2006-2007 Chief Judge Training

1. 2006-2007Chief Judge Training Rick Sharon, DTM District 25 Chief Judge 2006-2007

2. Qualifications Duties Advanced Preparation Appointing Judges Pre-contest Briefings Protests Disqualifications After the Contest Forms and Worksheets Overview

3. Chief Judges’ Qualifications • Qualified Contest Judge • Trained within last 3 years • Trained as Chief Judge within last 2 years • Not a contestant in a contest • Not a member of the Club/Area/Division of the contest being judged

4. Chief Judges’ Qualifications • Member in good standing with Toastmasters International • Have presented at least 6 speeches from the C/L program manual • District Chief Judge will appoint Area, Division, and District Contest Chief Judges

5. Chief Judges’ Duties • Appoint contest judges prior to the contest • Minimum of 5 judges at Area Levelplus one tie-break judge • Minimum of 7 judges at Division & District Levelsplus one tie-break judgeRefer to that season’s TI rule book for guidelines.Odd number of judges minimizes chance of ties. • Provide a list of the selected judges to the Contest Chair • Re-confirm all arrangements with Contest Chair prior to the contest

6. Chief Judges’ Duties • Provide pre-contest briefing for: • Judges - provide forms • Ballot Counters – provide forms • Timers – provide forms • Contest Chair provides pre-contest briefing for: • Contestants • Sgts At Arms

7. Chief Judges’ Duties • Prep Contest Chair to brief Contestants & Sgt At Arms • Provide pre-contest briefing script • Provide contestant eligibility & originality forms. Contestants fill out and return to Chief Judge • Provide contestant bio forms. Contestants fill out and returns to Toastmaster • Provide speaking order slips used to draw for speaking order

8. Chief Judges’ Duties • Act as the chief ballot counter and oversee ballot counting • Ensure contest is fair for all participants • Resolve all protests and disqualification issues • Be aware of all that happens during the contest

9. Chief Judges’ Duties • Provide a list of winners, with contact info, to contest chair person at next level • Provide a list of participating judges to the District Chief Judge • Properly thank your judges with thank you note/card or certificate. Coordinate this with contest Chair – they may do this for you.

10. Chief Judges’ Duties • Keep Contest Chair and Judges informed of any changes prior to the contest • Ensure both pre-contest briefings include a summary of the rules and duties for the participants • Ensure the contest is fair and objective • Ensure the proper procedures are followed at all times

11. Advanced Preparation • Obtain contest information from the Contest Chair • Area/Division/District Host • Point of contact (home#, work#, Email) • Date, time, location of contest including briefing time and contest time • Costs, meals, etc.

12. Advanced Preparation • If contest charges admission, do judges pay? (usually not). • Provide the Contest Chair your contact information • Obtain contact info for: • Contest Toastmaster • Target Speaker (Evaluation Contest only)They should not be from the same Area or Division as the contest

13. Advanced Preparation • For Table Topics Contests • Provide 4-5 Table Topic questions to Contest Toastmaster • Essay Questions • Common knowledge that anyone can answer • Can be tied to contest theme • Not too serious or controversial, use good taste • Contest Toastmaster selects one question • Same question used for every contestant

14. Advanced Preparation • For Evaluation Contests • Contest Chair or Chief Judge recruits “Target Speaker” • Coordinate with Contest Chair – who recruits? • Some Area and Division Governors have reciprocal agreements – I’ll recruit yours if you recruit mine. • Ensure Target Speaker is appropriate: • Has enough courage to do it • Is inexperienced enough that evaluators can suggest improvementse.g. completed 2-4 Basic manual speeches • From outside Area or Division • Preferably someone evaluators haven’t seen speak

15. Advanced Preparation • Ensure Contest Chair provides • 2 timers, 2 stopwatches, one set of timing lights, backup devices e.g. colored timing cards • 3 ballot counters • Proper number of Sgt at Arms for Facility • #Doors + 1 (for policing doors) • Additional as needed for Table Topics and Evaluation Contests to sequester contestants • Proper facilities for contest • Separate briefing rooms • Sequester site for Topics and Evaluation contestants

16. Forms • Judge and Tiebreak Judge BallotsPre-cut bottom of the form for easy detach • Time Record • Ballot Counter Tally Sheet • Speaker’s Certification of Eligibility and Originality • Contestant Bio • Notification of Contest Winner • Draw for speaking order

17. Pre-Contest Briefing • Brief Judges • Ensure all judges are present • Pass out forms including one tie-breaker for each contest • Cover Code of Ethics • Cover Rules & Criteria for Judging • Verify Judges are not in same club as any contestant • Cover protests and proper way to complete ballots

18. Pre-Contest Briefing • Brief Timers • Ensure all timers are present • Pass out forms • Discuss timing rules for each contest • Discuss minute of silence • Demonstrate how to fill out forms • Have timers demonstrate the operating of timing equipment and back-up equipment to speakers and Toastmaster

19. Pre-Contest Briefing • Brief Ballot Counters • Ensure all Ballot Counters are present • Pass out Counting Forms(or save them for the actual counting session) • How to collect ballots • How to perform ballot counting duties

20. Pre-Contest Briefing • Contest Chair briefs contestants • Pass out contestant bio, contestants fill out and return to Contest Toastmaster • Pass out contestant eligibility/originality forms, contestants complete & return to Chief Judge • Cover rules, time limits, originality • Speaking area, sound system, props • Location of lectern, timing equipment

21. Pre-Contest Briefing • Contest Chair briefs contestants • Contestants draw for speaking order • Toastmaster practices each Speakers name and speech title • This is contestants’ one opportunity to correct pronunciation • Provide speaking order to Chief Judge and Judges

22. Pre-Contest Briefing • Contest Chair briefs Sgts At Arms • How to cover room access points • Nobody enters or exits while contestant is performing • How to handle lectern, speaker props, etc. • How to assist speakers with sound equipment • Ensure Timers demonstrate equipment to speakers

23. Audience Briefing • Contest Chair or Chief Judge briefs audience • Contestants and helpers have been briefed • Only judges and contestants can protest • Nobody enters or exits room while contestant is performing • Minute of silence after each contestant • Silence all noisemakers(phones, pagers, alarms, etc.) • No recording or photography allowed

24. Protests • May be lodged by Judges & Contestants ONLY • Must be lodged with Chief Judge or Contest Chair • Only issues of originality and eligibility can be protested • Protests not allowed after contest results are announced • ALL decisions of the judges are final

25. Disqualification • Reasons • Contestant absent at the beginning of the contest • Result of a protest • Failing to meet the time limits • ALL decisions of the judges are final

26. After the Contest • Provide a list of winners to the Contest Chair at the next level • Provide a list of participating judges to the District Chief Judge • Properly thank judges with thank you card/note or certificate. Coordinate this with contest chair.

27. Typical Problem Areas • Breaking the minute of silence • Contestant interviews • Improper timing (see rule books for guidelines) • Room access during contest • Notes during evaluation contest • Target Speaker during evaluation contest

28. Typical Problem Areas • Noise and other distractions • Improperly completed paperwork • Announcement of winnerse.g. done in wrong order

29. Remember You are the Chief Judge.Do not hesitate to halt the contest if something is not going right.Fix it immediately!

30. Qualifications Duties Advanced Preparation Appointing Judges Pre-contest Briefings Protests Disqualifications After the Contest Forms and Worksheets Summary

31. If you put into Toastmasters,What you get out of Toastmasters…You will NEVER get out of Toastmasters!