Speech Contest: Judges Training

Report
Speech Contest
Training
District 3 Toastmasters
Madalyn Lockhart
Lisa Corwin
Fall 2013
Agenda
Contest Chair Training
Contest Management Training
Chief Judge Training
Judges Training
Types of Contests
Fall 2014
 Humorous
 Table Topics
Contest Overview
Purpose:
Speech contests are an
important part of the
Toastmasters educational
program. They provide an
opportunity for Toastmasters to
gain speaking experience, as
well as an opportunity for other
Toastmasters to learn by
observing proficient speakers.
Participants:
 Contest Chair
 Contest Manager
 Chief Judge
 Contestants
 Judges
 Tiebreaking Judge
 Timers
 Counters
 SAA
Speech Contest:
Contest Chair
District 3 Toastmasters
Madalyn Lockhart
Contest Chair by level
Build Your Team
Contest Chair
Contest Manager
Chief Judge
 Facilities Committee
 Hospitality Committee
 Advertising Committee
Role Fulfillment
Contest Manager
 Recruits Functionaries
 Provides equipment
 Organizes Sub
Committees
 Promotes contest
 Provides certificates
Chief Judge
 Recruits Judges &
Timers
 Briefs Judges
 Oversee ballot
counting
 Provide winner slate to
Contest Chair
Contest Chair
Budget
Location & Logistics
Promotion
Timed Agenda
Contestant Eligibility
Facilities
Multiple contests held at a single facility
over several hours on the same day
What can be shared
 Facility costs
 Refreshments
 Some functionaries
◦
◦
◦
◦
Hospitality
Sgt at Arms
Ballot Counters
Timers
What can NOT be shared
 Contest Chair
 Contest Manager
 Chief Judge
 It is recommended Judges
panel must be substantially
different
for each contest held
Before Contest: Facility
Confirm date and location
Special Considerations
 Are there costs?
 Do you need access permissions?
 Are videos/photography allowed?
Agenda
 Set times for the contestant and judges briefings
 Recommendation: Briefing minimum 30 minutes
before contest start
Use of Video Equipment
Contestants that wish to be Video Taped
 All Contestants must give permissions (in
writing)
 Contest Chair must make an announcement
that a speech will be video taped.
 Ensure there is approval from the facility if
required.
Contestant Eligibility
For any contest:
 Be a member in good standing of the
club/area/division/district in which they are
competing (this must be verified thru WHQ)
 The club must be in good standing (minimum of
8 members must be paid and maintain that standing
through the level of competition)
Timed Agenda
Setup
Briefings
Pledge & Invocation
Introduction of
Dignitaries
Audience Briefing /
Housekeeping
Running the Contest
Contestant Interviews
& Participation
Certificates
Presentation of
Awards
Cleanup
Contestants Briefing
 Collect Forms From Contestants
 Profile
 Eligibility
 Draw for Speaking Order
 Determine any Special Requirements
 Props for Speech must be setup by Contestant or someone
Contestant enlists, not the responsibility of the Contest Chair or
any other contest official
 Define Speaking Area
 No contestant can be a Judge at any Area level or above
and still compete.
Contestants Briefing, Cont.
 “Substantially original” Rules Requirement
 Contestant Introduction Protocol
 Contest Timing Requirements
 Timing of Green/Yellow/Red Lights
 When timing starts and stops
 Minimum and maximum time allowances
• Please emphasize they MUST make time without going over
or they will be disqualified.
 Review Protest Procedures
Audience Briefing
Contest Chair: “Chief Judge, are we ready
for a contest?”
Chief Judge: “Contest Chair, we are
ready.”
And the Winner Is…….
Area Contest
 Second Place
 First Place
Division Contest
 Third Place
 Second Place
 First Place
 If only two contestants in the
contest, announce the first
place winner first.
Note: Do not use 1st, 2nd, and 3rd place certificates from contest kit
Speech Contest:
Contest Management
District 3 Toastmasters
Madalyn Lockhart
Contest Manager (Toastmaster)
Logistics
Functionaries
Refreshments
Budget Expenditures
Contestant Eligibility
& Profile Sheets
Functionaries
 Timers
 Ballot Counters
 Sgt. At Arms
 Pledge/Invocation
 Refreshments Committee
 Optional:
 Registrar/Sign-In Person
 Photographer
 Certificates & Awards
Committee
 Participant certificates
 Appreciation certificates for
major roles
 Facilities Committee
 Setup of room, tables, food
 Clean up, leave things better
than you started
Functionaries, (Cont.)
