Good Morning San Diego! It is Contest Time!

1. Good Morning San Diego! It is Contest Time!

2. You have your ducks in a row! Your plan is complete Checklists are ready Agendas are ready All Equipment is ready Food, Prizes, Forms are readyBriefing forms are ready Team, judges, functionaries, contestants are confirmed - All know when to arrive

3. You have your team together! Everyone has arrived at least an hour early to set up.

4. Your spacious facility is ready to go! Security is ready - no one excluded Building is open Team is early Team is setting up Food is put out for all Opportunity prize table is ready Registrars are set up –agendas-money box- opportunity tickets

5. WHAT DOES A REGISTRAR DO? -Must arrive at early - to set up before contestants, audience members, etc. -Ask everyone to sign in and - except for contestants - pay for admission. (checks should be written out to District 5 Toastmasters). -Provide program and other information. -Sign-in dignitaries on sheet -Must remain at the registration desk until about 20 minutes after contest start. -Give cash box to a contest chair Enjoy the rest of the contest. -If multiple contests same location consult contest chairs Items Provided: A copy of these instructionsCash box with change Sign in sheets for all attendees Sign in sheets for dignitaries Rolls of opportunity drawing ticketsOther - List as needed Assist with an opportunity drawing Have ticket prices displayed and tickets available. Remind everyone that they have to be present when their name is called into claim their prize.

6. About 20 Opportunity Prizes displayed with bags marked for each prize Tickets are ready to sell Prices are displayed Names are written on tickets

7. What Does an Opportunity Drawing Chair Do? -Arrive 1 hour early - set up Opportunity Drawing prize table. (Check Contest Chair) -Ask for help selling tickets IMPORTANT: Ask those buyers to write their names on tickets -Before break announce major prizes and encourage attendees to purchase tickets. (No prizes during break,) -Determine with the contest chair, final time for selling tickets. -Hand all money to the contest organizer when sales complete (LAST CALL to deposit tickets). Announce drawing starts after last call while other events proceed. -After the last call, select the winning ticket from each bag and tape it to the item. -If possible, group prizes by winning names as this helps speed up the event. A rapid distribution of prizes at the end of the meeting is ESSENTIAL to a fast fun event. -At the end of the meeting, announce to the audience that the winning tickets have already been selected -Pick up each item and announce the winning name (or number if there is no name). -Use volunteers to quickly deliver the prizes! -Save best prizes for last, when possible. Note: It is okay for you to purchase tickets.

8. Contestants come out of their shells -Contest chair confirms attendance

9. WHAT DOES THE TOASTMASTER DO? (page 1 of 3) Runs the contest Before contest, ask contest chair for agenda, the identities of all contestants and their eligibility & biographical information. Have blank forms if the contestants forget to bring their information. At contest, ask for contest certificates of participation, contestant eligibility forms and biographical forms. -Determine speaking area with chief judge -Brief functionaries, SAA and contestants. -Gather the contestants and SAA together. Cite allowable times. Write pronunciation of their names down, and collect speech titles. Show timing lights. Determine special needs. Define speaking area. Determine speaking order by drawing cards. -Notify the Chief Judge, SAA, timer of contestant order & hand the Chief Judge the eligibility forms for the contestants.

10. WHAT DOES THE TOASTMASTER DO? (page 2 of 3) Contest begins: the governor will introduce you. Preliminaries: -About 3 minutes to discuss theme. -Introduce the Chief Judge to present the rules of the competition. -When the Chief Judge is done, announce any contestant changes on the agenda (sometimes the runner-up shows up instead) and announce the order of the contestants. -Tell audience the allowable time for the contest. -One minute of silence will be observed between contestants for judges -After last contestant, silence until after all chief judge confirms ballots collected. Begin introducing contestants: Introduce a contestant by: announcing the contestant’s name and the title of the speech, shake the contestant’s hand and repeat the title of the speech, followed by the contestant’s name again. (Leave stage)

11. WHAT DOES THE TOASTMASTER DO? (Page 3 of 3) Interviews: -Begin after Chief Judge collects ballots. -Except for those competing in later same day contest, invite all contestants to front of the room for interviews. -Aim for a couple of minutes per contestant, at most, mostly to fill time until the Chief Judge returns. Interviews do not eat into break time, other useful functions, or cause the overall event to run longer. The event needs to move efficiently ahead. -Typically, ask contestants about their club, how many years they’ve been in Toastmasters, and a question related to 1) theme; 2) advice for non-contestants; or 3) something from biographical sheets -After interview, hand contestant certificate of appreciation and thank them. After the contest, hand all the biographical and eligibility forms to the next level contest chair.

12. Possible Toastmaster Cheat Sheet

13. WHAT DOES A SERGEANT AT ARMS DO? • -Two Sergeant At Arms at the meeting - divide up the tasks   • Before contest: • -Meet, with Chief Judge, Toastmaster, & contestants. Determine special needs contestants. For example, lectern or chair placement, as needed –Change set-up during 1 minute of silence between contestants. Break-down after the contestant finishes. (Complex requests are Speaker’s responsibility.) • -Attend Contestant Briefing. • -Give 10 minute and 5 minute warnings before contest start • -Call for attention to start contest, ONLY when Chief Judge & Toastmaster are ready. Turn off Noise makers. No Photography unless approved. • -Explain emergency exit procedures, restrooms, rules of the room (ex. no food) • -Introduce designated Individual. • -Lead the Pledge of Allegiance (“Please stand and, if you would like, join me in reciting the Pledge of Allegiance.”) when asked by presiding official. • -Sit at or near door. No one in or out during speech.

14. Judgesarrive early -fill out forms -find good seats, -ready for briefings,

15. Ready for FUN Welcome the unexpected!

16. Audience is here! Your Team is ready

17. Caution! No slow contests! Keep Everything Moving!

18. Take Photos Post Photos Celebrate all!

19. Celebrate with: your clubs your champions your family

20. Make friends! Smile too!