Contest Chair Briefings

Contest Chair Briefings

CONTENTS

This document contains

·  p2: Instructions

·  p3: List of items to bring to the briefings

·  p4: Checklist: just before the briefings begin

·  p5: Sergeants-at-Arms briefing script

·  p8: Contestants briefing script

·  p14: Toastmaster pre-contest questions

INSTRUCTIONS

The List of items to bring to the briefings is self-explanatory. Be sure you connect with the Chief Judge to see who is bringing what in terms of folders for the contest officials. The additional form 1177 needs to be given to the Evaluation Contest Contestants: There is more to this change in rules and the new form than getting forms for the contest kits.

·  Here is the link (https://www.toastmasters.org//~/media/CB2C1C7174E04F4CA4269CAE3D41DE5A.ashx)

·  The Contest Chair scripts are modified to reference this form, pass them out, instructions for use, etc.

The Checklist: just before the briefings begin is a list of items to be addressed at the contest site prior to the start of the briefings so that you and the Chief Judge can effectively conduct your briefings. Plan to arrive early enough to take care of those items in addition to other Contest Chair tasks you need to address.

The Sergeant-at-Arms briefing script and the Contestants briefing script are intended to be read verbatim. All of the Toastmaster pre-contest questions need to be asked of the Toastmaster. Yellow-highlighted italicized elements enclosed in “< … >” are instructions and are not intended to be read. IMPORTANT: Do NOT delay the Contestant briefing if a contestant is absent.

AFTER YOU COMPLETE THE BRIEFINGS AND QUESTIONS, give the Chief Judge the filled-out Speaker's Certification of Eligibility and Originality forms. (1170) For District contests, give the District videographer the filled out Video Release forms, and notify the videographer about any contestant who does not want his or her speech to be recorded.

LIST OF ITEMS TO BRING TO THE BRIEFINGS

1.  Speaker's Certification of Eligibility and Originality forms

a.  Blank forms (1183)

b.  Any filled out forms sent by the contestants prior to the contest

2.  Speech Contestant Profile forms

a.  Blank forms (1189)

b.  Any filled out forms sent by the contestants prior to the contest

3.  (District contests only) Video Release forms

a.  Blank forms (http://www.toastmasters.org/TIphotorelease)

b.  Any filled out forms sent by the contestants prior to the contest

4.  A list showing which completed forms you have and which forms you lack

5.  Numbered draw for order slips of paper

6.  Speech Contest Rulebooks (1171) BE SURE YOU HAVE THE CURRENT EDITION

7.  (Optional) Agendas

8.  Contact list with names and phone numbers of all the contestants, sergeants-at-arms, and Toastmaster

9.  See Materials Checklist

10. A copy of this document

NOTE: It is assumed that the Chief Judge will bring the forms need for voting judges, the tiebreaking judge, ballot counters and timers. If you are bringing them, bring the following:

1.  A folder prepared for each voting judge that contains all the necessary Judges Guides and Ballots, one ballot per contest

a.  International Speech (1172)

b.  Humorous Speech (1191)

c.  Tall Tales (1181)

d.  Evaluation (1179)

e.  Table Topics (1180)

2.  A folder prepared for the tiebreaking judge that contains all the necessary Judges Guides and Ballots, one ballot per contest

a.  Tie Breaking International Speech (1188)

b.  Tie Breaking Humorous Speech (1191A)

c.  Tie Breaking Tall Tales (1181A)

d.  Tie Breaking Evaluation (1179A)

e.  Tie Breaking Table Topics (1180A)

3.  Blank Judges Certification of Eligibility and Code of Ethics Forms (1170)

4.  (Optional) Notification of Winners forms (1182), one per contest. These can be filled out after the contest meeting adjourns using the fillable PDF form

5.  Counter’s Tally Sheets (1176), three per contest

6.  Time Record Sheets (1175), one per contest

7.  Blank Contest Winner Announcement Script forms, one for each Club, Area, or Division contest, along with an envelope to put the filled out forms in

CHECKLIST: JUST BEFORE THE BRIEFINGS BEGIN

Give the Chief Judge the forms and folders above if the Chief Judge is not providing them. Give the Chief Judge the blank Winner Certificates to fill out should you want to hand those out when the winners are announced.

