1 LIST OF FORMS AND FOLDERS FOR SPEECH CONTESTS When preparing for Toastmasters speech contest, it will help to prepare folders (basic office file folders) for each of the functionaries and for the contestants. Preparing these folders in advance will allow the Contest Chair to more effectively organize the event. Each folder will include the briefing instructions and forms that the appropriate functionary will need during the contest. It should also include a contest agenda with a list of contestants for their convenience. For the contestants, only one folder is needed for each contest. There will be enough forms for every contestant. There are four lists below one for each contest. In many instances, you will have two contests during the same event, and all functionaries perform their duties for both contests. In these situations, then only one set of folders is needed. The appropriate forms for the other contest will be added to the folders. The EXCEPTION is that there will continue to be separate folders for the contestants for each contest. Many of the forms can be found elsewhere on www.toastmentor.com in the RESOURCES page. The official Judges Ballots are available from Toastmasters International on www.toastmasters.org (you may also consider searching online for the forms, which can be available on various Toastmaster club and District web sites). If you have any issues or questions regarding the planning of a speech contest, write to MyTurn@ToastMentor.com or visit our ToastMentor on FACEBOOK. (For information an APPRECIATION CERTIFICATE is included in the file folder for each Judge and Tie Breaker Judge because the judges are not to be identified during the contest.) We recommend that the Contest Master brief the contestants AND the Sergeants at Arms. This will allow the Contest Master to confirm the pronunciations of names, and for the Sergeants At Arms to be aware of any special instructions needed by contestants.
2 INTERNATIONAL SPEECH CONTEST LIST OF FORMS AND FOLDERS (NOTE if two contests are held at same event, and if all functionaries are shared (except contestants), then only one set of folders is needed. The appropriate forms for the other contest will be added to the folders) 1. Contest Master Contest Script Playing Cards (or other numbers) to use with contestants to draw for speaking order List of International Speech Contestants (BLANK FORM to fill in speaking order) International Speech Contestant Briefing Checklist Sergeant at Arms Briefing Checklist 2. Chief Judge Chief Judge Briefing Checklist Form Judges Briefing Checklist Timer, Ballot Counter Briefing Checklist International Speech Ballot (instruction on back) 3. Judges (one for each) International Speech Ballot (instruction on back) 4. Tiebreaker Judge (1 folder) Could be Chief Judge International Speech TIEBREAKER JUDGE Ballot (instruction on back) 5. Timer (2 folders) Timer Briefing checklist Counter s Tally Sheet (for International Speech Contest) 6. Sergeant At Arms (2 folders) Sergeant at Arms Briefing checklist
3 7. Ballot Counter (2 folders) Ballot Counter Briefing checklist Counter s Tally Sheet (for International Speech Contest) 8. International Speech Contestants (one folder for all contestants) Speaker s Certification of Eligibility and Originality (enough forms for all contestants) They Must COMPLETE AND RETURN TO CHIEF JUDGE Sign both lines Make sure to include SPEECH TITLE International Speech Ballot (with instruction on back) one for each contestant to take 9. Volunteer APPRECIATION CERTIFICATES (to Contest Master to give out at end of Timers (2), Sergeant At Arms (2), Ballot Counters (2), Chief Judge 10. Contestant PARTICIPATION CERTIFICATES (to Contest Master to give out at end of International Speech Contestants 11. OTHER APPRECIATION CERTIFICATES (to Presiding Officer to give out at end of Contest Master Contest Planners, Assistants (especially Committee Chairs).
4 TABLE TOPICS CONTEST LIST OF FORMS AND FOLDERS (NOTE if two contests are held at same event, and if all functionaries are shared (except contestants), then only one set of folders is needed. The appropriate forms for the other contest will be added to the folders) 1. Contest Master Contest Script Playing Cards (or other numbers) to use with contestants to draw for speaking order List of Table Topics Contestants (BLANK FORM to fill in speaking order) Table Topics Contestant Briefing Checklist Sergeant at Arms Briefing Checklist 2. Chief Judge Chief Judge Briefing Checklist Form Judges Briefing Checklist Timer, Ballot Counter Briefing Checklist Table Topics Ballot (instruction on back) 3. Judges (one for each) Table Topics Ballot (instruction on back) 4. Tiebreaker Judge (1 folder) Could be Chief Judge Table Topics TIEBREAKER JUDGE Ballot (instruction on back) 5. Timer (2 folders) Timer Briefing checklist Counter s Tally Sheet (for Table Topics Contest) 6. Sergeant At Arms (2 folders) Sergeant at Arms Briefing checklist
5 7. Ballot Counter (2 folders) Ballot Counter Briefing checklist Counter s Tally Sheet (for Table Topics Contest) 8. Table Topics Contestants (one folder for all contestants) Speaker s Certification of Eligibility and Originality (enough for all contestants) COMPLETE AND RETURN TO CHIEF JUDGE Sign top lines Table Topics Ballot (with instructions) one for each contestant to take 9. Volunteer APPRECIATION Certificates (to Contest Master to give out at end of Timers (2), Sergeant At Arms (2), Ballot Counters (2), Chief Judge 10. Contestant PARTICIPATION CERTIFICATES (to Contest Master to give out at end of Table Topics Contestants 11. OTHER APPRECIATION CERTIFICATES (to Presiding Officer to give out at end of Contest Master Contest Planners, Assistants (especially Committee Chairs).
