Speech Contest Training 2017
Table of Contents HELP!...3 ROLES TO BE FILLED...4 OBTAIN JUDGES HOW MANY?...5 PREPARATION BEFORE THE CONTEST...6 AT THE VENUE BEFORE THE CONTEST...8 CHOOSING A LOCATION...9 FINANCES...10 DETERMINING THE COST OF ADMISSION...10 SAMPLE BUDGET...12 HOSPITALITY AND REGISTRATION...13 AWARDS AND SUPPLIES...14 PERSONNEL...16 SERGEANT-AT-ARMS RESPONSIBILITIES...17 CHIEF JUDGE RESPONSIBILITIES...18 JUDGE RESPONSIBILITIES...18 TIMER RESPONSIBILITIES...19 FLYERS, PROGRAMS, & REGISTRATION...20 FLYER SAMPLE...22 PROGRAM SAMPLE...24 REGISTRATION...25 CASH COUNT WORKSHEET...26 FOOD & DECORATIONS...27 FOOD CHAIR FIRST, FIND OUT FROM THE CONTEST CHAIR...27 FOOD CHOICE CONSIDERATIONS...27 DECORATIONS CHAIR FIRST, FIND OUT FROM THE CONTEST CHAIR...28 DECORATION CONSIDERATIONS...28 TEAMWORK...29 TIMING...29 REIMBURSEMENTS...29 OPPORTUNITY DRAWING...30 SAMPLE DONATION SOLICITATION LETTER...31 SAMPLES...32 SAMPLE CONTEST SCRIPT...32 EVALUATION & INTERNATIONAL...32 APPENDIX A: FOUNDER'S DISTRICT REIMBURSEMENT GUIDELINES (2017-18)...36 APPENDIX B: CONCUR REIMBURSEMENT REQUEST EXAMPLE...38 2
Help! The timing lights are missing. Only four judges have shown up. There are no attendee registration forms and no Protocol List. A contestant is ineligible! And YOU are in charge! HELP! To keep this horror story (or one very similar) from happening, this contest training book is your parachute. The knowledge and information included herein will help you plan your work and work your plan. Careful planning, good follow-up, and close attention to detail will insure that your speech contest, whether at the club, area, division, or district level, will run smoothly and provide a suitable forum for your contestants. Establishing s tradition of timely, well-run Speech Contests will not only encourage consistent contestant participation, BUT also keep your audience coming back, contest after contest. The 1986-1987 Founder s District Educational Committee put together the original included guidelines to help Toastmasters who undertake the demanding but rewarding job of Speech Contest Coordinator. The 2011-2012 District Contest Chair, Linda Ulrich, DTM, wrote and researched a new version with many important added details. The 2012-2013 Contests Chairs, Marsha De Gon and Colette Gardner, merged the two versions. The 2017-18 Program Quality Director, Diana Dee, has updated the material. 3
ROLES TO BE FILLED Role Who Contact Info CONTEST CHAIR Contest Toastmaster Evaluation (or Humorous or Table Topics or Tall Tales) Contest Toastmaster Evaluation "Test Speaker" International Speech Toastmaster Chief Judge Sergeant at Arms Assistant Sergeant at Arms Chief Timer Assistant Timer Registrar Assistant Registrar Opportunity Drawing Chair Opportunity Drawing Assistant Hospitality and Food Chair Hospitality and Food Assistant Flier / Program Design and Production Photographer Pledge / Inspiration Ballot Counter #1 ("Teller" #1) Ballot Counter #2 ("Teller" #2) 4
Obtain Judges How Many? Contest Level Area Division District Rule Book minimum number 5 (or equal number per club) plus tiebreaker 7 (or equal number per area) plus tiebreaker 9 (or equal number per division) plus tiebreaker Recommended number 7 9 One per division + tiebreaker 5
PREPARATION BEFORE THE CONTEST Let the letter d represent the day of the contest. Action Items to be Completed By When (Latest) Action d 4 weeks DECIDE ON DATE OF CONTEST ("d") d 4 weeks Obtain Contest Chair d 2 weeks Obtain venue d 2 weeks Determine attendance price(s) d 2 weeks Contest flier / ad created d 2 weeks Flier distributed to relevant audience d 2 weeks Eventbrite event created for registration d 2 weeks Send Eventbrite link to clubs d 2 weeks Create Contest Script d 2 weeks Order trophies or other contestant awards Responsible Person AD or DivD AD or DivD AD or DivD AD or DivD Flier / Program Designer Contest Chair, AD, or DivD Contest Chair, AD, or DivD Contest Chair, AD, or DivD Contest Chair, AD, or DivD DivD d 1 week Pick up trophies DivD d 1 week d 1 week d 1 week d 1 week d 1 week d 3 days d 3 days Volunteers for all contest roles obtained Contest Chair Obtain judges (see previous page for Chief Judge / Contest number required) Chair Distribute script to all role volunteers. Notify all volunteers when they should arrive at the contest venue (see "At the Venue Before the Contest," below.) Create Program; leave space for unknown names (never list judges!) Confirm availability of signage with district logistics manager List of contestants and their clubs Contest Chair obtained Confirm availability of personnel, especially those listed on program 6
By When (Latest) d 2 days d 2 days d 1 day d 1 day d 1 day d 1 day d 1 day d 1 day d 1 day d 1 day d 1 day d 1 day d 1 day Action Check all contestants are members in good standing of a club in good standing Notify contestants to arrive 45 minutes before contest overall contest start time Obtain signage from district logistics manager for outside venue Print Program For Evaluation contestants, obtain Evaluation Contestant Notes (Item 1177) form, pens, and clipboards Obtain and print latest contest forms required (see list below) Obtain and print a District "Protocol List" for checkoff at registration table Print two sets of attendee registration lists Print all Certificates of Participation and Certificates of Appreciation Send email reminding all people what time they should arrive by Send email or call, reminding relevant volunteers to send an introduction to person who will introduce them Obtain seed money for cash box Optional: Hold a brief rehearsal Responsible Person Contest Chair Chief Judge Additional Planning The following roles will want to create their own plan / timeline: Opportunity Drawing Chair and Assistant Hospitality and Food Chair and Assistant Budget The Division Director should submit a budget for all contests in August. 7
