Be CLEAR AND BRIEF

How to be a Contest Chair

running a contest13
Running a Contest

Contest opening

  • Call for audience participation in running a fair contest
    • Turn off cell phones, pagers and wrist alarms
    • No pictures allowed during contest
    • Keep pathways clear of bags, purses etc
    • Maintaining silence when asked
    • Asked to remain in room during contest

How to be a Contest Chair

running a contest14
Running a Contest

Contest opening

  • Call on chief judge to confirm that the timers, judges and counters are briefed and ready to go
  • Confirm that the rules have been reviewed with the contestants and that they have been informed of the location of the timing lights

How to be a Contest Chair

running a contest15
Running a Contest

Contest opening

  • Review the contest format for the audience
    • Where speakers will be during the contest
    • Method of introduction of speakers
    • Minute of silence
  • Provide speaking order
    • Say the names slowly
    • Repeat the list a second time

How to be a Contest Chair

running a contest16
Running a Contest

International, Humorous & Tall Tales contests

  • Announce speaker’s name, speech title, speech title, speaker’s name
  • Shake hands and move to seat
  • Listen to speech
  • When complete, lead applause and shake speaker’s hand

How to be a Contest Chair

running a contest17
Running a Contest

International, Humorous & Tall Tales contests

  • Announce the minute of silence
  • When the minute of silence has passed, introduce the next speaker
  • Repeat until all contestants have spoken
    • Do not make any other comments during this time

How to be a Contest Chair

running a contest18
Running a Contest

International, Humorous & Tall Tales contests

  • After final the contestant, ask audience to remain silent until the judges have completed their ballots and the counters have collected them
  • Thank the audience for their assistance in running a successful contest

How to be a Contest Chair

running a contest19
Running a Contest

Evaluation contest

  • Announce test speaker’s name, speech title, speech title, speaker’s name
  • Shake hands and move to seat
  • Listen to speech
  • When complete, lead applause and shake the test speaker’s hand

How to be a Contest Chair

running a contest20
Running a Contest

Evaluation contest

  • Ask the sergeant-at-arms to escort all the contestants out of the room for their 5 minute preparation time
  • Interview test speaker and present certificate of appreciation
  • If time permits, announcements can be made

How to be a Contest Chair

running a contest21
Running a Contest

Evaluation contest

  • After the 5 minutes have passed, the sergeant-at-arms will present the first speaker
  • Announce speaker’s name twice
  • Shake hands and move to seat
  • Listen to evaluation

How to be a Contest Chair

running a contest22
Running a Contest

Evaluation contest

  • When complete, lead applause and shake speaker’s hand
  • Announce the minute of silence
  • When the minute of silence has passed, introduce the next speaker
  • Repeat until all contestants have spoken
    • Do not make any other comments during this time

How to be a Contest Chair

running a contest23
Running a Contest

Table Topics contest

  • Ask the Sergeant-At-Arms to escort all but the first contestants out of the room
  • Announce speaker’s name twice and lead applause
  • Shake the contestant’s hand
  • Read the table topic question
    • Repeat if asked by contestant

How to be a Contest Chair

running a contest24
Running a Contest

Table topics contest

  • Move to seat
  • Listen to table topic
  • When complete, lead applause and shake speaker’s hand
  • Announce the minute of silence

How to be a Contest Chair

running a contest25
Running a Contest

Table topics contest

  • When the minute of silence has passed, introduce the next speaker
  • Repeat until all contestants have spoken
    • Do not make any other comments during this time

How to be a Contest Chair

running a contest26
Running a Contest

Interviews

  • This is the chance for the audience to learn about the contestants
  • Ask open ended questions
  • Know in advance the one idea you want to learn / discover / understand
  • Use a theme
  • Discuss subjects with speakers in advance

How to be a Contest Chair

running a contest27
Running a Contest

Interviews

  • Announce contestant’s name
  • Lead applause and shake hands
  • Announce contestant’s club name
  • Ask one or two questions (time dependant)
  • Present certificate of participation
  • Lead applause

How to be a Contest Chair

running a contest28
Running a Contest

Closing the contest

  • Say a thank-you to all the people who have helped to make the contest a success
    • Do not give names but can list functions
  • If announcing the results:
    • Be prepared with announcements or other items to fill in any extra time before results are available

How to be a Contest Chair

running a contest29
Running a Contest
  • Address any protests and inform the contestant(s) of the results
  • Announce any time disqualification
    • Don’t identify who, just how many
  • Announce the winners in reverse order
  • Say a final thank-you and close the contest

How to be a Contest Chair

running a contest30
Running a Contest

How to be a Contest Chair

slide56
If you

Know your role

Know the rules

Are prepared and fair

You will be a SUCCESSFUL contest chair!

How to be a Contest Chair

further information
Further Information
  • Kathryn’s forms and scripts will be available on the Kennebecasis Toastmaster web site by June 15, 2003

www.kvtoastmasters.org

  • Kathryn’s email: tm_kathryn@yahoo.ca

How to be a Contest Chair