The document provides guidance for Area and Division Governors on organizing high quality speech contests. It discusses:
- The benefits of speech contests for various stakeholders.
- The role of Area and Division Governors in organizing contests, being knowledgeable about rules, and mentoring others.
- Key elements of high quality contests including trained staff, adherence to rules, and evaluation.
- Resources for contest planning, promotion, and rules. Governors are encouraged to promote contests and mentor those organizing contests.
1. AREA AND DIVISION GOVERNOR
TRAINING
Plan and Conduct
Quality Speech Contests
Jerry Barrett July 13, 2013
2. Session Agenda
Speech Contest Benefits
Role of Area and Division Governors
Speech contest preparation
A bit about Speech contest rules
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3. Speech Contest Benefits
Contestants – Experience and Growth in a
Competitive Setting
Audience – Education and Entertainment
Clubs – Showcase for Membership Building
District Officers – Opportunity for Members to
participate beyond the Club
Organizers – Leadership Skill Development
Opportunity
Toastmasters – Public Relations Opportunity
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4. Role of Area and Division Governors
Be knowledgeable about
Contest Planning
Contest Rules
Contest Roles
Act as a resource for Club Contests
Form teams of trained, experienced, and
well-coached Toastmasters to organize
and conduct Area and Division contests
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5. Describe what is needed for a
HIGH QUALITY Speech Contest
Ideal Contest
5
6. Contest Quality Elements
Trained, coached, and experienced Staff
Well planned and promoted event
Abides by Official Rules
Contest Evaluation
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7. District Direction
All Key Role Players Experienced
All Judges Trained
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Area and Division Governors provide
training and active mentoring when
above two quality elements are not met.
8. Role Player Experience
Serve in that role at
Club before Area
Area before Division
Division before District
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Direction: Key Role Players have
experience in that role at lower level
contests
Key Roles
Contest Chair
Chief Judge
Judge
Toastmaster
9. Judge Training
Direction: All Judges Trained
Sessions at District Sponsored Events
TI On-line videos
(http://www.toastmasters.org/Members/OfficerResources/eLearning/SpeechContestModule.aspx)
Session 2: When You’re the Judge
Session 3: The Judge’s Guide and Ballot
TI Training Presenter’s Guide (1190)
(http://www.toastmasters.org/1190)
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10. District Direction
All Key Role Players Experienced
All Judges Trained
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Area and Division Governors provide
training and active mentoring when
above two quality elements are not met.
12. Contest Planning Guides
D55 Website – Calendar & Events –
Contests – Info for Contest Organizers –
Planning Documents (http://www.tmd55.org/planning-documents.html)
Excel, Word, PDF versions
Task List
Materials to Bring
People / Roles
Project Management Aspects
Communicate, Communicate, Communicate!
Follow up, Follow up, Follow up! 12
13. Contest Scripts
D55 – Calendar & Events – Contests –
Info for Contest Organizers – Scripts
(http://www.tmd55.org/scripts.html)
Toastmaster Scripts
One for each type of Contest
Thoughtfully merge scripts for Multi-type and
Multi-Area contests
Briefing Scripts
Chief Judge
Contest Chair
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USE THE
SCRIPTS!
14. Contest Forms
Inform Your Clubs that Forms and rules
are free downloads from the TI website
D55 – Calendar & Events – Contests –
Info for Contest Organizers – Contest
Forms (http://www.tmd55.org/contest-forms.html)
Contest Chair is responsible for
organizing forms into folders and bringing
them to the contest.
Team with Chief Judge on this task
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15. Contest Forms
Judges Guide and Ballot
“Regular” and Tie-Breaking
Unique for each type of Contest
Time Record Sheet
Counter’s Tally Sheet
Notification of Contest Winner
Speaker’s Certification of Eligibility and
Originality
Contestant Biographical Information
Certificate of Participation
Certificates for 1st
, 2nd
, and 3rd
place
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16. Contest Agendas – Area Contests
Do include (in addition to order of events):
Area Designation
Area Governor’s Name
Date/Time/Place
Types of Contests
TI Logo
Club Names
Contestant and
Role Player Names
Plug for Division Contest
and District Conference
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17. Contest Agendas – Division Contests
Do include (in addition to order of events):
Division Designation
Division Governor’s Name
Date/Time/Place
Types of Contests
TI Logo
Contestant and
Role Player Names
Plug for District Conference
Area Governor Names
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18. Contest Agendas – Don’t Includes
Do NOT include
Judges’ names
Okay to list Chief Judge’s name
Education level of contestants
Club that contestant represents
Test Speaker name
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19. Contest Promotion
Club visits
Encourage members to become contestants
and contest officials.
