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1
How to Plan and Implement a Contest
- Advice from Experienced Club -
By ICF Chiba Toastmasters ClubOn July 29, 2007
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ICF Chiba Toastmasters Club
On 29th of July, 2007 at Kinrou Kaikan, Minato-ku, Tokyo
Hosting District 76 Fall Contest, ・・・・・・・ Planning, Preparation and Hosting
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☆ Asked by Governor of D76 ☆ My decision making as President;
Good chance to enhance our club capability Good chance to celebrate our 10th Anniversary
☆ Procedure; Approval of Club Executive Committee Appointment of Conference Chair by D76 Governor Establishing Steering Committee
We also hosted Area 13 Speech Contest this spring with AIG Toastmasters Club.
How We Came to Host A D76 Speech Ciontest?
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2006 D76 Fall Conference
5
X
D76 SpringContest
D76 FallContest
Club Level
DistrictLevel
DivisionLevel
Area Level
TypeS OF Contests
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Hesitate, reluctant
☆ Looks so big and complicated.
☆ Do not know the detail.
☆ Will members work willingly?
☆ Will other clubs cooperate willingly?
☆ Will the balance not be in deficit? Thus your worries go on …….
Reaction - When you are asked to host a contest -
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Experiences & Know-how of Hosting a Contest
They were; Fragmental, not integrated and, not systematically usable
Then, ; Gathered, Integrated and, systemized in a form of document
And ; Shared for common use and expected to be reused in future.
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Secretary
SteeringCommittee
Chair
Party planning
Stage et ups
General affairs &Accounting
Preparation of materials& equipment
Administer contestproper Contest Chair
Assist contest chair inprogress of contest
Public Relations
Setting up of Steering Committee
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to prepare, or to:Schedule of contest・ and notify emceeConfirm contestants' stage setting requirements in advance・
Refer to List 2 of previous sheet Confirm eligibility of contestants・Confirm contestants・ ' attendance, names, speech titles, etc.Decide ・ by lottery speech delivery order of contestantsExpain contest rule to contestants・
Chief J udge to:Confirm tie breaker・Explain contest rule to・ judges
J udgesTimersArrange necessary ・ timers' kit
CountersVoteCaller to:① Call contestants to or for:Explain contest rule・Microphone test and set・ acoustic equipment condition
② Call judges to: Explain judging rule to judges・
③ Call and lead contestants to waiting seats・Withdraw pin or WL microphone and hand to next contestant ・
InterviewerPrepare contestants' profile (in advance)・
Presenter, helper to present certificates and trophiesArrange certificates and trophies in advance ・
PC projector handler
J ob item andMember List 2
Mission to be assigned and additional work pertaining to duty
Contest Chair
J udges and helpers
Appoint supporting members (Emcee, judges, helpers,interviewer, hall assitant, callers.)
Organization and J ob assignment for the District 76 Fall Conference 2006ICF ChibaToastmasters Club Drafted 2006.10.07
For discussion on 2007.1.20. Translated, modified on 2007.1.14. J ob item and Member List 1 J ob item and Member List 2Refer to: Administer contest proper Administer contest J ob item & Member (Contest Chair- J apanese- ) (Contest Chair-English- )List 1 Staff in charge:
SC Conference J ob item & Member Decide important matters: List 2 J ob item and Member List 3 Refer to List 2 of previous sheetEx.Income/expense plan, Party planning Participation fee J ob item & Member Staff in charge:Progress check & control List 3Notice to ClubsSelection of guests J ob item & Member Others List 4 Prepare program
Select guests, Send invitation letterJ ob item & Member Assign roles (MC, entertainment, attending guests, etc) List 5 Prepare party hall L/O
EntertainmentGuest Speaker (Not final) J ob item & Member DVD recording, photographing
List 6
J ob item & Member J ob item and Member List 4 J ob item and Member List 5List 7 General affairs & Accounting Progress control
Staff in charge: Staff in charge:J ob item & Member List 8
J ob item & Member Prepare registration guide, formalityList 9
J ob item & Member Open bank accountList 10 Control income and expense
Receive application and registerJ ob item & Member List 11 J ob item and Member List 7
Book keeping Hall & satge set upStaff in charge:Reserve venueVisit venue in advance Check venue hall conditions
J ob item and Member List 6 Check stage sign board preparation methodPublic relations Prepare hall L/OStaff in charge: Prepare judges' briefing room
Prepare reserved seatsFlier Set speech Area (Contest Chair)Invitation letterProgram of the dayRegistration guide Control of acoustic equipmentRegistration formality *J oint work with Contest Chair
J ob item and Member List 8 J ob item and Member List 9Arrange beverageStaff in charge:
Staff in charge:Arrange beverage, snack at hall
Arrange trophies, certificates, Prepare lunch boxstage sign board,contestants' ribbon, name plates,banner, To be included in another functioncomment sheet,judges' sheet, flower for decoration*J oint work with contest chair
J ob item and Member List 11Leading visitors to venue
Steering Comitte Chair
Budget planning (Estimated number of participants,simulate income/ expense, food, etc.)
