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Conference Checklist The Contest Chair (CC) can be the Club
President or VPE, Area Governor, or Division Governor, LGET or any
Toastmaster who is given this responsibility.
Please use as a guide & personalise to suit your
conference.
Activity completed
who date done
Create Conference Committee
Contact Club Presidents or Area Governors invite to be member of
team or send deputy
CC
Call first meeting discuss dates, venues, timing, agenda, budget
CC
Decide on what clubs are responsible for eg contests/ raffles
etc CC
Circulate Minutes of meeting to all Sec
Ask clubs for email contact details for all members Sec
Venue Details
1. Confirm venue availability and facilities eg screen,
microphones etc CC
2. Inspect and book/pay deposit
3. Confirm catering if venue providing
4. Note date for final numbersneed this to create RSVP date for
flyer etc
5. Confirm final numbers to venue by agreed date
6. View room, determine set up/flow of conference, speaking area
for contestantsAG/Contest Chair & SAA
CC
Catering if external
7. Confirm menu and prices Caterer Name & Contact details
CC
8. Note pick up and payment details required
Costing
9. Costing for conference prepared allow for non paying
guests/judges admin
10. Have full day and half day prices
Choose Chief Judge (CJ) CC
11. CJ appoint judges. Except for club level, judges must have
completed at least 6 projects from Competent Communication
manual
CJ
12. Appoint Counters, Timers and Tie-breaking Judge CJ
13. Appoint Assistant Chief Judge to brief Counters, Timers and
SAAs. CJ
14. Briefs Judges CJ
15. Provides a stopwatch to Timer CJ
16. When judges confirmed/agenda known, confirm details in
writing to them CJ
17. Make up folders for Chief Judge, Judges and Tiebreaking
Judge. Folders to have list of contestants, Judges Guide and Ballot
for each contest, Speech Contest Rulebook, notepaper and
envelopes
CJ
Contest Toastmasters
18. Recruit a Contest Toastmaster for each contest CC
19. Ensure they understand their role and have 2 scripts
(Contestant Briefing Script and Contest Toastmaster Script) for
their contest from D69 website
CC
Guest Speaker / Educational Session
20. Invite and confirm guest speaker/educational session
presenter
21. Invite and confirm Test Speaker for the Evaluation
Contest
Registrations
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Activity completed
who date done
22. Determine how and who will be responsible for registrations.
Brief them on costing details (full/half day, guests, payment
methods), RSVP deadlines
23. Create sign-in sheets, listed by surname alphabetically
Marketing: Flyers, Registration forms and formal Agenda
24. Admin team create marketing campaign of regular
updates/teasers/info-create a feel of excitement, theme, promote
guest speaker as drawcard
25. Admin team create marketing flyer and send to all clubs,
post on District website
26. Create and send registration form to all clubs and
contestants
27. Create formal agenda for distribution to clubs and
contestants, Chief Judge and Contest Toastmasters
28. Create conference booklet with reports from council
members
29. Organise Club/ area/ division banners for display
Contestants
30. Have Speakers Certification of Originality and Eligibility
forms available from TI website
31. Write / email contestants congratulate, send Originality and
Eligibility and registration details and agenda
32. Ensure contestants (& alternate contestants) know where
and when contest will be held
33. Verify eligibility of contestants by email to
[email protected]
Council Meeting
34. Send Council members info on Council Meeting and Proxy
forms, plus their participation required ie submit reports
35. Determine Council Meeting time and format
36. Invite/work with Parliamentarian on Council meeting
procedure / protocol
Raffles
37. Raffle team collect prizes Raffle
38. Purchase raffle ticket books
39. Organise raffle ticket sellers on day
40. Display raffle prizes near registration desk to encourage
more sales
Photographer, other helpers
41. Confirm photographer, videographer (if desired), contest
S@Arms, audio/ visual SAA, registrars, calligrapher Audio
Visual/Sound System (if necessary), etc.
42. Create a Dignitary List. The test speaker is introduced only
at the end of the contest.
Trophies & Certificates
43. Contact previous winners remind to return perpetual trophies
CC
44. Choose and purchase trophies for 4 contests CC
45. Place-getter Certificates available from TI website (clubs
provide own) LGET
46. Certificates of Participation available from TI
website(clubs provide own) LGET
47. Certificates of Appreciation for Contest
Toastmasters/Judges/Test and Guest speakers plus any others to
thank
CC
Contest Forms
48. Time Record Sheets available from TI website Item 1175
CJ
49. Counters Tally Sheets available from TI website Item 1176
CJ
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Activity completed
who date done
Gifts for Judges and Speakers
50. Purchase gifts-Judges, Test Speaker, Guest Presenter,
Others: Conf. Toastmasters, Conference Sgt.AtArms
CC
Printing
51. Organise who and how conference booklet will be printed (NB:
your local MP will often use their allowance for community groups
who need printing On large runs perhaps offer to provide ream of
paper. Create booklet double sided)
52. Advise Clubs or Area Govs of report deadline for conference
booklet (Conference booklet might include: Report from AG/DivG,
Reports from Clubs/AGs, Blurb on the Presenter, a page for each
contest, Minutes of previous Annual Meeting)
53. Allow time for printing and collating of conference
booklet
54. Print signs as needed eg arrows, Reserved for Judges
Administration
55. Have run sheet for the day of the conference, item by item,
by person, by time allowed
Day Before
56. Check all details with venue
57. Check all details with team, Certificates of Participation/
Appreciation, trophies, dignitary list
58. Check details with Chief Judge, Judges folders, contest
official folders, timing lights, timing cards, stopwatch,
place-getter certificates
59. Check, check and triple check all details-walk through in
your mind step by step details of conference-jot notes on areas to
check
60. Check Registrars have sign-in sheet, know who pays, float
etc
61. Have a contact phone list of speakers, judges, guests,
contest officials, Contest Toastmasters
62. Audio Visual/Sound System (if necessary)
On the Day
63. Arrive early for set up
64. Allow Contest Toastmaster and Contest Sgt At Arms to perform
their role and run the contest
65. Seating arrangement checked, signs in place eg arrows,
reserved for Judges, Registration Table set up (including pens,
name tags or stickers), conference booklets
66. Club/ area/ division banners for display
67. Check lectern to be on the opposite side of the stage from
where the contestants will enter, gavel
68. Focus on Area or Division Council meetingthen enjoy rest of
conference
