Club contest chair training 20130105

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Club contest chair training 20130105

  1. 1. Six Weeks to a Successful Club Contest A guide for Contest ChairsJerry Barrett District 55 January 5, 2013
  2. 2. What is a Speech Contest?Similarities to a Club Meeting Differences from a Club Meeting•Call to Order by Presiding Officer •Normally two contests back to back•Optional Pledge and/or Invocation •Preceded by Contestant and Contest•Guest (dignitary) introductions Officials briefings•Introduce the Toastmaster •Toastmaster reads a script•Toastmaster’s introductory remarks •Toastmaster instructs the audience•Toastmaster returns control to PO •Contestants speak one after another•Announcements •Silence after each speech to allow•Awards judges to mark ballots•Adjourn •Ballots and time sheets collected •Toastmaster interviews contestants •Ballots counted under Chief Judge supervision •Thank you’s to contest officialsJanuary 5, 2013 Jerry Barrett 2
  3. 3. What are the elements of a Speech Contest? •Speeches/Speakers •Room/Place •Judging/Judges •Time/Duration •Contest Control/Chief Judge •Programs/Agenda •Timing/Timers •Room Control/Sergeants-at-Arms •Ballots/Ballot Counting •Meeting Control/Presiding Officer •Toastmaster/Emcee •Refreshments/Refreshments Owner •Awards/Presentation/Awards Maker •Lots of Applause •Contestant Interviews •Contest Team Lead/Project •Certificates of Participation Management •Thank-yous for Contest Officials •Contest Notification/Promotion/Flier •Dignitaries •Audience!January 5, 2013 Jerry Barrett 3
  4. 4. The Master Plan Schedule Week Week Week Week Week Week Week Task Owner -6 -5 -4 -3 -2 -1 0 +1 Select Contest Chairman/Team Leader VP Education S F Obtain Budget approval from Club Officers Contest Chair S F Create To-do/checklist/timetable (use this as a guide) Contest Chair SF Set date, time, and place. Hold contest in place of a regular meeting Contest Chair SF Read documents on the Internet - http://tmd55.org/wp/contests/ Contest Chair S F Select Chief Judge Contest Chair S F Select Awards Owner Contest Chair S F Select Refreshments Owner Contest Chair S F Invite Toastmaster Dignitaries and Guests Contest Chair S x x F Order and receive contest materials from TI Contest Chair S x x x F Recruit and select judges. Network / trade with other clubs Chief Judge S x x x F Promote the club contest with enthusiasm and optimism Contest Chair S x x x x x x x F Create a draft agenda Contest Chair SF Train Chief Judge if necessary, and review tasks and ownership Contest Chair SF Meet with Chief Judge to review tasks and ownership Contest Chair SF Select Toastmaster Contest Chair S x F Create a flier Contest Chair SF Meet with Awards owner to plan gifts, awards, and trophies Contest Chair SF Select Test Speaker (Evaluation Contest). Network with other clubs Contest Chair S F Select Sergeants-at-Arms Contest Chair S F Select Ballot Counters Chief Judge S F Select Timers Confirm judge eligibility. Find new judges as needed Confirm contestant eligibility with TI Chief Judge Chief Judge Contest Chair S S F x S x x F F 64 tasks Order blank certificates Awards Owner S x F Order and receive or make trophies and gifts Awards Owner S x x F Notify Contestants of Contest details; send rulebook and forms Contest Chair SF Notify Contest Officials of Contest details Chief Judge SF Plan the Contestant briefing (use on-line script) Contest Chair S F Plan the Chief Judge briefing (use on-line script) Chief Judge S F Meet with the Refreshmens owner to plan the refreshments Contest Chair S F Train judges if necessary Chief Judge S x F Personalize on-line Toastmaster Script Toastmaster S x F Organize forms and awards into folders by person Contest Chair S F Create/print/copy Agenda/Program document Contest Chair S F Personalize certificates Awards Owner S F Plan for miscellaneous items (e.g. stop watches). See the list Contest Chair S F Reminder to Contestants Contest Chair SF SF Reminder to Contest Officials Chief Judge SF SF Refreshments Purchase and bring refreshments Owner S x F Prepare for your role as presiding officer Contest Chair SF Brief the tie-breaking judge Chief Judge SF Bring materials - folders, forms, etc. to the contest Contest Chair SF Show up 45 