 Timers
 Two required for each contest
 Ballot counters
 Three required for each contest
 Registration Table
 Minimum one person
 Sergeants at Arms
 Number will depend on facility and type of contest
Checklist Tracker
Promotion of Contests
Be Creative
Start Early
Distribute fliers to neighboring clubs and
community centers
Post online in local event calendars
Things to Prepare
Certificates
Contest Program
 Do not put club name with contestant names or education
level
 Do not include the judges in the program
Dignitaries List
Sign-In Sheets – optional
Forms
 Blank Forms, Index Cards, Envelopes
Things to Pack
Stopwatches (2)
Timing Lights
Backup Timing Cards
Gavel
Backup Forms
Extension Cord
The Day of…
Check in with all sub-committee leaders
Confirm all major functionaries
Arrive early
Trust your team (the art of delegation)
Keep smiling
Contest Manager’s Toolkit
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Contest Checklist
Contest Planner
Timed Agenda
Donation Letter
2014 Speech Contest Rulebook
Sample Flyers & Programs
Participation & Award Certificate Templates (only at club level)
Contest Resources D3 Website
Dignitary Sign-in List
Timed Agenda
Sign-In Sheet for contests
Contest Kits
Certificate of Appreciation
District 3 Chief Judge Report
Sample of Area and Division Programs
Contest Checklist (Contest Chair & Chief Judge)
Speech Contest:
Chief Judge
District 3 Toastmasters
Lisa Corwin
Chief Judge Duties
Confirm contestants eligibility [ask contest chair
if all contestants are eligible to compete]
Recruit Voting Judges and a Tiebreaker Judge
 Contest Chair may assist in recruiting
 Minimum 5 at Club and Area
 Minimum 7 at Division and District
****Never turn down a judge****
 Brief contest functionaries
Judges Eligibility
 No Area or Division chief judge, voting
judges, or tiebreaking judge shall be a
member of any club in which a contestant
is a member
 If a member is still competing or intends to
compete at the club level, they are
ineligible to be a chief judge, voting
judges, or tiebreaking judge in the same
contest type
Recruiting Voting/Tiebreaking
Judges
At Area/Div./District contests, voting judges
and the tiebreaking judge must be
Toastmasters:
 Good standing for a minimum of six months
 Completed at least six Competent
Communicator projects.
 Only the chief judge knows the name of the
tiebreaking judge (tiebreaking judge does not attend
the judges’ briefing)
Recruitment of Contest
Functionaries
Timers
 Two required for each contest
Ballot counters
 Three required for each contest
Sergeants at Arms
 Number will depend on facility and type of contest
Recruiting functionaries is a shared
responsibility.
 The Contest Chair, Contest Manager and Chief Judge are a
team who work to ensure they have all functionaries needed.
Contest Forms
 Speaker’s Certification of Eligibility and Originality
 1 per contestant - retained by Chief Judge
 Speech Contestant Profile
 1 per contestant - retained by Contest Chair
 Counter’s Tally Sheet (x2)
 Speech Contest Time Record Sheet (x2)
 Voting Judge’s guide and ballot (1 per judge)
 Judge’s Certification of Eligibility & Code of Ethics
 Tiebreaking judge’s guide and ballot
 Notification of Contest Winner
 District 3 Chief Judge’s Report
Judges’ Briefing
 Call voting judges and contest functionaries {ballot
counters, SAAs, and timers} into the briefing room
 District 3 Chief Judge’s Report – everyone signs
 Issue forms to contest functionaries
 Distribute voting judges packets
 Tip: Include programs along with envelopes, pensa
and judge ballots, and eligibility and code of ethics
form in judges packets
 Review [and collect] the signed Judge’s Certification of
Eligibility and Code of Ethics form
Judges Briefing, cont.
Ask voting judges to print and sign name on
ballot (If it is not legible it will be tossed out and not counted)
Verify the eligibility of each voting Judge
[division and above]
“Are you in a club with any of the
speech contestants?”
At Area level, this is a District 3 Rule.
Get speaking order from Contest Chair
 Read aloud the contestants names and verify
spelling of names
Judges’ Briefing, cont.
Brief voting judges on the speaking area
Judging guidelines
 Judging is not evaluating
 Goal is to pick a winner
 Advise voting judges – “Judge all contestants”
 Do not consider timing lights
Confidentiality of Judging
Las Vegas Rule – Never discuss the results with
anyone, this is includes fellow judges, contest
functionaries, fellow toastmaster members,
and/or contestants!
Don’t provide feedback to contestants
Dispose of the top portion of the ballot away
from the contest venue
Protest Procedure
 Voting judges {and contestants} may protest on the basis
of originality
 Speakers can only quote, paraphrase, or reference
25% of their material
 All protests must be lodged with the chief judge or
contest chair before announcement of results
 Write “PROTEST” on the ballot
 If a protest is called, the chief judge will bring all voting
judges to the briefing area to discuss the protest and the
contestant will be called to respond to the protest
 A majority vote will decide the outcome of the protest
Timer’s Briefing
Review the timing sequence for the contests
When does timing begin?
 First definite verbal or non-verbal
communication (i.e. sound effects or physical
actions)
If the device fails, speaker gets additional 30
seconds (notify Chief Judge)
If a contestants is disqualified for time – Note the
disqualification on the timing sheet.