·  Define the speaking area and communicate that to the Chief Judge. (Not an issue for disqualification.)

·  Confirm / agree with the Chief Judge that the timing signals are visible to all contestants.

·  Show the Chief Judge where the Chief Judge briefings will take place.

·  Ask the Chief Judge if there is anything else she or he needs.

·  Define the staging area where contestants are to proceed in the moment of silence before their speeches and stay until they are introduced.

For the Evaluation contest, select the holding area outside the contest room where the contestants will prepare their evaluations and wait prior to their turn to speak.

·  For the above contest, be sure that you choose the holding area location such that the contestants cannot hear what is being said in the contest room. Also, determine through which door the contestants will enter.

Give all contest officials a two-minute warning prior to the briefings start time.

Briefing order will be:

·  Sergeants-at-Arms briefing

·  Contestants briefing

·  Toastmaster pre-contest questions

SERGEANTS-AT-ARMS BRIEFING

Thank you for participating as a sergeant-at-arms in this contest and for attending the briefing.

<Read this section only if an Evaluation contest is being conducted.> SAA BRIEFING: EVALUATION CONTEST –We will have at least one Sergeant-at-Arms (SAA) at each entry door called “Door SAAs.” The “Door” SAA stationed by the entry door in which the contestants leave and re-renter the room is called the “Entry Door” SAA. We will have one SAA who will escort the contestants out of the contest room into a holding area for a five minute preparation time called the “Prep Time” SAA. After the preparation time is over, we will have one SAA who will stay with the contestants in the holding area and stage them back into the contest room called the “Contestant” SAA. Decide now among yourselves who will be “Door” SAA, who will be the “Entry Door” SAA, who will be the “Prep Time” SAA, and who will be the “Contestant” SAA. One of the Timers will also be with the “Prep Time” SAA to time the contestants and then return to the Timer’s Table.

To the “Door” SAAs and the “Entry Door” SAA: Before the Toastmaster is introduced, position yourselves at the entry doors. <Point out the entry doors and which one will be the contestant entry door.> Decide now among yourselves who will be at which door. <Give them time to decide.> Remain there during the contestant speeches and times of silence. Do not allow anyone to enter or exit the contest room while contestants are speaking. People can enter and exit during the times of silence.

To the “Prep Time” SAA and the Contestant SAA: When the Toastmaster says, “Will one of the sergeants-at-arms and one of the timers please escort all of the contestants out of the room for the five minute preparation time?” please meet the contestants at the entry door and escort them to the holding area where the contestants will prepare their evaluations. <Point out the location of the holding area.>

<To the Prep Time SAA (You may want to print out his/her script below) You are presiding officer over the preparation of the evaluations. When the last contestant is situated, state

<Prep Time SAA script to be read verbatim to the evaluation contestants> “This is where you will prepare your evaluations. Please note that, according to the newest Rulebook: “contestants may not use digital or other devices during the contest to gain an unfair advantage.” If you have inadvertently carried a digital device with you, please give it to me now. I will return it to you at the end of the contest. Also, you may only use Toastmasters form 1177 to take notes for your evaluation of the test speaker, If you have brought your own supplies, please exchange what you brought in return to this form 1177 and I will return your supplies at the end of the contest..<Give them a moment to comply.> Thank you. The procedure will be as follows:

·  You may start preparing as soon as I ask the timer to start the stopwatch.

·  Please work in silence for the five-minute period.

·  The timer will signal me when five minutes have elapsed.

·  At that time, give me your notes in speaking order beginning with the first contestant. I will keep the notes in order (*Numbered with name would be a good control of error)

·  I will escort the first contestant into the contest room. The rest of you will remain in this holding area with the Contestant SAA until it is your turn.

·  I will return your notes when you are introduced, just before you depart for the speaking area.