AT THE VENUE BEFORE THE CONTEST Let the letter t represent the start time of the first contest. t 1.5 hours t 1 hour t 45 minutes t 30 minutes t 2 minutes t Open room Set up the physical environment Toastmaster signs outside venue registration table opportunity drawing tables food and beverage tables audience seating arrangement speaking area any audio equipment American flag Area and/or Division Banners Open registration Registration table should have two copies of list of people who registered for the event. Amount paid for each attendee must be recorded. Registrars check off attendee names of those on the Protocol List. Sergeants at arms and Chief Judge choose sequestration area for Evaluation (or Table Topics) contestants; ensure sequestered contestants cannot hear contestant who is speaking Chief Judge briefs contest masters, timers, sergeants at arms, and announcer of contest winners Chief Judge briefs judges and ballot counters Contest masters brief contestants, draw for speaking order, have each contestant fill out Eligibility form (Item 1183) Evaluation contestants each receive Evaluation Contestant Notes (Item 1177) form and a pen and clipboard Contest masters give filled-out speaker Eligibility forms to Chief Judge Contestants receive opportunity to test wireless microphone, if applicable Opportunity drawing ticket sales start Sergeant at Arms gives 2-minute warning; asks attendees to be seated Sergeant at Arms calls for group to come to assembly and introduces either Area Director (area contest) or Division Director (division contest) 8
CHOOSING A LOCATION I. Arrange the contest site as soon as the date is set. A. Possible contest locations: 1. Restaurants with meeting or banquet rooms 2. Banks with community meeting rooms 3. Libraries, community buildings, recreation centers, public parks, city halls, hospitals which have public meeting rooms, churches or temples 4. Private companies with meeting rooms, with or without company clubs 5. Community rooms at apartment complexes, condos, mobile home parks, etc. B. Reserve date and put down deposit, if required C. Meet with responsible individuals to: 1. Determine how to obtain keys 2. Check on tables and chairs availabilities 3. Check on microphone and audio-visual equipment availability 4. Check out available seating arrangements II. III. When the final number of participants is known or anticipated: A. Plan final seating arrangements, podium/lectern, and microphone locations B. Be sure registration area is provided C. Confirm, in writing, all oral agreements, including price, menu, arrangements, serving times, extra equipment, in/out times, etc. Don t trust your memory or those in charge of the facility. Make check lists as you go along of every aspect of the evening. Check and double check to see everything is done correctly. 9
FINANCES Budget: The budget for the Division, which includes area and division contests, should be submitted by August. The financing of a Speech Contest must be planned with two points in mind No initial money available An ending surplus, or at least break even. DETERMINING THE COST OF ADMISSION 1. A VERY conservative estimate of the MINIMUM number of PAYING attendees needs to be established. A liberal estimate of the MAXIMUM number of attendees (paying or not) is also needed. The MINIMUM number of attendees is a VERY CONSERVSTIVE estimate of the minimum number that will attend, AND PAY to attend. Their payments, plus the proceeds of the Opportunity Drawing, must cover the costs of the trophies, room rent, and all other fixed costs. One way to create this estimate is look at the paying attendance numbers from the previous year, adjusting for changes in Area or Division sizes. A guess at the MINIMUM and MAXIMUM might be the adjusted number from last year times 80% and times 130%. Judges and the Chief Judge are traditionally not charged admission. Contestants (per the Contest Rulebook) are not charged admission. The MAXIMUM number of attendees is the maximum that might attend. The room must be able to accommodate that many; you must be able to seat that many; and (unless you are paying the location to provide food on a person-person basis), you must provide food and beverages for that many. If you have a meal meeting at a restaurant, you can expect the restaurant to charge for the total number of reservations or the total number of attendees, whichever is HIGHER. 10
2. Make a list of items whose cost is independent of attendance, then list the items whose cost depends on attendance. Items Whose Cost is Independent of Attendance Fliers Trophies and engraving Certificates of Participation for all contestants Certificates of Appreciation for all roles Opportunity drawing tickets Items Whose Cost Depends on Attendance Programs Food Bottled water Food service items: tablecloths, paper plates, napkins, plastic utensils, cups, (if the contest location is a restaurant, these items are included in the service) (Optional) Decorations 3. To calculate the cost: Determine the total cost of all items whose cost is independent of attendance Determine the total cost of all items whose cost depends on attendance, assuming the MAXIMUM number of attendees Add those two costs. Subtract the MINIMUM amount of income anticipated from the Opportunity Drawing. Divide the result by the MINIMUM number of PAYING attendees. This is your admission fee. Announce this admission fee on your event flier and on the Eventbrite event registration page as the "registration in advance" fee. Add a few dollars and announce that admission fee on your flier as the "not registered in advance" admission fee. See Appendix A, "Founders District Reimbursement Guidelines", and Appendix B, "Concur Reimbursement Example". 11
SAMPLE BUDGET Event Two-area Contest Division Contest Date Fee - advance $5 $10 Fee - door $8 $12 Attendees Comp Judges 6 8 Comp Speaker 1 1 Comp other 0 0 Contestants 16 4 Pre-registered 23 51 Walk-in 13 7 Kids (no charge) 0 0 Total attendees 59 71 INCOME Registration-Cash $203.00 $584.00 Registration-Checks $26.00 Opportunity Drawing-Cash $232.00 $300.00 Opportunity Drawing-Check $20.00 Total Income $481.00 $884.00 EXPENSES Food/beverages $(386.89) $(548.46) Decorations $(24.65) $(48.28) Printing and Certificates $(64.46) $(44.26) Div. Winner fee for Dist. Conf. $- $(50.00) Room Charge $- $(100.00) Misc. $- $- Trophies [Paid by district] [Paid by district] Total Expenses $(476.00) $(791.00) Event Gain (Loss) $5.00 $93.00 DIVISION NET GAIN (LOSS) $98.00 12
