Contest Manager - Toastmasters District ONE - Excel by zhangyun

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									          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             Tall Tales TM                                                                                                                       Tall Tales TM
X         X             International Speech TM                                                                                                             International Speech TM
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             Publicity Chair                                                                                                                     Publicity Chair
X         X             Flyer/Program                                                                                                                       Flyer/Program
X         X             Hospitality Chair                                                                                                                   Hospitality Chair
X         X             Hospitality Assistant                                                                                                               Hospitality Assistant
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             Tall Tales Contestant 1                                                                                                             Tall Tales Contestant 1
X         X             Tall Tales Contestant 2                                                                                                             Tall Tales Contestant 2
X         X             Tall Tales Contestant 3                                                                                                             Tall Tales Contestant 3
X         X             Tall Tales Contestant 4                                                                                                             Tall Tales Contestant 4
X         X             Tall Tales Contestant 5                                                                                                             Tall Tales Contestant 5
X         X             Tall Tales Contestant 6                                                                                                             Tall Tales 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

                        Area/Division:                        Area XX
                        Contest1:                             Tall Tales
                        Contest2:                             International
                        ContestDate:                          xx/xx/2011
       Area XX Tall Tales and International Speech Contest Timed Agenda
                                  xx/xx/2011
                                            Updated 2/15/2011

Explanation: The following is an agenda and suggested script for the Area Tall Tales 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
         Set-Up/Clean-Up Team           * Arrange tables and speaking area
         Registration Chair             * Set up tables (registration/food/drinks/trophy/raffle)
         Registration Assistant         * Hang banner
         Raffle Chair
 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 Tall Tales TM                 •   Brief Tall Tales 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)
         Tall Tales 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
                                   __ Tall Tales 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/afternoon/evening. 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 Tall Tales Toastmaster
                                   [Read intro]
                                   Please welcome the Toastmaster for the Tall Tales Contest
                                   ______________________
                                       Tall Tales Contest
10:09 AM Tall Tales 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 Tall Tales Contest is:
                                   A. To provide an opportunity for speakers to improve their
                                   speaking abilities.
                                   B. To provide an opportunity to learn by observing the more
                                   proficient speakers who have benefited from their Toastmasters
                                   training.
                                   C. To provide participants with the opportunity to create an
                                   original, highly improbable, humorous tale.
                                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 Tall Tales TM          • Introduce first contestant
                                (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

10:51 AM Tall Tales TM          • (after final speech) 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.
10:51 AM Chief Ballot Counter   • Collect the ballots
         Ballot Counter
10:53 AM Tall Tales 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
10:59 AM Tall Tales TM          • Deliver closing remarks
                                • Return control to Area Governor
11:00 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
                                time].
11:01 AM Protocol Officer       •   Check late arrivals against Protocol list
11:09 AM Sergeant-At-Arms       •   Two minute warning to reconvene
11:11 AM Sergeant-At-Arms       •   Summon audience, repeat reminder about electronic devices
                                •   Introduce Area Governor.

                                Please welcome back our Area Governor_________________

11:11 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
11:13 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?
11:16 AM Chief Judge               • Announce "Contestants have been briefed; judges have been
                                   briefed, timers and ballot counters have been briefed. Let the
                                   contest begin!".
11:17 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

12:05 PM 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.
12:05 PM Chief Ballot Counter      • Collect the ballots
         Ballot Counter
12:07 PM 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

12:13 PM International Speech      • Deliver closing remarks
         TM                        • Return control to Area Governor

12:14 PM Area Governor             • Thank the Toastmaster
         Division Governor         • Call up Division Governor to make announcements
         District Representative   • Call up District Representative to make announcements

12:19 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
12:24 PM Area Governor             • Call up Division Governor to help present trophies
         Division Governor         • Tall Tales 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
12:29 PM Set-Up/Clean-Up      • Clean up
         Team/Set-Up/Clean-Up • Handle financial matters
         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 - Tall Tales                    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 - Tall Tales      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
Tall Tales 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
Contest Documents                      Link to the Contest Documents tab on
                                       the District One website                     Varies               Functionary Chairs
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                Tall Tales 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 (jon_caplan@yahoo.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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