Organizing a Contest

Organizing a Contest

Organizing a contests

Organizing a contest CAN be overwhelming, but there are survival tools and resources available to make your contest experience an enjoyable and successful one. Below are resources from Toastmasters International as well as from experienced contest chairs in District 52.  The contest timeline, contest supply checklist, contest functionaries and their roles and so much more can be found in these resources. The official Toastmaster documents for a contest – the ballots, timekeeper sheets, tallying sheets and even Certificates that can be personalized and printed are available as well.

And you don’t want to miss out on the donation information available in Table 4 below.

Organizing a contest by serving as a contest chair is an outstanding project for the High Performance Leadership - a required project for the Advanced Leader or Distinguished Toastmaster Designation.  Once you’ve organized and put on a contest, you’ve a skill set that will serve you well in any situation where you are called upon to put on a special event – whether an office party, bridal or baby showers, memorial events or any occasion that calls for celebration or recognition.

So, take the plunge. Organize a contest. It is a worthwhile and rewarding experience that pays huge dividends.

FALL 2013 CONTEST TRAINING VIDEOS 

Contest Training Fall 2013

Organizing a Contest Training Parts 1 and 2
Competing as an Evaluation or Tall Tale Contestant Training Parts 1 and 2
Training Topic
 
Organizing a Contest Part 1
Delivered fall 2013 by Tamala Takahashi and Jeff Harman
Part 1 of fall 2013 organizing a contest training
Organizing a Contest Part 2
Delivered fall 2013 by Tamala Takahashi and Jeff Harman
Part 2 of fall 2013 organizing a contest training
Contestant Training Part 1
Competing as an Evaluation Contestant

Delivered fall 2013 by Jeff Harman
Part 1 of Contestant Training - Competing as an Evaluation Contestant
Contestant Training Part 2
Competing as a Tall Tale Contestant
Delivered fall 2013 by Richard Stewart
Part 2 of Contestant Training - Competing as a Tall Tale Contestant

The Resources (Note there are FOUR (4) tables containing contest resources.)

Your Chief Judge Advisor for 2012-2013 is Jeff Harman.

 Table 1 - 

Toastmasters International Official Contest Information

These are official contest forms and resources from Toastmasters International.
Item/topic
Link
Additional Information
Toastmasters International Speech Training (thee modules)
Session 1: The Contest and Roles
This session gives you an overview of how speech contests work and the players involved in making them happen.

Session 2: When You're the Judge
This session focuses on the judge's role in a speech contest, including obstacles to objectivity.

Session 3: The Judge's Guide and Ballot
Thos module covers how to use the judge's guide and ballot.
Speech Contest Training on TMI site
Fall 2013 Contest
Contest Page on Toastmasters International site.
Many of the documents available for download below are from the TMI site. However, there are additional resources and the opportunity to purchase hard copies of documents at this site.
Contest Resources page on Toastmasters International Site

Contest Rulebook for 2013
Speech Contest Rulebook includes the speech contest rules for the International, Evaluation, Humorous, Table Topics, Tall Tales, and Taped Speech Contests. Updated annually in January.
2013 Contest RulebookFall 2013 Contest
Speech Contestant Eligibility form
All contestants must complete this form before the contest
and submit it to the chief judge at each level of competition.( Only Humorous, International and Tall Tales contestants complete the section on Originality
Eligibility form
Fall 2013 Contest
Speech Contestant Bios
Contestants complete a bio form to aid the Toastmaster in conducting the interviews.
Bio forms
Fall 2013 Contest
Notification of Speech Winners

