Certificate Program Function Name Designation Home Phone Work Phone Cell Phone E-mail Comment Confirmed Title Text Area Governor Area Governor Division Governor Division Governor X X Contest Chair Contest Chair X X Contestant Liaison Contestant Liaison Division Treasurer Division Treasurer District Representative District Representative Contest Evaluator Contest Evaluator X X Protocol Officer Protocol Officer X X Pledge/Thought Person Pledge/Thought Person X X Evaluation TM Evaluation TM X X International Speech TM International Speech TM X X Model Speaker Model Speaker X X Sergeant-At-Arms Sergeant-At-Arms X X Assistant SAA Assistant SAA X X Chief Judge Chief Judge X X Food Chair Food Chair X X Food Assistant Food Assistant X X Chief Timer Chief Timer X X Assistant Timer Assistant Timer X X Chief Ballot Counter Chief Ballot Counter X X Ballot Counter Ballot Counter X X Registration Chair Registration Chair X X Registration Assistant Registration Assistant X X Raffle Chair Raffle Chair X X Flyer/Program Flyer/Program X X Set-Up/Clean-Up Team Set-Up/Clean-Up Team X X Set-Up/Clean-Up Team Set-Up/Clean-Up Team X X Evaluation Contestant 1 Evaluation Contestant 1 X X Evaluation Contestant 2 Evaluation Contestant 2 X X Evaluation Contestant 3 Evaluation Contestant 3 X X Evaluation Contestant 4 Evaluation Contestant 4 X X Evaluation Contestant 5 Evaluation Contestant 5 X X Evaluation Contestant 6 Evaluation Contestant 6 X X International Speech Contestant 1 International Speech Contestant 1 X X International Speech Contestant 2 International Speech Contestant 2 X X International Speech Contestant 3 International Speech Contestant 3 X X International Speech Contestant 4 International Speech Contestant 4 X X International Speech Contestant 5 International Speech Contestant 5 X X International Speech Contestant 6 International Speech Contestant 6 See "Judges" tab for list of judges See "Judges" tab for list of judges 0 Area/Division: Area XX Contest1: Evaluation Contest2: International ContestDate: xx/xx/2010 Area XX Evaluation and International Speech Contest Timed Agenda xx/xx/2010 Updated 2/18/2010 Explanation: The following is an agenda and suggested script for the Area Evaluation and International Speech contests. Its purpose is twofold: 1. To ensure that contest rules such as speaker introductions and timing are adhered to and 2. To provide basic guidelines for functionaries, such as Toastmasters, who are performing the role for the first time and would like some guidance in developing the text of their remarks. The script text is in italics and is merely a guideline. As long as you provide the basic information, feel free to change the wording any way that you see fit. Time Person Task 8:30 AM Contest Chair • Set up contest Set-Up/Clean-Up Team * Post directional signs inside and outside Registration Chair * Arrange tables and speaking area Registration Assistant * Set up tables (registration/food/drinks/trophy/raffle) Raffle Chair * Hang banner 9:00 AM Registration Chair • Open the Registration table Registration Assistant 9:00 AM Food Chair • Set up food and drinks and release the hounds Food Assistant 9:00 AM Chief Judge • Brief judges, timers and ballot counters on the rules Judges Chief Ballot Counter Ballot Counter Chief Timer Assistant Timer Contest Evaluator 9:15 AM Evaluation TM • Brief Evaluation contestants on the rules Chief Judge • Review pronunciation of names Contest Evaluator • Draw for speaking order Sergeant-At-Arms • Collect bios and eligibility forms Chief Timer Assistant Timer (Toastmaster performs these duties; Chief Judge just observes) Evaluation Contestants 9:30 AM International Speech • Brief International Speech contestants on the rules TM • Review pronunciation of names Chief Judge • Draw for speaking order Contest Evaluator • Collect bios and eligibility forms Sergeant-At-Arms Chief Timer (Toastmaster performs these duties; Chief Judge just observes) Assistant Timer International Speech Contestants 9:50 AM Protocol Officer • Check attendees against Protocol list 9:58 AM Sergeant-At-Arms • Give two-minute warning to Call to Attention 10:00 AM Sergeant-At-Arms • Summon audience and make annoucements A couple of quick announcements before we begin: First, please silence all electronic devices. Second, the restrooms are located [...]