HOSPITALITY AND REGISTRATION Hospitality, making guests feel welcome and comfortable, seems like such a simple premise that it is often taken for granted. Since Toastmaster Speech Contests are special occasions where non- Toastmaster guests are present, it is very important to make sure that the following amenities are covered when planning the event. A. Coordinate with facilities planning to ensure that the location selected has adequate room, parking, is easy to find (provide maps) and meal/beverage service is provided. B. Arrangements are made to have a flag, lectern, stop watches, and lights (or signaling devices) C. Arrangements are made to hang Club, Area, and/or Division banners in the meeting room. D. Arrangements are made for microphone at the lectern and lapel mikes for contestants, and are checked out the night before to insure good working order, adequate volume, long enough cords, etc. E. [This applies to District Conference.] Seating arrangements, especially for the head table, are well planned, communicated to the facility, and checked the night of the contest to ensure correctness. Place cards are used to mark the places, and identify the dignitaries at the head table to the audience. F. Decorations, especially for theme meetings, are well planned, constructed in plenty of time, fit the facility without overpowering it and are set up well before the guests arrive. G. Space is provided for the Opportunity Drawing prizes. H. Hospitality Committee members are on hand early to greet Toastmasters and guests, see they are seated, programs passed out, and everything in place for the contests. I. Reception tables are set up in a convenient place, with adequate room for registration. J. Registration is planned in advance, requiring a minimum of effort on the part of the guests. Advance registrations will allow guests to be admitted and seated in a timely, efficient manner. [District Conference registration may allow pre-payment.] Recognize that there will almost always be some guests who come at the last minute, so be prepared to accommodate them by having extra tickets and a cash box with adequate change ready. More details are given in the REGISTRATION section below. Juanita Skillman February 12, 1987; modified by Diana Dee September, 2017 13
AWARDS AND SUPPLIES I. Determine what you need and can afford A. Consult Division and District budgets, and the Program Quality Director. B. Trophies (Area and Division Contests) 1. Winners and Runners-Up (Third-place winner is awarded trophy only if there are five or more contestants.) 2. Price range $10 to $20 each 3. The Division Director may purchase trophies for all contests in the division. The District budget may or may not specify that the District will pay for trophies. C. Certificates of Participation with holders 1. Certificates 50 cents each 2. Certificate Holders - $1.00 to $2.00 each 3. Quantity for each contest = number of contestants per contest, plus two extra in case of calligraphy errors or damage 4. Consider software alternatives D. Certificates of Appreciation (These may be designed by the Contest Chair or by the Division or Area Director.) E. Judging forms (best if Chief Judge prints forms, but (s)he may request the Contest Chair to do that) Judging forms should be downloaded, printed, and supplied to the Chief Judge at least three days before the Contest preferably one week before 1. Two timing forms (1175) for each contest, plus a spare 2. One ballot (1172, International / 1179, Evaluation) for each judge for each contest, plus two spares 3. One tie-breaking ballot (1188, International / 1179A, Evaluation) for each contest, plus one spare 4. Judges Certificate of Eligibility (1170), one for each judge plus tiebreaker, plus one spare 5. Evaluation Contestant Notes (1177), one for each evaluation contestant plus one spare 6. Speaker Certificate of Eligibility and Originality [with text box asking for contestant Club Name Phone Number, and Email Address; obtain from Founder's 14
District Web Site. Text box items allow Chief Judge to fill out Notification of Contest Winner form without consulting with contestants.] 7. One Counters form for each contest, plus one spare 8. One Notification of Contest Winner for each contest, plus two spares. 9. One form for announcing the contest winner for each contest, plus two spares. II. Determine when you need it A. Place orders to TI at least three weeks ahead of date needed B. Allow 2-3 weeks for outside trophy suppliers C. Best to build in at least one week of float D. Be sure to allow sufficient time for engraving or calligraphy (determine date when you will need names of contestants from are, division, etc. III. Assign responsibility and resources to provide items A. Be sure someone is accountable for following through 1. Who will actually purchase the supplies? 2. Who will assure the engraving and calligraphy are done? 3. Who will pick up the supplies when they are ready? 4. Who will see that supplies are provided to coordinator? B. Build check points in your calendar IV. Purchase Supplies and Awards A. Identify sources early on 1. Ask other clubs, areas, divisions 2. Review TI Supply Catalog 3. Contact sources to assure they can fit you into their work schedule 4. Determine payment policies (pay in advance, pay upon delivery, delayed billing, cash, check, etc. V. Deliver supplies and awards to Contest Coordinator A. At least two to three days before contest, preferably one week B. Coordinate display of trophies/plaques at contest VI. Supply Accounting information to Finance Committee (copies of bills, invoices, receipts) Stanley R. Wright February 16, 1987, modified by Diana Dee, September 2017 15
PERSONNEL The minimum personnel for a smooth running contest are listed on page 4, "Roles to be Filled". I. TOASTMASTERS A. A master of ceremony Toastmaster (overall Contest Master) who can assure the flow of the contest is the first to be on the program B. Each contest needs a Toastmaster (Contest master). The two most difficult to choose are the Table Topics and Evaluation Masters. These two need to be experienced Toastmasters. II. JUDGES See CHIEF JUDGE RESPONSIBILITIES III. TIMERS See JUDGE RESPONSIBILITIES IV. COUNTERS See JUDGE RESPONSIBILITIES V. SERGEANT-AT-ARMS See SERGEANT-AT-ARMS RESPONSIBILITIES VI. DIGNITARY A representative from the District should be asked to present the awards. This representative can be the Area Governor, Division Governor, one of the District Trio, or someone who has acted in that capacity. At that time, the next level of contest should be announced, with date, time, and location. Colette Gardner February 14, 1987, modified by Diana Dee, September 2017 16