Are there any questions? If not, Timer, please start the watch for the five minute preparation period” <End of Prep Time SAA script>

After you have collected all the notes, escort the first contestant into the contest room. Escort the contestant to the staging area. For contests that use lapel microphones, escort the contestant to the sound station prior to going to the staging area. DO NOT RETURN THE NOTES PRIOR TO THE CONTESTANT INTRODUCTION! Stay in the staging area until the next contestant arrives, then repeat the process. After the last contestant is handed the notes, your tasks as “Prep Time” SAA are complete.

To the “Contestant” SAA: When the five minute preparation time is over, stay with the contestants in the holding area. When the “Entry Door” SAA signals you to send another contestant, ask the next contestant to enter the contest room. When the “Entry Door” SAA signals you for the last contestant, you may escort that contestant to the contest room and then stay in the contest room.

To the “Entry Door” SAA: In addition to “guarding” the door, you will assist in the flow of contestants into the contest room. When a contestant speech has ended, signal the “Contestant” SAA to send the next contestant. When the contestant arrives at the entry door, ask the contestant to proceed to the staging area, or the sounds station, then the stating area if lapel microphones are being used.

Do you have any questions? If not, this concludes the SAA briefing for the Evaluation Contest

Read this section For the Tall Tales Briefing SAA BRIEFING: We will have at least one Sergeant-at-Arms (SAA) at each entry door, “Door SAAs.” We will also have one SAA assist with contestant props called the “Prop” SAA. Decide now among yourselves who will be “Door” SAAs, who will be the “Prop” SAA. <Give them time to decide.>

<To the “Door” SAAs: Before the Toastmaster is introduced, position yourselves at the entry doors. <Point out the entry doors.> Decide now among yourselves who will at which door. <Give them time to decide.> Remain there during the contestant speeches and times of silence. Do not allow anyone to enter or exit the contest room while contestants are speaking. People can enter and exit during the times of silence.

To the “Prop” SAA: Please join the contestant briefing to be held right after this briefing where you will determine contestant prop needs. During the contest, position yourself near the speaking area off to one side in a place where you are not conspicuous.

Do you have any questions? If not, this concludes the briefing for the International Speech, Humorous Speech, and Tall Tales contests.

CONTESTANT BRIEFING

Attendees:

·  All Contestants

·  The Toastmaster

·  (Optional) the “Prop” Sergeant-at-Arms

Bring:

·  Speaker’s Certification of Eligibility and Originality forms, completed and blank

·  Speech Contestant Profile forms, completed and blank

·  (District contests only) Video Release forms, completed and blank

·  Draw for order supplies

·  Rulebook(s)

·  Pens and extra scissors and envelopes

·  (Optional) Agendas

·  Form 1177 to give to the Evaluation Contestants

Location – Hold the briefing in or near the speaking area so that contestants can familiarize themselves with the speaking area.

<Start of the Contestant briefing to be read verbatim> Thank you for participating in the speech contest and for attending the briefing. This briefing will be performed in sections.

FORMS – First I need to ensure that I have all completed forms. If I do not have your signed Speaker's Certification of Eligibility and Originality form, please fill one out now and return it to me. Pass out forms as needed. Collect the forms when they are complete.>

Do I have all the forms?

<When you have collected all of the Certification forms> You have certified your eligibility by signing this form. If you are a contestant in the Tall Tales contest, you have also certified that your speech meets the originality requirements stated in the rule book.

If I do not have your completed Speech Contestant Profile form, please fill one out now and return it to me. If you are in the contest, please be sure to provide your speech title. The information you provide about yourself could be used during your Contestant interview, so be sure you are comfortable with that information. Do not include any sensitive or otherwise inappropriate information. <Pass out forms as needed. Collect the forms when they are complete.>

Do I have all the forms?

<When you have collected all of the Profiles, hand them to the Toastmaster

PHOTOGRAPHY AND VIDEO-RECORDING – We will now discuss photography and video-recording. No one will be allowed to take a photograph while you are speaking.

For Club, Area, and Division contests> Your speech may be recorded only with your permission and my permission. If you want to record a speech, please raise your hand. <Ask those that raise their hands which speeches they want to record and where the recording equipment will be positioned.> Those of you whose speech has been requested to be recorded, do you give your permission? <At this time, decide and announce whose speeches will be recorded and where the recording equipment will be located.>