6 HUMOROUS SPEECH CONTEST LIST OF FORMS AND FOLDERS (NOTE if two contests are held at same event, and if all functionaries are shared (except contestants), then only one set of folders is needed. The appropriate forms for the other contest will be added to the folders) 1. Contest Master Contest Script Playing Cards (or other numbers) to use with contestants to draw for speaking order List of Humorous Speech Contestants (BLANK FORM to fill in speaking order) Humorous Speech Contestant Briefing Checklist Sergeant at Arms Briefing Checklist 2. Chief Judge Chief Judge Briefing Checklist Form Judges Briefing Checklist Timer, Ballot Counter Briefing Checklist Humorous Speech Ballot (instruction on back) 3. Judges (one folder for each) Humorous Speech Ballot (instruction on back) 4. Tiebreaker Judge (1 folder) Could be Chief Judge Humorous Speech TIEBREAKER JUDGE Ballot (instruction on back) 5. Timer (2 folders) Timer Briefing checklist Timer Form (for Humorous Speech Contest) 6. Sergeant At Arms (2 folders) Sergeant at Arms Briefing checklist
7 7. Ballot Counter (2 folders) Ballot Counter Briefing checklist Counter s Tally Sheet (for Humorous Speech Contest) 8. Humorous Speech Contestants (one folder for all contestants) Speaker s Certification of Eligibility and Originality (enough forms for all contestants) They Must COMPLETE AND RETURN TO CHIEF JUDGE Sign both lines Make sure to include SPEECH TITLE Humorous Speech Ballot (with instruction on back) one for each contestant to take 9. Volunteer APPRECIATION CERTIFICATES (to Contest Master to give out at end of Timers (2), Sergeant At Arms (2), Ballot Counters (2), Chief Judge 10. Contestant PARTICIPATION CERTIFICATES (to Contest Master to give out at end of contest Humorous Speech Contestants 11. OTHER APPRECIATION CERTIFICATES (to Presiding Officer to give out at end of Contest Master Contest Planners, Assistants (especially Committee Chairs)
8 EVALUATIONS CONTEST LIST OF FORMS AND FOLDERS (NOTE if two contests are held at same event, and if all functionaries are shared (except contestants), then only one set of folders is needed. The appropriate forms for the other contest will be added to the folders) 1. Contest Master Contest Script Playing Cards (or other numbers) to use with contestants to draw for speaking order List of Evaluations Contestants (BLANK FORM to fill in speaking order) Evaluations Contestant Briefing Checklist Sergeant at Arms Briefing Checklist 2. Chief Judge Chief Judge Briefing Checklist Form Judges Briefing Checklist Timer, Ballot Counter Briefing Checklist Evaluations Judge Ballot (instruction on back) 3. Judges (one for each) Evaluations Ballot (instruction on back) 4. Tiebreaker Judge (1 folder) Could be Chief Judge Evaluations TIEBREAKER JUDGE Ballot (instruction on back) 5. Timer (2 folders) Timer Briefing checklist Timer Form (for Evaluations Contest) Extra Timer Form (for Test Speaker (in case speaker wants to know actual time)) 6. Sergeant At Arms (2 folders) Sergeant at Arms Briefing checklist
9 7. Ballot Counter (2 folders) Ballot Counter Briefing checklist Counter s Tally Sheet (for Evaluations Contest) 8. Evaluations Contestants (one folder for all contestants) Speaker s Certification of Eligibility and Originality COMPLETE AND RETURN TO CHIEF JUDGE Sign top lines Evaluations Ballot (with instructions) one for each contestant to take 9. Volunteer APPRECIATION CERTIFICATE for Test Speaker (to Contest Master to give out during Evaluations Contest) 10. Volunteer APPRECIATION CERTIFICATES (to Contest Master to give out at end of Timers (2), Sergeant At Arms (2), Ballot Counters (2), Chief Judge 11. Contestant PARTICIPATION CERTIFICATES (to Contest Master to give out at end of contest Evaluations Contestants 12. OTHER APPRECIATION CERTIFICATES (to Presiding Officer to give out at end of Contest Master Contest Planners, Assistants (especially Committee Chairs).