SERGEANT-AT-ARMS RESPONSIBILITIES A. Have an assistant B. Help with the PA system C. Escort Table Topics or Evaluation contestants from the room and out of hearing distance D. Be familiar with the workings of the doors E. Anticipate timing for bringing in the next contestant, to keep the program moving F. Be responsible for the location to house the contestants during various contests. When an evaluation contest is being held, consider the need for a place to sit and write, as the contestants will be sitting and writing for five minutes in that area. This can be the same place the counters use the ballots. Coordinate with the Chief Counter and Chief Judge. G. Be knowledgeable of the rules for all of the contests; read the current Speech Contest Rulebook before the contest (See Rulebook pages 16 17) H. Before an evaluation contest, be prepared to collect notes (on form 1177) from the participants at the end of the five-minute preparation time. I. Determine the appearance order of the participants. When the Toastmaster asks for oneminute so the judges can mark their ballots, escort the next participant to the room entrance and (if Evaluation contest) hand the participant his/her notes (form 1177). At the end of the time allowed, the Toastmaster will call that participant to the lectern. This procedure will make this lengthy contest less cumbersome. J. Check with the Toastmaster for special seating, etc. K. Work with the Chief Judge and his/her team. Marian Bell January 30, 1987; Lee Lance October 22, 2012; Diana Dee September 2017 17
CHIEF JUDGE RESPONSIBILITIES I. HAVE NECESSARY FORMS A. See list I E. under AWARDS AND SUPPLIES, above B. All judges need to fill out the Judge s Certification of Eligibility and Code of Ethics C. All contestants need to fill out the Speaker Certification of Eligibility and Originality. Use the form with the text box. You must see and okay all the forms before you allow the contest to begin. D. Select the Tiebreaker Judge and have proper forms. Do not divulge the name to anyone. Collect the ballot from that judge yourself. E. Each judge should have two envelopes, one for the Evaluation and one for the International contest. If there are multiple areas competing, all ballots go in the one envelope. F. Brief the judging team (judges and counters) at least 30 minutes before the start of the contest. II. JUDGE BRIEFING A. The Judge Training Workshop should have informed you what items to include in your judge briefing. JUDGE RESPONSIBILITIES The job of a judge is to pick a winner. Judges should be trained within the previous two years. 18
TIMER RESPONSIBILITIES TIMING INSTRUCTIONS A. Make sure the Timer understands timing rules. Have copies of the rules pertaining to all the different contests being held B. Make sure the Timer is aware that he/she will be required to announce the timing rules prior to each contest C. Make sure timing lights are available. Have a backup set of signaling devices in case the lights fail. Make sure extra lights, and extension cord, and extra batteries (if needed) are available. Have two stopwatches with second hands. (Alternatively, have a smart phone with a Toastmaster timing application.) The Contest Rulebook page 13 states that one timer runs the stopwatch / smart phone (and records the time) while the other timer runs the signaling device. The Contest Coordinator/Contest Chair should arrange to have someone provide timing lights, spares, and stopwatches. D. Check with the Toastmaster/Contest Master regarding time between contestants and contests, and what procedure to follow to maintain time limits. E. One timing form is turned in to the Chief Judge at the end of each contest. Marian Bell January 30, 1987; Lee Lance October 22, 2012; Diana Dee, September 2017 19
The needed publicity items are: 1. Flyers 2. Programs I. FLYERS FLYERS, PROGRAMS, & REGISTRATION Publicity should begin as soon as the date, time, and type of meeting (morning, lunch, dinner) have been decided, and the location has been booked. The contestants need to be aware of the upcoming event in order to be ready in time. Their supporters must mark their calendars. Remember we ALL have busy schedules and we need to give fair warning to our attendees A. TIMING The District Contest date is fixed by the end of June for the following Spring Conference. Division Contests are scheduled for at least two weeks prior to the District Contest, that is, March and April. Area Contests occur in October/November, or February/March. Publicity should start in September and February. All Area and Division contests should be announced on the Founder's District Calendar. The flyers should be distributed well before the contest. Sooner is better. The most satisfying contests will have high attendance, and this can only be achieved by advertising the event. Time, effort, and money will be spent on this event. Let s make it worthwhile! B. CONTENTS OF FLYERS Flyers should be visual, attractive, and clear and easy to understand. A flyer should include: a. Event b. Date and time c. Location d. Map e. Cost f. Person and number to call for information 20
C. WHERE TO SEND FLYERS For Area Contests, a flyer should be sent to each club in the Area. For Division Contests, a flyer should be sent to each club in the Division. D. DELEGATION No one person should make all the arrangements for a speech contest, and no one person can handle all the duties of a contest. This is an opportunity to learn and practice the art of delegation. A club can be assigned the task of publicity, and learning to follow up becomes the next experience of leadership. E. PRINTING Today, flyers can be prepared on a home computer, printed to a PDF file, and e-mailed or printed. Some member usually has access to a color printer, so the flyer, once designed, can be easily reproduced. If color printing cannot be found among the members, shop around for fast and reasonably priced copying facilities. II. PROGRAMS The program should carry the same theme as the flyer. It should list all contestants for each contest, with the proper spelling. The contestants educational level (CC, CL, DTM, etc.) and the contestants club numbers should NOT appear on the program. The names of the Toastmasters (Contest Masters), Chief Judge, Chief Counter, and Chief Timer should also be on the Program. The names of Judges should NOT appear on the program. The beginning time, break time, and ending time should be on the program. Detailed times from the detailed agenda (event script) should not be on the program. A reduced version of the Judges Ballot for each contest may be included with the program, for members of the audience to mark. This will keep them occupied during the minute of silence. This is usually included in the District Conference program but not usually included in Area and Division Contest programs. Print enough copies of the program to provide one for every attendee. 21
FLYER SAMPLE 22
ANOTHER FLYER SAMPLE Note the use of a QR code in the above flier. 23