Encourage club to conduct contests.
• August for Fall, February for Spring
Promote above-the-club contests.
Fliers
Create one!
Use it when communicating with your clubs!
District website
Subset of flier information will be uploaded. 19
20. Contest Flier
Include:
Attention-getter
Area(s) or Division Designations
Contact Name, Email/Phone
Date/Time/Place/Building/Room
Types of Contests
Map / Directions
Security information
Parking information
TI Logo
Club Names
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21. Rules
Read the Rulebook – Rules
& Checklists
Governors, Contest Chairs,
Chief Judges, Contestants
Downloadable from TI
website
When notifying Contestants
2 weeks ahead of the
Contest, offer to send them
the rulebook.
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23. Rules – How Many Judges?
Club
5 Judges + Tie Breaking Judge
Area
5 Judges or equal representation from clubs in the
Area + Tie Breaking Judge
Division
7 Judges equally representing the Areas in the Division
+ Tie Breaking Judge
Note: All include escape clause “unless impractical”
Jerry’s Guidelines to Increase Fairness
Find judges outside the Club/Area/Division
Two judges per contestant or the numbers above,
whichever is higher
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24. Rules – Notification of Winners
p5, Selection Sequence, A2
“Should an area or division contest winner be
unable to participate in the next-level
contest, the highest placed available
contestant will advance to that level.”
Which means that the Chief Judge will rank-
order ALL qualified contestants on the
Notification of Winners form.
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25. Contest Evaluation
Contest Evaluator named for every Area
and Division Contest events.
Short, lessons learned meeting held at the
conclusion of the contest event with the
Contest Chair, Chief Judge, Toastmaster,
and Contest Evaluator
Evaluation form used as a guide for the
meeting; will be sent to Contest Chair
ahead of the event, or download it from
the Contest Forms page.
(http://www.tmd55.org/uploads/1/1/9/1/11914028/contestevaluationform_v02a.pdf) 25
26. Call to Action
Read and adhere to the Official rules
Use Resources available on D55 and TI websites
Take the on-line Judge Training and/or attend
Training session(s)
Move toward District Direction on training and
experience when selecting key role players
Mentor/Coach/Assist Role Players and Contest
organizers
Promote contests!
Use the District Scripts!
Communicate and Follow-up
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27. You will be sent a follow-up email with links
to this presentation, handouts, and other
documents. Some documents may be
attached to the email.
If you have any questions or comments,
contact Jerry Barrett – jerrytex@swbell.net
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29. Conducting Quality Speech Contests
CALL TO ACTION
Read and adhere to the Official rules
Use Resources available on D55 and TI websites
Take the on-line Judge Training and/or attend
Training session(s)
Move toward District Direction on training and
experience when selecting key role players
Mentor/Coach/Assist Role Players and Contest
organizers
Promote contests!
Use the District Scripts!
Communicate and Follow-up
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Jerry Barrett July 14, 2012
30. Conducting Quality Speech Contests
RESOURCES
District 55 Website
tmd55.org – Calendar & Events – Contests –
Info for Contest Organizers
Toastmasters International Website
Search on “Digital Content Speech Contests”
Search on “Judge Training”
District Chief Judge – TBD
District Contest Chair – Dan Jackson
This presentation () 30
Jerry Barrett July 14, 2012
32. Types and Frequency of Speech Contests
Five Types
International Speech
• Mandatory in the Spring
• Only contest to go above District level
Evaluation
Humorous Speech
Table Topics™
Tall Tales
District can hold up to four contests per
year
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33. What are the elements of a
SPEECH CONTEST?
Speech Contest Elements
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34. Speech Contest Elements
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Speeches/Speakers
Judging/Judges
Contest Control/Chief Judge
Timing/Timers
Ballots/Ballot Counting
Toastmaster/Emcee
Awards/Presentation/Awards Maker
Contestant Interviews
Certificates of Participation
Thank-you’s for Contest Officials
Room/Place
Time/Duration
Programs/Agenda
Room Control/Sergeants-at-Arms
Meeting Control/Presiding Officer
Refreshments/Refreshments Owner
Lots of Applause
Contest Team Lead/Project
Management
Contest Notification/Promotion/Flier
Dignitaries
Audience!!
35. Rules - Other Role Players
Ballot Counters – three
Time Keepers – two
One runs the watch and fills out the form
The other operates the timing signals
• Be sure signals are visible to the contestants
Good idea: have two watches
Sergeant-at-Arms – number not provided
Implied: one for Evaluation contest
Suggestion: One for every unlocked door
There is nothing wrong with having more
than the number listed in the rules.
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