Counter’s Briefing
Explain/Review counting ballots procedure
 Ballots discarded if
 Incomplete, illegible, or unsigned
 1st, 2nd and 3rd place contestants are not listed
Transparency – everyone checks the process
Las Vegas Rule – What happens in the counting
room stay in the room. Never {under any
circumstances} discuss anything that is said, or
written (i.e. results) in the room with anyone!
Incorrect announcement
Chief Judge, ballot counters, or timers
may “immediately interrupt [the winner’s
announcement] to correct the error”
“Point of order – please stop the
announcement of winners until the results
are reviewed”
During Contest
Respond to Contest Chair when asked if ready
for a contest: “Contest Chair, We are Ready.”
Spot check timers – time one or two contestants
to ensure proper timing
Assist timers with equipment malfunctions
Personally collect tiebreaker judge’s ballot (Do
not collect the top portion of the ballot)
Monitor ballot collection process
Signal Contest Chair when all ballots have been
collected (it’s okay to ask IF all the ballots have
been collect)
Determining Results
Guide the counters through the process of
reading, recording, and verifying ballots results
Use the Counter’s Tally Sheet
Resolve any protests
Tiebreaking Judge’s ballot is ONLY used to
break ties.
List all speakers’ names on the Notification of
Winners form
Recording Results
Award Winner, and 2nd Place at Area level
Award Winner, 2nd Place, and 3rd Place at
Division level
Record voting results
 Quality Check – Double check math, names,
and order of placement
 Clearly marked Winner/2nd Place (Area) or
Winner/2nd Place/3rd Place (Division)on index
card and place in envelope – Give to Contest
chair
Disqualifications
Notify the contest chair of the disqualification
 Basis on Originality / Timing
Announcement:
 “There has been a disqualification”
Instruct all contest functionaries to never discuss
disqualification or contest results with anyone
Do not release the name of the disqualified
contestant
Required Paperwork
Deliver forms to the next contest level
 Certificate of Eligibility & Originality
 Contestant Profile for each winner and
alternate
 Notification of Contest Winner (for each
contest) All contestants must be listed in
rank order
 Timer and counter tally sheets
 Judges eligibility and ethics forms
District 3 Chief Judge’s Report
Speech Contest:
Judges Training
District 3 Toastmasters
Lisa Corwin
Eligibility to Judge
Club level:
 A member in good standing – paid dues
Area & above:
 A member in good standing for a minimum of six
months
 Completed at least six Competent Communication
manual projects Judges Certification of Eligibility &
Code of Ethics
Contestants may not act as voting judge,
tiebreaking, or chief judge at any level of contest!
Judging vs. Evaluating
Evaluating = appraisal and advice
Judging = selecting a winner
Judges’ decisions are
confidential!
Good Judges Are…
Accurate
Fair
Trustworthy
Knowledgeable
Good listeners
JUDGES’ OBLIGATIONS
Contestants are entitled to a truly professional
performance by each judge
Biased or unfair judging creates animosity and
demeans the contest, the officials, and our
leaders
The audience deserves a good speech contest
As a Toastmaster, judges have made a personal
commitment to self-improvement that includes
being dedicated to making the correct decision
when judging a contest
Barriers to Objectivity
Speaker position – First or Last Speaker is Best
Champion the underdog
Halo effect
Reverse halo
Barriers to Objectivity (2)
Second time around & give someone else a chance
Club Norms
Personal prejudice & preference
Unfamiliar Judging forms
Judges Guide & Ballot
 Receive ballot and envelope at the briefing
 Sign & print your name on the ballot
 Use suggested points as baseline
 Weighted pluses and minuses
 All contestants judged with same scoring system
 Identify 1st, 2nd and 3rd place contestants
 Tie Breaker Judge lists all contestants in placement order
 After scoring, place ballot in envelope and give to ballot counter
 Tie Breaker Judge gives ballot envelope to Chief Judge
Judges Criteria Instructions
On the judges form you will note there are maximum scores for each category. It is recommended that you start with a mid-way amount, and then add weighte
“Contents” has three point categories”
Judges Criteria
 On the judges form you will note there are maximum scores for
each category. It is recommended that you start with a mid-way
amount, and then add weighted point pluses and minuses as
each competitor presents. Here is an example”
(Show / Explain with example)
Protests
Originality
 Substantially original
 Identify quoted material
• Max 25% quoted, paraphrased or
referenced
Protest
 Write PROTEST on your ballot form
Judge’s Code of Ethics
Avoid bias in selecting winners
Do not time speeches or consider time
when ranking contestants (1st, 2nd, & 3rd)
KNOW the contest rules
Never reveal judge scores or ranking
Additional Resources
 Lisa Corwin, DTM
 [email protected]
 Madalyn Lockhart, CC, ALB
 [email protected]
 Jeff Morud, DTM
 [email protected]
 Contest Resources:
 http://aztoastmasters.org/district_leader/contests.html
 Contestant Eligibility Verification
 [email protected]

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