Conduct quality speech contests 20130713

AREA AND DIVISION GOVERNOR

TRAINING

Plan and Conduct

Quality Speech Contests

Jerry Barrett July 13, 2013

Session Agenda

Speech Contest BenefitsRole of Area and Division GovernorsSpeech contest preparationA bit about Speech contest rules

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Speech Contest Benefits

Contestants – Experience and Growth in a Competitive Setting

Audience – Education and EntertainmentClubs – Showcase for Membership BuildingDistrict Officers – Opportunity for Members to

participate beyond the ClubOrganizers – Leadership Skill Development

OpportunityToastmasters – Public Relations Opportunity

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Role of Area and Division Governors

Be knowledgeable about Contest Planning Contest Rules Contest Roles

Act as a resource for Club ContestsForm teams of trained, experienced, and

well-coached Toastmasters to organize and conduct Area and Division contests

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Describe what is needed for a HIGH QUALITY Speech Contest

Ideal Contest

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Contest Quality Elements

Trained, coached, and experienced StaffWell planned and promoted eventAbides by Official RulesContest Evaluation

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District Direction

All Key Role Players ExperiencedAll Judges Trained

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Area and Division Governors provide training and active mentoring when above two quality elements are not met.

Role Player Experience

Serve in that role atClub before AreaArea before DivisionDivision before District

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Direction: Key Role Players have experience in that role at lower level contests

Key RolesContest ChairChief JudgeJudgeToastmaster

Judge Training

Direction: All Judges TrainedSessions at District Sponsored EventsTI 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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District Direction

All Key Role Players ExperiencedAll Judges Trained

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Area and Division Governors provide training and active mentoring when above two quality elements are not met.

Contest Planning

Planning GuidesScriptsContest FormsAgendasPromoting Contests

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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

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!

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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Contest Forms

Judges Guide and Ballot “Regular” and Tie-Breaking Unique for each type of Contest

Time Record SheetCounter’s Tally SheetNotification of Contest WinnerSpeaker’s Certification of Eligibility and

OriginalityContestant Biographical InformationCertificate of ParticipationCertificates for 1st, 2nd, and 3rd place

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Contest Agendas – Area Contests

Do include (in addition to order of events):Area DesignationArea Governor’s NameDate/Time/PlaceTypes of ContestsTI LogoClub NamesContestant and

Role Player NamesPlug for Division Contest

and District Conference16

Contest Agendas – Division Contests

Do include (in addition to order of events):Division DesignationDivision Governor’s NameDate/Time/PlaceTypes of ContestsTI LogoContestant and

Role Player NamesPlug for District ConferenceArea Governor Names

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Contest Agendas – Don’t Includes

Do NOT includeJudges’ names

Okay to list Chief Judge’s name

Education level of contestantsClub that contestant representsTest Speaker name

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Contest PromotionClub 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

Contest Flier

Include:Attention-getterArea(s) or Division DesignationsContact Name, Email/PhoneDate/Time/Place/Building/RoomTypes of ContestsMap / DirectionsSecurity informationParking informationTI LogoClub Names

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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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Rules - Eligibility

Confirming Contestant & Judge Eligibility [email protected] or Phone 949-858-8255

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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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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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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

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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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 – [email protected]

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Handout – Next Two Slides

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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Conducting Quality Speech Contests

RESOURCESDistrict 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 – TBDDistrict Contest Chair – Dan JacksonThis presentation () 30


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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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What are the elements of aSPEECH CONTEST?

Speech Contest Elements

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Speech Contest Elements

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Speeches/SpeakersJudging/JudgesContest Control/Chief JudgeTiming/TimersBallots/Ballot CountingToastmaster/EmceeAwards/Presentation/Awards MakerContestant InterviewsCertificates of ParticipationThank-you’s for Contest Officials

Room/PlaceTime/DurationPrograms/AgendaRoom Control/Sergeants-at-ArmsMeeting Control/Presiding OfficerRefreshments/Refreshments OwnerLots of ApplauseContest Team Lead/Project ManagementContest Notification/Promotion/FlierDignitaries

Audience!!

Rules - Other Role Players

Ballot Counters – threeTime 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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