Pages 4 and 1 are on the same page: PROGRAM SAMPLE Pages 2 and 3 are on the same page: 24
REGISTRATION III. REGISTRATION There should be at least two people "manning" the registration desk. [There should be more at a District Conference.] Each person registering an attendee should have a list of pre-registered attendees, a list of "comped" attendees (those not to be charged admission, i.e. judges and contestants), and a Protocol List to record attending dignitaries. There should be a cash box seeded with a set amount of small bills to make change. If using Eventbrite for registration for Area and Division contests, money should NOT be collected through Eventbrite, as the cost for that is rather large. When an attendee registers, his/her fee should be collected and a check mark placed on the pre-registered list with amount paid, or a line added to the registration list (for non-preregistered attendees) with amount paid. This list of attendees and amount paid by each should be saved and submitted to the District Finance Manager as part of the required contest documentation. The registrar should also mark the Protocol List if an attendee is on that list. The list should be consolidated into one list prior to the contest opening, and given to the Area or Division Director (or trio member) who will open the contest. Collected money should be segregated into registration fees and opportunity drawing donations, and be locked in the lock box. Later, two people should count the money and fill out a Cash Count Worksheet (see next page). The "seed money" (used for change) amount should be returned to the person who supplied it. The worksheet, the cash, any checks, and the registration sheet (showing who attended and what each person paid) must be submitted to the District Finance Manager within 5 business days. No expenses may be paid from the income. Expenses must be reimbursed through the Concur system. Receipts must show the items purchased; credit card or bank statements are not accepted as receipts. Financial activities of the area and division contests will be verified by the District Finance Manager for compliance with policies and protocol of Toastmasters International. Diana Dee, September 2017 25
CASH COUNT WORKSHEET 26
FOOD & DECORATIONS Food Chair first, find out from the Contest Chair Location of Contest Catering Choices 1. Whether the food will be brought in 2. Provided onsite 3. Some venues require you to use the company caterer. Others permit you to bring food into the facility What is the food budget? Approximation on number of people you are planning to serve Start time that food service will begin Food Choice Considerations Meal Meetings Different groups have certain budgets to follow. It is imperative that a Meal Meeting be chosen ONLY if the group is aware of the expense and is willing to pay for it. The meal can be BREAKFAST, BRUNCH, or DINNER. Make sure the possible cost of the room is known. Find out HOW payment to the restaurant is to be given: by check, or cash only; on the day of the event, in advance, or billed later. A POTLUCK can be an inexpensive alternative. You must still charge admission, because food is not the only cost. Beverages can be sold in addition to other items. There is a law which prohibits the selling of liquor, so sell tickets which can be exchanged at the bar. Make sure the possible cost of the room is known. Simple Food Depending on the time of day, a DESSERT or ROLLS or SALAD or anything which is chosen can be served. Potluck salads, side dishes, desserts, and coffee can be paired with purchased sandwiches, pizza, bottled water, and soft drinks. Estimate the cost per person of purchased items as accurately as you can. Make sure the possible cost of the room is known. No Food It is possible to have a contest without any food, especially at the Area level, and if it is in a Company room. Make sure the possible cost of the room is known. What to Consider 1. Look for food that is tasty, cheap and reasonably healthy. Popular choices are pizza, submarine sandwiches or wraps, pasta salads, El Pollo Loco, Chinese food, Middle-Eastern food, finger food or home-cooked food provided by several individuals. In the past, Panda Express has generously donated food to several contests, and Starbucks has donated coffee. Ask previous Directors what they used and what they recommend. 27
2. Look for local restaurants, farmers market stalls or individuals who do catering; they may give you a break on price in exchange for promotion. 3. Remember to provide some veggie alternatives. 4. When planning your menu, try to minimize red meat, salt, sugar, fat, onions, pepper, chiles, curry, cilantro, shellfish, strong cheeses, etc. so that more people can enjoy the food. And for religious reasons, avoid pork or food cooked with alcohol. (Serve flavorings on the side.) 5. Sodas are expensive (and heavy)! For the best deal on sodas, go to 99 Stores or Ranch Markets. Use liters instead of cans. Consider serving just water, tea and coffee. 6. Keep desserts very simple. Cakes can be expensive and hard to transport, and they require forks and plates. Cookies work well. Serve fresh fruit. 7. Food should be served 30-45 minutes before the contest begins. 8. Visit the facility and check out utilities available - if there is a kitchen, sink, garbage disposal, microwave, refrigerator, coffee-pot, etc. that you may use. 9. Ask the Area Directors who have already held their contests if you can inherit any leftover supplies - paper goods, condiments, serving implements, plastic wrap, aluminum foil, coffee, teabags, etc. Decorations Chair first, find out from the Contest Chair Location of contest What are the theme and colors being used or suggested What is the budget for decorations? Determine setup and decorating time before people start arriving. Decoration Considerations Visit the contest location before you invest in any decorations. Ask the facilities manager about decorating rules what can go where and what materials are permitted. Remind Area Directors / Division Directors to remind clubs to bring their banners, and plan to display them prominently. Keep decorations moderately priced, tasteful and unobtrusive, complementing the contest theme. o Balloons are expensive and can obscure people s sightlines. o No flowers are preferable to fake flowers. o Don t strew glitter or confetti unless you plan to vacuum before leaving. 28
