Toastmasters Contest guidelines

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L.Srikumar Pai
B.Sc( Engg.), MIE, MIWWA, MICI
Civil Engineer & CAD Specialist
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Toastmasters Contest guidelines & forms
Check list for Club/ Area / Division Contest
( delete whichever not applicable)

Prepared By TM L.Srikumar Pai , DTM ( Past Division Governor )
(This is common to all club, Area & Division contest etc. )

Conduct Club/Area/Division council meeting at least 3 weeks in advance and allot various responsibilities
Make a budget of income & expenditure.
Income: Sponsors, from clubs, from members attending etc
Expenditure: Certificates, Trophies, snacks, hall rent, gifts for judges etc
Fix date, location and time for the contest
Finalize Contest chair for various contest
Fix Master of ceremony ( He has to prepare agenda also)
Fix Chief sergeant at arms

Before the Contest

Arrange Trophies, snacks, gifts for judges, test speaker etc
Take copies of Contest Agenda prepared by MC
Certificates for Participants, winners, role players
Arrange Judges , tie breaking judge, Chief judges etc.
Arrange ballots for all the contests: Judge ballots, Judge eligibility, timer sheet, tally counter sheet, Eligibility & originality, Biographical information sheet, winner notification sheet etc ( All these forms are available below)
Arrange test speaker for Evaluation
Arrange 5 minutes engagement of the audience, when evaluators are given 5 minutes to note their points
Arrange timers
Arrange tally counters
Arrange sergeant at arms for the table topics & evaluation contest
Arrange registration counter
Timing device with timing color cards & stop watch

List of contestants
Contestants topics for International & Humorous speech
Arrange Photographer/ Videographer
Contest Backdrop / Contest Banners
Felicitation Chart ( See below)
Role Players such as Contest chair/judges/Timer/SAA/Talley counter who is part of the contest should not participate as the contestant in that particular contest/venue and day

On the Contest day

Registration 30 Minutes
Briefing of the contestants 15 Minutes
Briefing of the Judges and officials 15 Minutes
Taking lots for the contestants and noting down the topics for International /Humorous speech
Call to order by Chief Sergeant at Arms 5 minutes
Minimal introduction of logistics by the Chief Sergeant at Arms
Area Governor’s address for 5 minutes
Master of Ceremony to utilize 5 minutes
MC to read the common rules for all the contests and no repetition of the same by the Contest Chairs
No introduction of Judges at the beginning of the contest
Contest chair should give copies of the order of contestants to Judges, Timer, Tally counter, SAA etc.
Contest Chair should read out the contestants order and make sure that they are present in the hall
Eligibility undertaking (for all contests individually) and Originality Undertaking (for International and Humorous) needs to be arranged by the respective Contest Chairman.
There will be 2 to 3 minutes break between the two contests
Tallying for the first two contests will be during the break and for the third and fourth at the end of the contests
Contest Chairman will award the participation certificate immediately after the contest and hand over back to MC
Two Sergeant at Arms is needed for Table Topics.
Each club of the area to nominate two toastmasters for Sergeant at Arms/other roles.
For Table Topics, reasonably clear and short topics is preferred,
Three Table Topics may be chosen and one drawn at random.
For evaluation contest, test speaker is to be arranged
All felicitations can take place at the time of tallying and after.
If any protest is there, The Chief Judge should discuss with other voting judges and take voting if necessary

Other Matters:

Trophies to be arranged by
Winner, participation , appreciation (for role players ) Certificates to be arranged by
Gifts for Judges & test speaker
Judges to be arranged by
Contest chairman for various contests
Master of ceremony
Create felicitation chart mentioning list of awards and the persons who is going to distribute
Create contest chart mentioning list of contest chairs, master of ceremony, sergeant at arms, timers/tally counters for the contest, list of judges, chief judges etc. This will give full list of role players in the contest programme
Registration fee if any per head.
Seating arrangements by
Snacks /drinks/water to be arranged by
Probable no of attendees to arrange seating, snacks etc
At the registration desk there can be a member from the club to assist in the collection of the fee club wise.
Club representative to bring along banners sufficiently early to fix at the location
Club list of members to facilitate quick registration
Venue arrangements : Name & Contact No.
For general assistance: Name & Contact No.