Good Morning San Diego!
It is Contest Time!
You have your ducks in a row!
Your plan is complete
Checklists are ready
Agendas are ready
All Equipment is ready
Food, Prizes, Forms are ready
Briefing forms are ready
Team, judges, functionaries, contestants are confirmed
- All know when to arrive
You have your team together!
Everyone has arrived at least an hour early to set up.
Your spacious facility is
ready to go!
Security is ready - no one excluded
Building is open
Team is early Team is setting up
Food is put out for all
Opportunity prize table is ready
Registrars are set up
–agendas-money box- opportunity tickets
WHAT DOES A REGISTRAR DO?
-Must arrive at early - to set up before contestants, audience members, etc.
-Ask everyone to sign in and - except for contestants - pay for admission.
(checks should be written out to District 5 Toastmasters).
-Provide program and other information.
-Sign-in dignitaries on sheet
-Must remain at the registration desk until about 20 minutes after contest start.
-Give cash box to a contest chair Enjoy the rest of the contest.
-If multiple contests same location consult contest chairs
Items Provided:
A copy of these instructions
Cash box with change
Sign in sheets for all attendees
Sign in sheets for dignitaries
Rolls of opportunity drawing tickets
Other - List as needed
Assist with an opportunity drawing
Have ticket prices displayed and tickets available.
Remind everyone that they have to be present when their name is called into
claim their prize.
About 20 Opportunity Prizes displayed
with bags marked for each prize
Tickets are ready to sell
Prices are displayed
Names are written on tickets
What Does an Opportunity Drawing Chair Do?
-Arrive 1 hour early - set up Opportunity Drawing prize table. (Check Contest Chair)
-Ask for help selling tickets
IMPORTANT: Ask those buyers to write their names on tickets
-Before break announce major prizes and encourage attendees to purchase
tickets. (No prizes during break,)
-Determine with the contest chair, final time for selling tickets.
-Hand all money to the contest organizer when sales complete
(LAST CALL to deposit tickets). Announce drawing starts after last call while other
events proceed.
-After the last call, select the winning ticket from each bag and tape it to the item.
-If possible, group prizes by winning names as this helps speed up the event.
Rapid distribution of prizes near end of the meeting is ESSENTIAL!
-At the end of the meeting, announce to the audience that the winning tickets have
already been selected
-Pick up each item and announce the winning name (or number if there is no
name).
-Use volunteers to quickly deliver the prizes!
-Save best prizes for last, when possible.
Note: It is okay for you to purchase tickets.
Contestants come out of their shells
-Contest chair confirms attendance
WHAT DOES THE TOASTMASTER DO? (page 1 of 3)
(Contest Chair MAY be Toastmaster, but USUALLY designates another person.)
Runs the contest
Before contest, ask contest chair for agenda, the identities of all contestants and
their eligibility & biographical information.
Have blank forms if the contestants forget to bring their information.
At contest, ask for contest certificates of participation, contestant eligibility forms
and biographical forms.
-Determine speaking area with chief judge
-Brief functionaries, SAA and contestants.
-Gather the contestants and SAA together. Cite allowable times. Write
pronunciation of their names down, and collect speech titles. Show timing lights.
Determine special needs. Define speaking area. Determine speaking order by
drawing cards.
-Notify the Chief Judge, SAA, timer of contestant order & hand the Chief Judge
the eligibility forms for the contestants.
WHAT DOES THE TOASTMASTER DO? (page 2 of 3)
Contest begins: the director will introduce you.
Preliminaries:
-About 3 minutes to discuss theme.
-Introduce the Chief Judge to present the rules of the competition.
-When the Chief Judge is done, announce any contestant changes on the
agenda (sometimes the runner-up shows up instead) and announce the order of
the contestants.
-Tell audience the allowable time for the contest.
-One minute of silence will be observed between contestants for judges
-After last contestant, silence until after all chief judge confirms ballots collected.
Begin introducing contestants:
Introduce a International Speech contestant by:
announcing the contestant’s name and the title of the speech, and repeat
the title of the speech, followed by the contestant’s name again. shake the
contestant’s hand (Leave stage)
Introduce Evaluation contestant by announcing the contestant’s name;
repeat Contestant name; shake hand, (leave stage)
CAUTION: Do NOT elaborate on speaker, beyond prescribed intros above!
WHAT DOES THE TOASTMASTER DO? (Page 3 of 3)
Interviews:
-Begin after Chief Judge collects ballots.
-Except for those competing in later same day contest, invite all contestants to
front of the room for interviews.
-Aim for a couple of minutes per contestant, at most, mostly to fill time
until the Chief Judge returns.
Interviews do not eat into break time, other useful functions, or cause the overall
event to run longer. The event needs to move efficiently ahead.
-Typically, ask contestants about their club, how many years they’ve been in
Toastmasters, and a question related to 1) theme; 2) advice for non-contestants;
or 3) something from biographical sheets
-After interview, hand contestant certificate of appreciation and thank them. After
the contest, hand all the biographical and eligibility forms to the next level contest
chair.
Toastmaster Cheat-Sheet
Evaluation
Speaking Order
International
Speaking Order
Contest
Contestant
Phonetic
Charlie
Brown
Char-lee
Brr-ow-nn
Lucy
Lou-see
Schroeder
sh-row-der
Title
Profile Form
Eligibility Form
will bring
will bring
yes
yes
will bring
will bring
Profile Form
Eligibility Form
I Really Will
Win
Someday
yes
yes
It's a Dirty Job
yes
will bring
Soar!
will bring
will bring
not applicable
not applicable
not applicable
Speech
Contestant
Charlie
Brown
Phonetic
Char-lee
Brr-ow-nn
Pig Pen
Snoopy
Snoo- PEE
Title
WHAT DOES A SERGEANT AT ARMS DO?
-Two Sergeant At Arms at the meeting - divide up the tasks
Before contest:
-Meet, with Chief Judge, Toastmaster, & contestants. Determine special needs
contestants. For example, lectern or chair placement, as needed –Change set-up
during 1 minute of silence between contestants. Break-down after the contestant
finishes. (Complex requests are Speaker’s responsibility.)
-Attend Contestant Briefing.
-Give 10 minute and 5 minute warnings before contest start
-Call for attention to start contest, ONLY when Chief Judge & Toastmaster are
ready. Turn off Noise makers. No Photography unless approved.
-Explain emergency exit procedures, restrooms, rules of the room (ex. no food)
-Introduce designated Individual to begin proceedings.
-Lead the Pledge of Allegiance (“Please stand and, if you would like, join me in
reciting the Pledge of Allegiance.”) when asked by presiding official.
-Sit at or near door during contest. No one in or out during speeches or evaluations.
-Evaluation Contest: Escort Contestants to outside room. Collect evaluation forms
from contestants after 5 minutes. Return forms to contestants before they enter
contest room. Evaluation contestants enter room in pre-selected order.
Judges arrive early
-fill out forms
-find good seats,
-ready for briefings,
Ready
for
FUN
Welcome
the
unexpected!
Audience
is
here!
Your
Team
is
ready
Caution!
No
slow
contests!
Keep Everything Moving!
Celebrate all!
Take Photos
Post Photos
Celebrate with:
your clubs
your champions
your family
Make friends!
Smile too!