Visit your local art supply store and buy a roll of 3-M artists white printable flatback paper tape. This special tape will not damage painted walls or leave a gluey residue. A roll is expensive (about $13) but will last for years. The Decorations Committee may also assume some responsibility for Set-Up and surely will need to help with Clean-Up. Get some tall and strong folks on this committee! For Clean-Up, have Disinfecting Wipes, sponges, and paper towels. TEAMWORK Food + Decorations Food Chair and Decorations Chair should get together well in advance and work out who is responsible for buying and bringing tablecloths, napkins, paper plates and tableware. Generally it is best to be economical with such things, and not buy expensive color-matched items. Decorations + SAA + Greeting + Set-Up/Clean-Up + Opportunity Drawing Together, determine who is making directional signs and restroom signs. Decide if opportunity drawing price information goes on tables, what it will look like and who will create it. Food + Decorations + SAA + Set-Up/Clean-Up You are all jointly responsible for leaving the facility as clean and neat as you found it. TIMING The Decorations team should arrive at least 90 minutes before the doors open for guests. Be sure to prepare a place for the food set-up; make sure there are outlets nearby for the coffeepot and enough room for a buffet. Food Committee should arrive 60 minutes before the food service is scheduled to begin. Start the coffee perking right away so it s ready by the time other committee people come. Keep food covered until SAA announces that food service is beginning. Tip: The Food Committee might want to bring some smaller containers, tin foil or plastic wrap for leftover food. And always bring garbage bags, a sponge, and paper towels. REIMBURSEMENTS Keep all your receipts you cannot get reimbursed without them. Reimbursements must be submitted through the Concur system. Receipts MUST show an itemized list of purchased items; credit card or bank statements are not considered receipts. No registration income may be used for reimbursements. 29
I. DRAWING CHAIRMAN OPPORTUNITY DRAWING The chosen Drawing Chair has a unique opportunity to serve the group and to serve himself or herself. Fund-raising is an important part of our organization, and is necessary to operate and to serve our members better. The Chair must therefore be a Live-wire who will learn to use the outgoing personality hiding within him or her. It is ideal to share this task with Assistant Chairs, who will enjoy the same opportunity and also guarantee better coverage of the audience. II. PRIZES The prizes should be of good value rather than large numbers. If the value is worthwhile, then the donations will be more easily obtained. It is better to have two prizes that everyone wants then twenty that no one cares about. Clubs can be asked to bring a prize, and can be asked to bring a prize valued at a particular amount, such as ten or twenty dollars. Prizes must be donated by a member or members. A club cannot be assessed for the cost of a prize, and a club may not use club funds to purchase a prize. Prizes can be solicited from businesses. III. DRAWING Display unwrapped prizes, to entice the prospective purchasers of tickets. Provide a separate cup or bag to hold the tickets for each prize, so that winners will win a prize they want. If the winners are not required to be present, make sure that ticket purchasers write their names and telephone numbers on the back of the tickets. Announce the purpose of the drawing at the beginning of the event. For instance, to help defray the cost of the supplies and venue for this event. A box, or an apron with large pockets, should be used to keep the money. Holding dollars in our hands leads to frustration and errors. Drawings can be fun, but should never be DRAWN OUT. It is a good idea to draw the winning ticket for each item in advance, and tape it to the prize. This reduces the time it takes to award the prize winners. Colette Gardner February 14, 1987. Diana Dee, September 2017 30
SAMPLE DONATION SOLICITATION LETTER Toastmasters, Division B Founder s District <insert name here> <insert address here> August 04, 2010 WesCorp HR 924 Overland Court San Dimas, CA 91773 Dear Byron Rozul: Division B of the Founder s District of Toastmasters International is a 501(c) (3) non-profit community educational organization representing 5 Areas with 5 clubs in each area (over 500 members) in the San Gabriel Valley region. Our clubs are open to businesses and people in the communities in which they were founded. The mission of the Toastmaster s Area is to support the clubs in their mission: To provide a mutually supportive and positive learning environment in which every member has the opportunity to develop communication and leadership skills which in turn fosters selfconfidence and personal growth. We are conducting a family-oriented Evaluation and Tall Tales Speech contests on Saturday October 30 th, 2010 at the PLATT III Auditorium, City of Hope in Duarte, CA. This exciting and entertaining event will be opened to the public and will be announced in local media outlets. Breakfast is included in the low price of admission. To keep our costs low we are seeking sponsors and donors to support this event. Would you please donate a gift or gift certificate to use towards reducing our costs? Every dollar we save on the cost of this event will go directly to supporting the educational efforts of Division B and its member clubs. Please, be generous and help support excellence in leadership and communication in your community. Thank You! Sincerely, <insert name here> Contest Chairperson, Division B Founder s District Toastmasters TIN: 95-1300076 Phone #s: <insert phone numbers here> 31
SAMPLES SAMPLE CONTEST SCRIPT EVALUATION & INTERNATIONAL FOR A CONTEST STARTING AT 2:00 PM [Note: Times not in bold are approximate] BEFORE THE CONTEST BE SURE THAT CHIEF JUDGE AND CONTEST MASTER HAVE COPIES OF LATEST SPEECH CONTEST RULEBOOK SEE PREPARATION BEFORE THE CONTEST AND AT THE VENUE BEFORE THE CONTEST SECTIONS ABOVE EVALUATION CONTEST 2:00 PM Sergeant at Arms Calls group to assembly and asks everyone to be seated 2:00 PM Registrar Hands Protocol List to dignitary that the Sergeant at Arms will introduce 2:01 PM Sergeant at Arms Introduces the Area or Division Director 2:02 PM AD or Division D Calls meeting to order. Introduces people to conduct the: Pledge (and optionally, an inspiration) AD or Division D AD or Division D Welcomes dignitaries and introduces those checked on the Protocol List Introduces the Contest Toastmaster 2:15 PM Contest Toastmaster A few-minute warm-up Asks everyone to TURN OFF phones and other noisemaking devices Announces that no picture taking will be allowed during the speaking portion of the contest. (Pictures are welcome during the awards.) Introduces the Evaluation Contest Master 2:20 PM Evaluation Contest TM Gives an approximately 2-minute warm-up talk Explains how the contest will proceed (test speaker, 5-min to, etc) Asks audience to hold applause until all contestants have been called to speaking area Requests all contestants to come forward, in speaking order Spells any names not in the contest program. Ensures speaking order is clear. Calls on Timer to read timing rules for Evaluation contest and demonstrate the lights Asks contestants if all can see lights and understand timing rules 32