Reception work on the day ofcontest
Control registration & prepareentry/ registration list
(Conference to beadministered by Secretary)
Leading visitors to venue
Develop income/expense plan,and estimate participation fee
Arrange beverage
Administer contest properContest Chair - J apanese-
Public Relations
*Drafts to be prepared by contestchair and general affairs officer
Preparation of materials &equipment, contest kit
Prepare:&
Assist contest chair inprogress of contest
Check & control (Work assign-ment, Scheduling, Progress)
Confirm stage setting of each contestantand set up accordingly
Send registration guide &formality toconcerned clubs
Hall and stage et ups
Preparation of materials &equipment
General affairs & Accounting
Progress check
Administer contest proper(Contest Chair-English-)
Party planning
Overall Job Items
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to prepare, or to:Schedule of contest and notify emcee ・Confirm contestants' stage setting requirements in advance・Confirm eligibility of contestants・Confirm contestants' attendance, names, speech titles, etc.・Decide by lottery speech delivery order of contestants・Expain contest rule to contestants・
Chief J udge to:Confirm tie breaker・Explain contest rule to judges・
J udgesTimersArrange necessary timers' kit・
CountersVoteCaller to:①Call contestants to or for:Explain contest rule・Microphone test and set acoustic equipment condition・
②Call judges to: Explain judging rule to judges・
③Call and lead contestants to waiting seats・Withdraw pin or WL microphone and hand to next contestant ・
InterviewerPrepare contestants' profile (in advance)・
Presenter, helper to present certificates and trophiesArrange certificates and trophies in advance ・
PC projector handler
J ob itemand Member
Mission to be assigned and additional work pertaining to duty
Contest Appoint supporting members (Emcee, judges, helpers, interviewer,hall assitant, callers.)
J udges andhelpers
Administer contest proper(Contest Chair-English-)
Administer contest proper(Contest Chair)
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J ob item and Member List 4General affairs & AccountingStaff in charge:
Prepare registration guide, formality
Open bank accountControl income and expenseReceive application and register
Book keeping
Develop income/expense plan, andestimate participation fee
Send registration guide & formalitytoconcerned clubs
Control registration & prepareentry/ registration list
Reception work on the day ofcontest
General affairs & AccountingGeneral Affairs
& Accounting
12
J ob item and Member List 8
Staff in charge:
Arrange trophies, certificates,stage sign board,contestants' ribbon, name plates,banner,comment sheet,judges' sheet, flower for decoration*J oint work with contest chair
Preparation of materials &equipment, contest kit
Preparation of materials &equipment
Preparation of Materials & Equipment
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Merit of Documentation
Is to makes all jobs clear to all members, providing common basis of understanding, and makings the followings easier;
☆ Members join the hosting work more willingly,
☆ Dividing or Splitting the entire hosting work,
☆ Assignment of jobs,
☆ Smooth Communication and Management,
Thus, Concerted Implementation of jobs for the entire hosting work is made possible.
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11 11月 日 9:00 18:00~ x1ピンマイクWL x1マイク
-1孔雀 有線マイク ホワイトボード
8:40花台 より客先がセット
最前列のみ机T(Timer),J (Chief J udge),C(Contest Chair)H(Helper), G(Guest Speaker), P(Peter), N(Noda)
13:30開会16:45閉会
2.2m x 5m x 15cmステージ
実際の位置受付
テーフ テ゚ ッ゙キ使用
物置500ml生茶ヘ ッ゚トホ ドル 80
行灯手書き 500mlミネ ラル ウォーター 40
( )部屋の表示 行灯
5コンテスタント T1 J C H1
椅子席120名用意
トー
ストマスター
ズ
秋
季
大
会
D76
6ガバナー
ボトル類
H1 G P N
Hall Layout
Remark: Original developed by Saitama Toastmasters Club
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Simulation of Balance of Income/Expense
Number of Participants x Fee/person (Variable)
Venue hall & room charges, Fees for guest speakers, Cost of printing flyers & programs,Stage sign board, Decoration flowers,Trophies, Beverages, Traffic expenses ・・・・・・・・・・・・・・・・Assumed
Income:
Expense:
Should be marginally surplusand to be estimated by simulation
Balance:
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Selected simulated case and actual results of Japanese and English Contests.
-- Actual results shown in ( ). --
Total number of participants : 255 ( 257 )
Fee per person: 1,500 Yen ( 1,500 Yen )
Total of income: 382,500 Yen ( 385,500 Yen )
Balance: 52,840 Yen ( 18,894 Yen )
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The Party Together in commemoration of the 10th Anniversary of ICF Chiba Toastmasters Club
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NAME Role Nov.11 Role Party Role Nov.12
Ishii KenkoReception, Carryingconference & partygoods
Lottery Reception, Carryingconference & party goods
Ichiya Rieko Reception Reception, Interviewing
Kubota IsaoBallot Leading at、Station 11-12, Helperat hall, Closing adress
Closingaddress Helper at hall
Kuwahara Midori Interviewing、Reception
Sato Yasuyo Leading at Kuyakusho-maebus-stop 8-9
TakayamaKuniteru Edition of video recording (After the conference)
Takimoto Sooko D76 Governor
Chiba Mutsuko Carrying conference& party goods MC, Lottery Carrying conference & party
goods
ICF Chiba oastmasters Club MembersT
Job Assignment on the Days of Contests
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What we gained from hosting the ContestMembers could;
☆ Do what they could do voluntarily and joyfully.
☆ Learn functional and effective communication method.
☆ Learn and practice leadership skill
☆ Enhance event-planning and public-relations skills.
☆ Expand our network of friendship & partner-ship with other clubs.
Income/Expense accuracy;
☆ Budget planning and control
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ContesT is Over
SEE You Again
Thank You for Listening ...
ICF Chiba Toastmasters Club
on 29th of July, 2007 at Kinrou Kaikan, Minato-ku, Tokyo