Chief Judge’s Checklist

Chief Judge’s Checklist | TLI, Toastmasters District 82August 2016

Documents Required for the CJ;

Ballot sheets x 05 (or 07 at Division level)

  • Make sure ballot sheets are correct

Tie breaker Ballot sheet x 01

Judges Certification of Eligibility Ethics x 06

Timers record sheet x 02

Tally Counters Sheet x 02

Envelopes x 14 (12 for judges + 02 for timers)

1st, 2nd and 3rd place winner certificates

Contact details of all contestants

Notification of Winners Sheet

Results Form

To do: Before the contest

Make a list of potential judges

Contact potential judges early

Check eligibility of each judge

  • Completed CC 6 (beyond club level)
  • Member of good standing from a club in good standing

Review Contest Chair script if needed

Have the latest copy of the rule book.

Check with the contest chair in advance on:

  • Documents required (See list above)
  • Timing equipment
  • Designated area for judges briefing
  • Agenda of contest

Inform your team of arrangements

To Do: Day of the contest;

Arrive early at the venue

Check timing equipment and placing

Review the contestants speaking area

Conduct the judges briefing

  • Remind them to be fair and impartial
  • Ask judges to complete the forms and collect the signed certification of eligibility form from each judge
  • Ask judges to sit where they can see and hear the contestant clearly, preferably close to the aisles
  • Remind them not to lose ballot sheets
  • Do not have ties on the ballot, break the ties and give 1st 2nd and 3rd
  • Instruct judges to bring to the CJ notice if anything is out of place
  • Instruct judges not to ask contest chair to repeat the names nor give feedback
  • Tell judges not to hold up the ballot

Do invite the ballot counters inside the briefing room and show them who the judges are

Instruct judges to sit close to the contest area

Brief timers & tally counters and ensure they fully understand the responsibility of their role.

Get contestants speaking order and provide to judges, timers and tally counters

During the Contest;

Ensure a fair contest

Be seated where you could observe the entire contest

Collect Timers Record Sheet from the timers

Collect the Tiebreaking Judge’s Ballot

Resolve any protests that may arise

Oversee the counting process

Provide the list of winners in reverse order to the contest chair using the Results form

After the contest;

Complete the Notification of Contest Winner form

Send it to the contest chair of the next level(Or to World Headquarters in the case of the International Speech Contest at district level)

Don’ts;

Don’t waste time before and after the contest

Don’t skip any of the briefings

Don’t start the contest till you make sure all judges, role players and contestants are at the contest venue

Don’t reveal the identity of the Tiebreaker judge to anyone (not even to the judges)

Don’t lose control in a unexpected situation

Chief Judge’s Checklist | TLI, Toastmasters District 82August 2016