Asks Chief Judge if all judges have been instructed and are they ready Asks Evaluation contestants to take their seats Asks "Would our model speaker please come forward" Introduces model speaker: Name, Title, Title, Name Model Speaker Gives 5 to 7 minute speech. Returns conduct to Evaluation Contest TM (shakes hands). Returns to seat. Note: Model speaker should be seated in location easily seen from speaking area. 2:38 PM Evaluation Contest TM Requests Sergeant at Arms to escort Evaluation contestants to sequestration room Sergeant at Arms Asst. Sergeant at Arms Evaluation Contest TM Escorts all contestants to sequestration room. Ensures all contestants have Evaluation Notes form Ensures all contestants do not have any communication devices Accompanies contestants to sequestration room. When contestants are all seated, returns to tell timer to start the 5-minute period. Takes 2 3 minutes to interview the Model Speaker Takes remainder of time to allow Opportunity Drawing Chair to speak 2:44 PM Timer Signals end of 5-minute period Asst. Sergeant at Arms Sergeant at Arms Asst. Sergeant at Arms Returns to sequestration room and informs Sergeant at Arms 5 minutes has elapsed Collects notes from ALL contestants. Gives notes for first contestant to Assistant Sergeant at Arms Escorts first contestant to room entrance. When Evaluation Contest Master signals contestant to come to speaking area, hands notes to first contestant. 2:47 PM Evaluation Contest TM Introduces Evaluation Contestant #1: Name, Name Evaluation Contestant #1 Asst. Sergeant at Arms Evaluation Contest TM Timer Evaluation Contest TM Delivers evaluation On applause at end of evaluation, returns to sequestration room to get second evaluation contestant. Escorts contestant to room entrance Waits for signal from Evaluation Contest TM that contestant should proceed to speaking area Hands notes to contestant On applause at end of evaluation, asks audience for 1 minute of silence Records contestant #1 speaking time, then times the 1 minute of silence Signals Evaluation Contest TM when 1 minute has elapsed After 1 minute is up, signals for evaluation contestant #2 to proceed to speaking area Introduces Evaluation Contestant #2: Name, Name This process is repeated until the final contestant has finished. TIME ALLOCATION: Allow 4 minutes per evaluation contestant. For sake of timing for this script, assume 8 evaluation contestants. 3:20 PM Evaluation Contest TM After last contestant, ask audience to be silent until all ballots are collected Chief Judge and Tellers Collect ballots When all ballots are collected, CJ should signal Evaluation Contest TM to proceed 33
Chief Judge and Tellers Evaluation Contest TM Leave room with ballots, proceed to sequestration room, count ballots When result forms are filled out, hand announcement form to person who will announce the contest results Calls all Evaluation contestants up to speaking area (Optional) Interview contestants. However, NO interviews may be done if ANY contestant is also in the International Speech contest Presents each contestant with Certificate of Participation Asks contestants to be seated 3:35 PM Evaluation Contest TM Turns conduct of meeting back to Contest Toastmaster Contest Toastmaster Opportunity Draw. Chair Compliments Evaluation Contest TM on job well done; presents Certificate of Appreciation Calls on Opportunity Drawing Chair to say a few words Touts items and gives ticket prices Announces break will be last chance to purchase and deposit tickets; tickets will be drawn during the International Speech Contest 3:45 Contest Toastmaster Announces 10-minute break BREAK Opportunity Ticket Sales; Bio Break INTERNATIONAL SPEECH CONTEST 4:00 PM Sergeant at Arms Contest Toastmaster Contest Toastmaster International Contest TM Calls group to assembly and asks everyone to be seated Introduces the Contest Toastmaster Reminds audience that communication devices should be TURNED OFF and that there is no photography allowed during the contest Gives short transition Introduces International Speech Toastmaster Gives a 2-minute warm-up Asks audience to hold applause until all contestants have been called to speaking area Requests all contestants to come forward, in speaking order Spells any names not in the contest program. Ensures speaking order is clear. Calls on Timer to read timing rules for International contest and demonstrate the lights Asks contestants if all can see lights and understand timing rules Asks Chief Judge if all judges have been instructed and are they ready Asks International contestants to take their seats, except for the first contestant 4:10 PM International Contest TM Contestant #1 Introduce first contestant by Name, Speech Title, Speech Title, Name Shake contestant hand and sit down Gives speech 34