Immediately following a speech contest, please complete this form and send it to the Governor or contest chair of the next level, if applicable
Notification of Winners
Fall 2013 Contest
Certificate of Eligibility and Code of Ethics.
*NEW* from Toastmasters International
Form for all speech contest judges to certify eligibility and agree to uphold the Judge’s Code of Ethics. May be used for any speech contest
Certificate of Eligibility for JudgesFall 2013 Contest
Judging ballot for Humorous Speech
These are the official judging forms used by judges juding a humorous speech contest at any level.
Humorous Speech Judge Ballot
Tiebreaker Judge ballot for Humorous Speech
This is the ballot used only by the individual serving as the Tiebreaker judge for a humorous speech contest at any level.
Humorous Speech Tiebreaking Form
Judging ballot for Evaluation contest
These are the official judging forms used by judges juding an evaluation contest at any level.
Evaluation Contest Juding Forms
Fall 2013 Contest
Tiebreaker Judge ballot for Evaluation Contest
This is the ballot used only by the individual serving as the Tiebreaker judge foran evaluation contest at any level.
Evaluation Tiebreaker Ballot
Fall 2013 Contest
Juding ballot for International Speech Contest
These are the official judging forms used by judges juding an International Speech contest at any level.
Int'l Speech Ballot
Tiebreaker Judge ballot for an International speech contest
This is the ballot used only by the individual serving as the Tiebreaker judge for an International speech contest at any level.
Int'l tiebreakerballot
Judging ballot for Table a Topics Contest
These are the official judging forms used by judges juding a Table Topics contest at any level.
Table Topics Ballot
Tiebreaker Judge ballot for a Table Topics Contest
This is the ballot used only by the individual serving as the Tiebreaker judge for a Table Topics speech contest at any level.
Table Topics Tiebreaker Ballot
Judging Ballot for Tall Tales Contest
These are the official judging forms used by judges juding a Tall Tales contest at any level.
Tall Tales BallotFall 2013 Contest
Tiebreaker Judge ballot for Tall Tales
This is the ballot used only by the individual serving as the Tiebreaker judge for a Tall Tales speech contest at any level.
Tall Tales TiebreakierJudge BallotFall 2013 Contest
Ballot Counter Tally Sheet
Used to determine the winners of a contest once all judge ballots have been collected.
Ballot Counter Tally SheetFall 2013 Contest
Certificate of Participation Template for all contests.
Using this template entitles you to have the official TM logo on your certificates of participation for those who helped out during the contest, whether at the Club level or District Level.
Certificate Template for Contest Participants
Fall 2013 Contest
Timekeeper recording sheet
Each timer has one of these sheets to record the speech contestant speech time.
Timekeeper Recording Sheet
Fall 2013 Contest
Certificate of first place Winner for CLUB CONTESTS
Using this template entitles you to have the official TM logo on your certificates of participation for those winners of your Club
Club 1st place winner
Certificate of second place Winner for CLUB CONTESTS
Using this template entitles you to have the official TM logo on your certificates of participation for those winners of your Club Contest
Club 2nd place winner
Certificate of third place Winner for CLUB CONTESTS
Using this template entitles you to have the official TM logo on your certificates of participation for those winners of your Club Contest
Club 3rd place winner

_________________________________________________________________________________________

Table 2 

Contest Timeline and Checklists

Here are checklists that have been created by members of Toastmasters, many from District 52, who are expert at planning and executing contests. These are not offical resources from Toastmasters International.
Item/topic
Link to Document(s)
Additional Information
Chief Judge Advisor Jeff Harmanchiefjudgeadvisor@district52.org
Contest Timeline
The contest time line is a good place to start when planning a contest. It walks you
through what tasks you should be tending to 8 weeks, 6 weeks, 4 weeks, 2 weeks,
1 week and the day before and day OF the contest.
Contest Timeline - PDF
Contest To Do List. Print this right away to track critical success details Tall Tales & Evaluation Contest Action Checklist - Excel

PDF
Contest Flyer Preparation Checklist
This checklist ensures you have all critical information on your contest flyer.
Contest Flyer Preparation Checklist - PDF
Contest Program Preparation Checklist
This checklist is helpful in the preparation of an agenda for your contest to make sure all are contributors and participatns are appropriately recognized
Program Preparation Checklist- PDF
Contest Participant checklist specifically for Tall Tales and Evaluation Contest Contest Functionary Checklist - Excel

PDF
Chief Judge Checklist for International and Table Topics Contest

Critical document for Chief Judge to keep track of all details
Chief Judge Checklist for International and Table Topics - PDF
Chief Judge Checklist for Tall Tales and Evaluation Contest
Critical document for Chief Judge to keep track of all details
Chief Judge Checklist for Tall Tales & Evaluation - Word Doc

PDF

_________________________________________________________________________________________________

Table 3 

Additional Contest Guidance and documents

Here are several additional documents pertaining to the planning and execution of a contest created by past District 52 contest chairs and district leaders.Special acknowledgements to Marica Bruce Bush, Jodi Lee Rothwell and Linnaea Mallette) These are not official resources fromToastmasters International.
Item/topic
Link to Document(s)
Additional Information
Chief Judge Advisor Jeff Harmanchiefjudgeadvisor@district52.org7/1/2013 - 6/30/2014
Contest Budget Template