. • Introduce Area Governor. Welcome fellow Toastmasters and honored guests to the Area __ Evaluation and International Speech Contest. Please join me in welcoming our Area Governor____________________ 10:01 AM Area Governor • Deliver opening remarks • Introduce pledge [optional] and opening thought Good morning. Thank you all for coming. We will now continue with the pledge of allegiance and the opening thought. Please help me welcome_____________ 10:03 AM Pledge/Thought Person • [Optional] Lead audience in pledge of allegiance • Give opening thought • Return control to Area Governor 10:05 AM Area Governor • Introduce dignitaries from Protocol list Thank you. Before we begin the contest, let's take a few moments to recognize the dignitaries who have joined us today. [Read names from Protocol list] 10:08 AM Area Governor • Introduce Evaluation Toastmaster [Read intro] Please welcome the Toastmaster for the Evaluation Contest ____________________ Evaluation Contest 10:09 AM Evaluation TM • Deliver opening remarks • Explain contest purpose and instructions • Give speaking order • Introduce Chief Judge Thank you. First, a bit of background information for the benefit of our guests and new members. Today's winners will represent Area ___ at the Divison contest, which will take place on __________________. Today's second place winners will be the alternates and will represent our Area if the 1st Place winner cannot attend. The purpose of the Evaluation Contest is: A. To encourage development of evaluation skills and to recognize the best as encouragement to all. B. To provide an opportunity to learn by observing the more proficient speakers who have benefited from their Toastmasters training The speaking order has been determined by drawing lots. The order will be as follows: [Read names of contestants in speaking order. Pause after each to allow audience to mark their programs.] ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________ I would now like to introduce our Chief Judge,___________ Chief Judge has everybody been briefed? 10:14 AM Chief Judge • Announce "Contestants have been briefed; judges have been briefed, timers and ballot counters have been briefed. Let the contest begin!". 10:15 AM Evaluation TM • Introduce Model Speaker. Model Speaker I will now introduce the Model Speaker whom our contestants will evaluate. (Name - Speech Title - Speech Title - Name) 10:23 AM Evaluation TM • After Model Speaker finishes ask Sergeant-At-Arms to escort contestants out of the room. After contestants leave ask Timer for five minutes. • Interview Model Speaker. • Thank Model Speaker and present certificate. 10:28 AM Evaluation TM • After five minutes ask S-A-A to bring back first contestant. • At the same time the S-A-A gathers notes from the remaining contestants. • Introduce Contestant (Contestant Number - Contestant Name - Contestant Name e.g. "Contestant Number 1 - John Smith - John Smith") • After evaluation, call for one minute of silence. 10:48 AM Evaluation TM • Continue same way with other contestants. (after final evaluation) Ask audience to remain silent until the ballots have been collected. Please remain silent until our Chief Judge announces all the ballots have been collected. Judges, once you have completed your ballots, please hold them up so that they can be collected. 10:48 AM Chief Ballot Counter • Collect the ballots Ballot Counter 10:50 AM Evaluation TM • Wait for Chief Judge to announce "Mr/Madam Toastmaster, all ballots have been collected" and then leaves the room along with the Ballot Counters. • Bring up all contestants and interview one at a time - one minute per interview: * Ask club name and how long in TM * Ask one question from bio * Thank for participating, give certificate 10:56 AM Evaluation TM • Deliver closing remarks • Return control to Area Governor 10:57 AM Area Governor • Thank the Toastmaster Raffle Chair • Call up Raffle Chair for announcement • Announce 10-minute intermission We will now take a 10-minute break. Please return at [desired 10:58 AM Protocol Officer time]. late arrivals against Protocol list • Check 11:06 AM Sergeant-At-Arms • Two minute warning to reconvene 11:08 AM Sergeant-At-Arms • Summon audience, repeat reminder about electronic devices • Introduce Area Governor. 11:08 AM Area Governor • Introduce any late-arriving dignitaries • Introduce International Speech Toastmaster [Read intro] Please welcome the Toastmaster for the International Speech Contest ____________________ International Contest 11:10 AM International Speech • Deliver opening remarks TM • Explain contest purpose and instructions • Give speaking order • Introduce Chief Judge Thank you. Before we begin, I will explain the purpose of the International Speech Contest. The purpose of the International Speech Contest is: A. To provide an opportunity for speakers to improve their speaking abilities and to recognize the best as encouragement to all. B. To provide an opportunity to learn by observing the more proficient speakers who have benefited from their Toastmasters training. The speaking order has been determined by drawing lots. The order will be as follows: [Read names of contestants in speaking order. Pause after each to allow audience to mark their programs.] ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________ I would now like to introduce our Chief Judge,___________ Chief Judge has everybody been briefed? 11:13 AM Chief Judge • Announce "Contestants have been briefed; judges have been briefed, timers and ballot counters have been briefed. Let the contest begin!". 11:14 AM International Speech • Introduce first contestant TM (Speaker name - Speech name - Speech name - Speaker name; e.g. "John Smith - My Left Foot - My Left Foot - John Smith") • After speech, announce one minute of silence • Continue same way with other contestants 11:54 AM International Speech • (after final speech) Ask audience to remain silent until the TM ballots have been collected. Please remain silent until our Chief Judge announces all the ballots have been collected. Judges, once you have completed your ballots, please hold them up so that they can be collected. 11:54 AM Chief Ballot Counter • Collect the ballots Ballot Counter 11:56 AM International Speech • Wait for Chief Judge to announce "Mr/Madam Toastmaster, all TM ballots have been collected" and then leaves the room along with the Ballot Counters. • Bring up all contestants and interview one at a time - one minute per interview: * Ask club name and how long in TM * Ask one question from bio * Thank for participating, give certificate 12:02 PM International Speech • Deliver closing remarks TM • Return control to Area Governor 12:03 PM Area Governor • Thank the Toastmaster Division Governor • Call up Division Governor to make announcements District Representative • Call up District Representative to make announcements 12:08 PM Raffle Chair • Announce winners of Raffle Contest Chair • Present certificates to contest team (Request audience to hold applause until end) • Present gifts to Chief Judge, Toastmasters 12:13 PM Area Governor • Call up Division Governor to help present trophies Division Governor • Evaluation contest - Area Governor reads the names of the winners while Division Governor gives trophy to the winner. • International Speech contest - Area Governor reads the names of the winners while Division Governor gives trophy to winner. • Thank everyone for attending • Give away food • Adjourn contest Contest Complete 12:18 PM Set-Up/Clean-Up • Clean up Team/Set-Up/Clean- • Handle financial matters Up Team Contest Chair Registration Chair Division Treasurer Items needed at the contest Item Person Responsible Banner Area Governor Flag Area Governor Ballots Chief Judge Winner Notification Form Chief Judge Ziploc bags Chief Judge Playing cards (to draw for speaking order) Chief Judge Pens - 2 sharpie, 2 ball point Chief Judge Envelopes (2) for Results of Tally Chief Judge Stopwatches (2) Chief Timer Timing cards (2 sets) Chief Timer Contest rules Contest Chair Cue cards Contest Chair Timed agenda/script (multiple copies) Contest Chair Yellow highlighter Contest Chair Contestant briefing sheet Contest Chair Completed bio forms Contestant Liaison Contact info for all participants Contestant Liaison Certificates of eligibility Contestant Liaison Trophies District Representative Reimbursement forms Division Treasurer Change (small bills) for Registration and Raffle Division Treasurer Receipts (for reimbursement) Division Treasurer Certificates of appreciation Flyer/Program Certificates of participation Flyer/Program Programs Flyer/Program Drinks Food Chair Eating utensils, napkins Food Chair Food Food Chair Protocol list Protocol Officer Raffle Prizes & Tickets Raffle Chair Cash box, calculator, receipt book & cash reconciliaton form Registration Chair Name tags, markers & pens Registration Chair Registration sheet (including list of comps/prepaid/pre-reg rate) Registration Chair Cleanup supplies (paper towels, etc.) Set-Up/Clean-Up Team BUDGET ACTUAL INCOME Quantity Income Total Quantity Income Total Registration Early Registration with Discount 0 10.00 - 0 10.00 - Early Registration without Discount 0 12.00 - 0 12.00 - Committee & Contestant Registration 0 10.00 - 0 10.00 - Registration at the Door 0 12.00 - 0 12.00 - Total Registration - Total Registration - Opportunity Drawing Sales - - Comps Division Evaluator 1 free 0 1 free 0 District Representative 1 free 0 1 free 0 Lydia Boyd, DTM, PID 1 free 0 1 free 0 Other Income (specify) Example: club contributions (4 clubs @25) Total Income - Total Income - EXPENSES Quantity Expense Total Quantity Expense Total Food and Beverage Main Dishes 0 - 0 - Beverages 0 - 0 - Desserts 0 - 0 - Other Food 0 - 0 - Paper plates, tableware, etc. 0 - 0 - Total Food & Beverage - Total Food & Beverage - Awards & Recognition Trophies for Winners 4 32.50 130.00 4 32.50 130.00 Certificates / holders 0 5.00 - 0 5.00 - - - Gifts - Contest Toastmasters 0 10.00 - 0 10.00 - - - Chief Judge 0 10.00 - 0 10.00 - Opportunity Drawing Chair 0 10.00 - 0 10.00 - Other Recognition - - Contestants for Division Contest 2 15.00 30.00 2 15.00 30.00 Total Awards & Recognition 160.00 Total Awards & Recognition 160.00 Decorations 0 - - 0 - - 0 - - 0 - - Total Decorations - Total Decorations - Miscellaneous Contribution for Gift Basket - District 0 - - Raffle prizes (if any purchased) 0 - - Photocopies 0 - - Name tags 0 - - Postage 0 - - Room Charge 0 - - Total Miscellaneous - Total Miscellaneous - Total Expense 160.00 Total Expense 160.00 Profit / Loss (160.00) Profit / Loss (160.00) created by Giovanna Dottore revised 2-07 by Tina Tomiyama Area XX Speech Contest Registration Please note Names are sorted by first name alphabetically Payment Count Verify Name Function Cash Check Check # Area XX Speech Contest Registration Write in names Payment Cash Check Check # 1 ______________________________ ______________________________ 2 ______________________________ ______________________________ 3 ______________________________ ______________________________ 4 ______________________________ ______________________________ 5 ______________________________ ______________________________ 6 ______________________________ ______________________________ 7 ______________________________ ______________________________ 8 ______________________________ ______________________________ 9 ______________________________ ______________________________ 10 ______________________________ ______________________________ 11 ______________________________ ______________________________ 12 ______________________________ ______________________________ 13 ______________________________ ______________________________ 14 ______________________________ ______________________________ 15 ______________________________ ______________________________ 16 ______________________________ ______________________________ 17 ______________________________ ______________________________ 18 ______________________________ ______________________________ 19 ______________________________ ______________________________ 20 ______________________________ ______________________________ 21 ______________________________ ______________________________ 22 ______________________________ ______________________________ 23 ______________________________ ______________________________ 24 ______________________________ ______________________________ 25 ______________________________ ______________________________ 26 ______________________________ ______________________________ To Date Response Followup 1 Name of individual c/o Company Name Street Address City, State, Zip Item requested 2 3 4 5 6 7 8 Name of Document Purpose Number needed Person Responsible Ballot - Evaluation Enables judges to score and vote One per judge Chief Judge Ballot - International Enables judges to score and vote One per judge Chief Judge Ballot - Tiebreaking - Evaluation Enables tiebreaking judge to score and vote One copy Chief Judge Ballot - Tiebreaking - International Enables tiebreaking judge to score and vote One copy Chief Judge Contest Rules Outlines TI rules for each type of contest One copy Chief Judge Counter's Tally Sheet Enables ballot counters to tally votes Four copies Chief Judge Instructions to Timers Outlines content of Timers briefing One copy Chief Judge Winner Notification Form Informs next level contest of winners One per contest Chief Judge Results of Tally Provides list of winners for Area Governor to announce Two copies Chief Judge Timed Agenda Outlines what happens and when One per functionary Contest Chair Toastmasters Introduction Provides text for introducing toastmasters One per TM Contest Chair Evaluation Contestant Briefing Outlines content of contestant briefing One copy Contest Chair International Contestant Briefing Outlines content of contestant briefing One copy