Presentation to District 55 DEC Meeting June 14, 2012

1. AREA AND DIVISION GOVERNOR
TRAINING
Plan and Conduct
Quality Speech Contests
Jerry Barrett July 14, 2012

2. Session Agenda
Speech Contest Benefits
Role of Area and Division Governors
Speech contest preparation
Speech contest rules
2

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
3

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
4

5. Ideal Contest
Describe what is needed for a
HIGH QUALITY Speech Contest
5

6. Contest Quality Elements
Trained, coached, and experienced Staff
 Judges
 Contest Chair
 Chief Judge
 Contest Toastmaster
“Lots” of unbiased judges
Well planned and promoted event
 Use TI and D55 Reference documents
 Deploy Project Management techniques
 Promote with Fliers and face-to-fact contact 6

7. District Direction
All Key Role Players Experienced
All Judges Trained
Area and Division Governors provide
training and active mentoring when
above two quality elements are not met.
7

8. Role Player Experience
Direction: Key Role Players have
experience in that role at lower level
contests
Key Roles Serve in that role at
Contest Chair Club before Area
Chief Judge Area before Division
Judge Division before District
Toastmaster
8

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 Module (1190)
(http://www.toastmasters.org/1190)
9

10. District Direction
All Key Role Players Experienced
All Judges Trained
Area and Division Governors provide
training and active mentoring when
above two quality elements are not met.
10

11. Contest Planning
Planning Guides
Scripts
Contest Forms
Agendas
Promoting Contests
11

12. Contest Planning Guides
D55 Website – Contest Page – Reference
Documents – Contest Planning
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 Website – Contest Page – Reference
Documents – Contest Scripts
Toastmaster Scripts
 One for each type of Contest
 Thoughtfully merge scripts for Multi-type and
Multi-Area contests
Briefing Scripts
 Chief Judge USE THE
 Contest Chair
SCRIPTS! 13

14. Contest Forms
Inform Your Clubs: Forms and rules are
free downloads from the TI website.
 Search on “Digital Content Speech Contests”
Contest Chair responsible for organizing
forms into folders and bringing them to the
contest.
14

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
15

16. Contest Agendas – Area Contests
Do include:
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
16

17. Contest Agendas – Division Contests
Do include:
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
17

18. Contest Agendas – Don’t Includes
Do NOT include
Judges’ names
 Okay to list Chief Judge’s name
Education level of contestants
Club name by contestants names
Test Speaker name
18

19. Contest Promotion
Club visits
 Encourage members to become contestants.
 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!
 Examine selected past Contest fliers on D55
website
19

20. Rules
Read the Rulebook –
Rules & Checklists
 Governors, Contest Chairs,
Chief Judges, Contestants
Downloadable from TI
website
Offer to send rulebook to
Contestants when notifying
them 2 weeks ahead of the
Contest
20

21. Rules - Eligibility
Confirming Contestant & Judge Eligibility
 speechcontests@toastmasters.org or
 Phone 949-858-8255
21

22. Rules – How Many Judges?
Club
 5 Judges (if practical) + Tie Breaking Judge
Area
 5 Judges or equal representation from clubs in
the Area + Tie Breaking Judge
Division
 7 Judges or equal representation from the Areas
in the Division + Tie Breaking Judge
Jerry’s Guidelines to Increase Fairness
 Find judges outside the Club/Area/Division
 Two judges per contestant or the numbers above,
whichever is higher
22

23. Rules – Notification of Winners
p5, General Rules, 3. Selection Sequence, A3
“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.”
Suggestion to Chief Judge: Rank-order ALL
qualified contestants on the Notification of
Winners form.
23

24. Call to Action
Read and adhere to the Official rules
Use Resources available on D55 and TI websites
Take the on-line Judge Training 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
24

25. 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 – judge@tmd55.org
25

26. Handout – Next Two Slides
26

27. 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 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
27
Jerry Barrett July 14, 2012

28. Conducting Quality Speech Contests
RESOURCES
District 55 Website
 tmd55.org – Contests - Reference Documents
Toastmasters International Website
 Search on “Digital Content Speech Contests”
 Search on “Judge Training”
District Chief Judge – Jerry Barrett
 judge@tmd55.org
 512 219-0020
28
Jerry Barrett July 14, 2012