Check on the cost of trophies. The amount on this budget template is an ESTIMATE.
Contest Budget Template Excel

PDF
REIMBURSEMENT REQUEST FORM
This is the form you use to request reimbursement for contest expenses from the District.
Reimbusement request form WORD



PDF

Check on name of person you send request to. It changes each Toastmaster year. Ask the current LGET if not sure.
Contest Timesavers
This document provides some hints and tips to keep the contest running on time.
Contest Timesavers -PDF
Toastmaster Contest Scripts

The following scripts are for a contest Toastmaster for Area or Division Contest. The scripts should be provided to the Toastmaster EARLY so s/he have the opportunity to review, practice and SPARKLE at the contest.
Contest Toastmaster Script for Tall Tales and Evaluation speech Contest
This is the script the Toastmaster for an Area or Division Contest. .
Toastmaster Script for Tall Tales and Evaluation Contest - Word Doc

PDF version
Contest Toastmaster Script for International speech and Table Topics Contest
Toastmaster Script for International and Table Topics in WORD
Contest Toastmaster Script for Humorous speech and Evaluation Contest
Toastmaster Script for Humorous and Evaluation Contest - WORD

PDF
High Performance Leadership credit for organizing a contest.
Guidance on how to use the HPL to receive credit as a Contest Chair
HPL Credit as a Contest Chair - PDF
Tips on interviewing speech contestants
Scott Miller, DTM, PDG of District 52 shares hints and tips for interviewing speech contestants so your contest stays within time.
not applicableTips on Interviewing Contestants
The Art of Staging Events
Scott Miller, DTM, PDG of District 52 shares tips and insights to have your event start and end on time.
Event.Staging PDF
VIDEO

Calculating Stage Time
Fall 2013 Contest Training Video Part 1

Tamala Takahashi and Jeff Harman

Note: Audio and Visual compromised a bit due to location of the training..
Not Applicable2013 Fall Contest Training Video Part 1
Fall 2013 Contest Training Video Part 2

Tamala Takahashi and Jeff Harman

Not Applicable2013 Fall Contest Training Video Part 2
Contest Training Video
This is a presentation given to the DEC in 2011 by Linnaea Mallette, DTM, PDG . It is 48 minutes.
not applicableVIDEO:
Linnaea DEC Contest Training 2011
List of Trained Judges
Individuals in District 52 trained to serve as a judge in contests. List is available upon request. request list from:
chiefjudgeadvisor@district52.org - or
lget@district52.org.
Contact the Chief Judge for this list.
Conference Planning Sheet
Created by WCPS Lance Miller when he served as a Conference Chair many years ago. This is an invaluable planning tool for charing a conference, or picking a co-chair category for a HPL project.
Conference Planning Document - WORD

PDF
Donation Letter

Sample letter that can be used to request donations for contests
Donation Letter in Word

PDF
Donation Receipt for raffle donors who request one. donation receipt letter in PDF
LINK square
Cool new way to accept credit card payments via a smart phone.
COMING
Non-profit Status Document

This is the IRS501(c)(3) Non-profit status for Toastmasters Many donors ask for this document.
all contests

 

________________________________________________________________________________________

Table 4

Contest Donations

Information and resources for securing donations of goods and services to Toastmaster contests. If you have information regarding donations for contests, please send an email to the current Lt. Governor of Education and Training - contact information can be found in the Contact page.
Document Title
Link.
 
 
Non-profit Status Document

This is the IRS501(c)(3) Non-profit status for Toastmasters Many donors ask for this document.
Donation Letter
Donation Letter

Sample letter that can be used to request donations for contests
Donation Letter
Dreyers Ice Creme

Instructions for obtaining donations from Dreyers Ice Creme
document
Author Paul Harrison

Paul is offering his book, hard cover, called "What's My Zen" for contest raffles.

email: info[at]nomind[dot]com
more info
Author Linnaea Mallette

Linnaea can donate her softcover book "Read My Lips Tips for Success" for contests raffle.

lm[at]readmylipstips[dot]com
more info
Simon Sez Technology

Via Toastmaster Chris Calder, training DVDs are available for contest raffles

chris.calder[at]simonsezit[dot[com
more info

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