Contest Chair Certificate of Eligibility Confirms that contestants meet all eligibility requirements One per contestant Contestant Liaison Contestant Bio Provides TM with questions to ask during interview One per contestant Contestant Liaison Request for Reimbursement Requests reimbursement for contest- related expenses Varies Division Treasurer Certificate of Appreciation Recognizes efforts of functionaries One per functionary Flyer/Program Certificate of Participation Recognizes efforts of contestants One per contestant Flyer/Program Program Outlines contest participants and schedule One per attendee Flyer/Program Protocol list Lists District dignitaries for recognition during contest One copy Protocol Officer Cash/Check Reconciliation Form For tracking cash & checks received One copy Registration Chair Registration Prepays Tells registration people who has pre- paid and who gets pre-reg rate Two copies Registration Chair Registration Sheet Enables registration people to record names of attendees Two copies Registration Chair Task Person Responsible Get bios, certs of eligibility Chief Judge Give contestants bios to Toastmasters Chief Judge Conduct Judges/Ballot Counters briefing Chief Judge Conduct Timers briefing Chief Judge Give stopwatches, timing cards to Timers Chief Judge Set up flag, lectern Contest Chair Ensure functionaries are present Contest Chair Give forms to Chief Judge Contest Chair Give change, registration forms to Registration people. Division Treasurer Give reimbursement form/receipts to Treasurer or Division Governor Division Treasurer Conduct Contestant briefing Evaluation TM/International Speech TM Set out food, drinks, utensils Food Chair/Food Assistant Fill out protocol list Protocol Officer Give protocol list to Area Governor Protocol Officer Set out raffle prizes Raffle Chair Set up tables, chairs Set-Up/Clean-Up Team HELP For questions, contact Jon Caplan (email@example.com) Please visit my website at www.esplanadenet.com. Note: The steps below require a working knowledge of Excel. PARTIPCANTS TAB To add a participant: 1. Insert the row wherever you want. 2. In Column C, type the title, such as "Registration Chair". 3. In Column L, type this: =IF(LEN(D21)>0, D21, C21) 4, In the previous step, change the number (21) to reflect the number of the new row. (It appears three times.) 5. Press ENTER to lock in the change. Then go back to that cell. 6. Click on Insert : Name : Define. 7. Type a title for the participant that can be used on other sheets. Don't use spaces. For example, if this is a third Registration person, you might type "Registration3". 8. Click on the OK button. Steps 3 - 8 enable the rest of the sheets to say either "John Smith" or "Registration Chair". For instructions on how to do this, see below. To delete a participant: 1. Simply delete the row as you normally would. If there is a reference to that participant, you will have to clean up the agenda. For information, see the Help topics in that section. To refer to a participant on another sheet: 1, Determine the shortcut name given to the participant. For instructions on how to do this, see below. 2. Click in the cell where you want to refer to the participant. For example, on the Items to Bring sheet, you might want to specify that the Registration Chair is responsible for bringing the cash box. You would click in Column B next to "cash box". 3. Type and equal sign, followed by the shortcut name. For example, to refer to the Food Chair, you would type =FoodChair. That is assuming that the shortcut name is FoodChair. If you are using this participant's name mixed in with other text, such as you would do on the Agenda, To determine the shortcut name given to a participant: 1. Go to the Participants sheet. 2. Click in Column L of the desired participant. 3. Look in the upper-left corner of the Excel screen. There will be a white box with the name listed in it. For example, if you are looking at the food chair, it will probably say "FoodChair". Remember this name. AGENDA TAB To change the length of time for a particular item: 1. Select columns A and C. 2. Click on Column : Format : Unhide. This will unhide Column B, which shows the length of time. 3. Double-click in the cell in Column B whose length of time you want to change. 4. Change the number of minutes as desired. For example, if an item will last 8 minutes, column B should say 12:08:00 AM. 5. Press the ENTER key on the keyboard. 6. Select Column B. 7. Click on Format : Column : Hide.
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