minutes early. Set up the room Contest Chair SF Find replacements if necessary Contest Chair SF Provide speaking area to the Chief Judge Contest Chair SF Conduct Chief Judge Briefing Chief Judge SF Conduct Contestant Briefing Contest Chair SF Provide Eligibility and Originality forms to the Chief Judge Contest Chair SF Call meeting to order, pledge and invocation, guest introductions Contest Chair SF Introduce Toastmaster Contest Chair SF Make mandatory announcements Toastmaster SF Introduce Contestants, call for silence after speeches Toastmaster SF Interview Contestants Toastmaster SF Legend Pick up Time Record Sheets, Oversee ballot counting Chief Judge SF Handle Eligibility protests Contest Chair SF Start of task S Handle Originality protests Chief Judge SF Fill out Notification of Winners forms, noting disqualification types Chief Judge SF Finish of task F Make announcements, thank yous, announce awards, adjourn Submit Contest results and contestant forms to Area Contest Owner Contest Chair Contest Chair SF SF F Continuation of task x Have a team member fill out Project #10 evaluation in your CL manual Contest Chair S x F Write Thank-Yous to your team Contest Chair S F Write Thank-Yous to contest officials Chief Judge S F Celebrate having a well planned, organized, and executed contest! Contest Chair SFJanuary 5, 2013 Jerry Barrett 4
  5. 5. Week – 6 Schedule Week Task Owner -6 Select Contest Chair VP Education S F Obtain Budget approval from Club Officers Contest Chair S FLegendStart of task SFinish of task FContinuation of task xJanuary 5, 2013 Jerry Barrett 5
  6. 6. Week – 5Schedule WeekTask Owner -5Create To-do/checklist/timetable (use this as a guide) Contest Chair SFSet date, time, and place. Hold contest in place of a regular meeting Contest Chair SFRead documents on the Internet - http://tmd55.org/wp/contests/ Contest Chair S FSelect Chief Judge Contest Chair S FSelect Awards Owner Contest Chair S FSelect Refreshments Owner Contest Chair S FInvite Toastmaster Dignitaries and Guests Contest Chair S xOrder and receive contest materials from TI Contest Chair SRecruit and select judges. Network / trade with other clubs Chief Judge SPromote the club contest with enthusiasm and optimism Contest Chair SLegendStart of task SFinish of task FContinuation of task xJanuary 5, 2013 Jerry Barrett 6
  7. 7. Week – 4Schedule WeekTask Owner -4Invite Toastmaster Dignitaries and Guests Contest Chair x FOrder and receive contest materials from TI Contest Chair x xRecruit and select judges. Network / trade with other clubs Chief Judge x xPromote the club contest with enthusiasm and optimism Contest Chair x xCreate a draft agenda Contest Chair SFTrain Chief Judge if necessary, and review tasks and ownership Contest Chair SFMeet with Chief Judge to review tasks and ownership Contest Chair SFSelect Toastmaster Contest Chair S xCreate a flier Contest Chair SFMeet with Awards owner to plan gifts, awards, and trophies Contest Chair SFSelect Test Speaker (Evaluation Contest). Network with other clubs Contest Chair SSelect Sergeants-at-Arms Contest Chair SSelect Ballot Counters Chief Judge SSelect Timers Chief Judge SConfirm judge eligibility. Find new judges as needed Chief Judge SJanuary 5, 2013 Jerry Barrett 7
  8. 8. Week – 3Schedule WeekTask Owner -3Order and receive contest materials from TI Contest Chair x FRecruit and select judges. Network / trade with other clubs Chief Judge x FPromote the club contest with enthusiasm and optimism Contest Chair x xSelect Toastmaster Contest Chair FSelect Test Speaker (Evaluation Contest). Network with other clubs Contest Chair FSelect Sergeants-at-Arms Contest Chair FSelect Ballot Counters Chief Judge FSelect Timers Chief Judge FConfirm judge eligibility. Find new judges as needed Chief Judge x xConfirm contestant eligibility with TI Contest Chair S xOrder blank certificates Awards Owner S xOrder and receive or make trophies and gifts Awards Owner S xNotify Contestants of Contest details; send rulebook and forms Contest Chair SFNotify Contest Officials of Contest details Chief Judge SFJanuary 5, 2013 Jerry Barrett 8