International Contest TM Timer International Contest TM At end of speech, join contestant; contestant takes seat Call for 1 minute of silence for judges to complete their ballots Records contestant #1 speaking time, then times the 1 minute of silence Signals International Contest TM when 1 minute has elapsed Calls up next contestant Introduces contestant as before; sits down Repeat until last contestant finishes speech. TIME ALLOCATION: Allow 9 minutes per International contestant. For sake of timing for this script, assume 8 International contestants. Opportunity Draw. Chair Draws tickets; pastes each winning ticket on item 5:30 PM International Contest TM After last contestant, ask audience to be silent until all ballots are collected Chief Judge and Tellers Chief Judge and Tellers International Contest TM Collect ballots When all ballots are collected, CJ should signal International Contest TM to proceed Leave room with ballots, proceed to sequestration room, count ballots When result forms are filled out, hand announcement form to person who will announce the contest results Calls all International contestants up to speaking area Interview contestants. Presents each contestant with Certificate of Participation Asks contestants to be seated 5:45 PM International Contest TM Turns conduct of meeting back to Contest Toastmaster Contest Toastmaster Contest Toastmaster AD or Division D Dignitary AD or Division D Opportunity Draw. Chair AD or Division D AD or Division D AD or Division D Compliments International Contest TM on job well done; presents Certificate of Appreciation Returns conduct of meeting to AD or Division D Announces that winners will appear at next-level contest Introduces dignitary who will announce next-level contest Announces next-level contest date, time, and location Returns conduct to AD or Division D Introduces Opportunity Drawing Chair Reads ticket number for each item; assistant takes gift to winner Returns conduct to AD or Division D Thanks all those who helped put on the contest; gives Certificates of Appreciation All assemble for a picture Calls up dignitary to help hand out trophies Announces contest winners 6:15 PM AD or Division D Declares contest adjourned 35
Appendix A: Founder's District Reimbursement Guidelines (2017-18) The many servant Leaders of Toastmasters Founders District enter into district level leadership roles knowing their presence is required at specific events and they bear responsibilities (cost & time) to fulfill those requirements to complete their service and discharge their duties. Any expense over $100 for any single item or event, not covered in the approved budget, must be approved in writing by the District Director prior to the purchase. Districts do not reimburse any individuals other than the District Director, Program Quality Director, Club Growth Director and Immediate Past District Director for travel outside the district. Requests for reimbursements should be submitted via the Concur system no later than the end of the month after the expense date and no later than July15, 2018 for fiscal year-end. The District Director must approve all claims for reimbursement. Receipts must accompany all requests for reimbursements. Mileage reimbursement is based on a rate of $0.50 for trips. The annual limit on mileage is $100, unless given prior approval from the District Director. A person riding with another person receiving mileage reimbursement cannot also request mileage reimbursement. The District Director must approve travel that requires overnight accommodation in advance. Founders District will order and cover costs for contest trophies and TMOY (Toastmaster of the Year) awards. If you have any questions, please contact the District Director, Dan Cossack at daniel.cossack@me.com, or the District Finance Manager, Gregory Reid at gregory4@cox.net. Contest Finance For Area and Division contests, Area and Division Directors may already have or may get an account for Concur reimbursement. A Division Director may ask District Director Dan Cossack to authorize additional people to get an account in the Concur system, enabling these people to submit reimbursement requests. It is the responsibility of the Division Director to stay within the division budget. The Division Director must be aware of and approve of any expenses in the division. Although there is no formal approval process at the Division level, the District officers who approve Concur requests will assume that any reimbursement request was approved by the Division Director. 36
Division Directors A. Travel - Mileage Travel is assumed to be within your own Division. Travel to other Divisions won t be reimbursed without prior approval from the District Director. Mileage applies to the activities below: 1. Division Director Training / District Executive Council / Division Council / DELP Meetings 2. Division Club Officer Training For your division only Mileage doesn t apply to the activities below: 1. Travel to visit a club 2. Travel to visit a chartered club (unless it is for a charter ceremony). If an official district visit 3. Travel to TLIs (Toastmaster Learning Institute, what we call LACE) (unless you are a trainer), Spring conferences division and area contests B. Administration and Events Expenses for should not exceed revenues collected at club officer training, speech contests, and any other fund-raising activities. Divisions are allowed to engage in fundraising activity as long as the District Director prior to planning for the event approves it in writing. All events must comply with Toastmasters International guidelines on fundraising. Allowed expenses are: 1. Printing 2. Stationary 3. Speech contest materials 4. Food at speech contests 5. Food at club officer makeup training 6. Recognition awards for division teams Food at area or division council meetings cannot be reimbursed. C. Other events All speech Division / Area contests and events are to be self-funded and expense must not exceed revenue. Area Directors Division Directors may delegate their Area Directors to make budgeted purchases for Area and Division Speech contests. The Area Directors do not have mileage expense reimbursement. 37
Appendix B: CONCUR Reimbursement Request Example Event: Showing of World Championship of Public Speaking, August 27, 2017 At the Mesa Verde United Methodist Church 1. Log in to concur 2. Under New, select Start a Report 38
3. In "Create a New Expense Report," the Report Name must start with the district designator and have your name in it. I also like to have the event name and optionally the date. Founder's District designator is D0F (the middle character is a zero). Then click "Next" button. 4. Fill out "New Expense" tab, attach receipt, click "Save." (If you are not sure what "reporting code" to use, ask your "upline" in the org. chart.) 39
5. Since this event has both room rental and food expenses, we need to add another expense. 6. Report indicates receipt required. I clicked "Submit Report" anyway. That did not work. I did need to attach the same receipt again. 40
7. On "Final Review," click "Accept and Submit" [The first time I did this without attaching the same receipt for the second item, an error showed on Final Review. Upon clicking "Accept & Submit", the error was reported. Then, after attaching the receipt to the second item, the Final Review looked as follows:] 8. The report will show as an Active Report 41