  9. 9. Week – 2 Schedule   Week Task Owner -2 Promote the club contest with enthusiasm and optimism Contest Chair x x Confirm judge eligibility. Find new judges as needed Chief Judge F   Confirm contestant eligibility with TI Contest Chair F   Order blank certificates Awards Owner F   Order and receive or make trophies and gifts Awards Owner x F Plan the Contestant briefing (use on-line script) Contest Chair S F Plan the Chief Judge briefing (use on-line script) Chief Judge S F Meet with the Refreshments owner to plan the refreshments Contest Chair S F Train judges if necessary Chief Judge S x Personalize on-line Toastmaster Script Toastmaster S x Organize forms and awards into folders by person Contest Chair   S Create/print/copy Agenda/Program document Contest Chair   S Personalize certificates Awards Owner   S Plan for miscellaneous items (e.g. stop watches). See the list Contest Chair   S Reminder to Contestants Contest Chair   SF Reminder to Contest Officials Chief Judge   SFJanuary 5, 2013 Jerry Barrett 9
  10. 10. Week – 1 Schedule   Week Task Owner -1 Promote the club contest with enthusiasm and optimism Contest Chair x F Train judges if necessary Chief Judge F   Personalize on-line Toastmaster Script Toastmaster F   Organize forms and awards into folders by person Contest Chair F   Create/print/copy Agenda/Program document Contest Chair F   Personalize certificates Awards Owner F   Plan for miscellaneous items (e.g. stop watches). See the list Contest Chair F   Reminder to Contestants Contest Chair   SF Reminder to Contest Officials Chief Judge   SF Purchase and bring refreshments Refresh Owner S x Prepare for your role as presiding officer Contest Chair   SF Brief the tie-breaking judge Chief Judge   SFJanuary 5, 2013 Jerry Barrett 10
  11. 11. Contest Day!Schedule  Task OwnerPurchase and bring refreshments Refresh OwnerBring materials - folders, forms, etc. to the contest Contest ChairShow up 45 minutes early. Set up the room Contest ChairFind replacements if necessary Contest ChairProvide speaking area to the Chief Judge Contest ChairConduct Chief Judge Briefing Chief JudgeConduct Contestant Briefing Contest ChairProvide Eligibility and Originality forms to the Chief Judge Contest ChairCall meeting to order, pledge and invocation, guest introductions Contest ChairIntroduce Toastmaster Contest ChairMake mandatory announcements ToastmasterIntroduce Contestants, call for silence after speeches ToastmasterInterview Contestants ToastmasterPick up Time Record Sheets, Oversee ballot counting Chief JudgeHandle Eligibility protests Contest ChairHandle Originality protests Chief JudgeFill out Notification of Winners forms, noting disqualification types Chief JudgeMake announcements, thank you’s, announce awards, adjourn Contest ChairJanuary 5, 2013 Jerry Barrett 11
  12. 12. After the Contest (within 7 days)Schedule  Task OwnerSubmit Contest results and contestant forms to Area Contest Owner Contest ChairHave a team member fill out Project #10 evaluation in your CL manual Contest ChairWrite Thank-You’s to your team Contest ChairWrite Thank-You’s to contest officials Chief JudgeCelebrate having a well planned, organized, and executed contest! Contest Chair January 5, 2013 Jerry Barrett 12
  13. 13. Speech Contest Planning Attitudes and Affirmations Have total confidence in yourself to pull this off. Commit to and envision a successful contest. Stay focused and organized. Meet with team members Re-confirm assignments and completions Over-communicate and be certain. Be unwilling to compromise. Be consistent and firm.  Be flexible with one week left to go.January 5, 2013 Jerry Barrett 13
  14. 14. Speech Contest Planning Final Thoughts Start early! Create and follow checklists. Use and become familiar with the documents on the District website (http://tmd55.org/wp/contests/). Network with other clubs to find judges. Promote the contest to your club at every club meeting prior to the contest. Give your team weekly updates on how the contest planning is going. Let them help you. If all else fails, contact me. I’ll be glad to be one of your mentors. jerrytex@swbell.netJanuary 5, 2013 Jerry Barrett 14
  15. 15. Speech Contest Planning This presentation and the handouts will be available from the District 55 website (tmd55.org) in the future Toastmasters InternationalJerry Barrett District 55 January 5, 2013

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