Conducting a Speech Contest
Responsibilities of the Contest Chair
The contest chair is responsible for briefing contestants, for determining speaking order, for explaining the contest to the audience and for introducing the contestants. In addition, for the Table Topics contest, the contest chair is responsible for determining the table topics question. An appropriate question is one that can be answered by all contestants and allows different approaches to be used in answering. The purpose of the Table Topics contest is not to try and stump contestants but rather to determine how well a contestant can organize their thoughts in response to the question. To the extent possible, the briefing should be held at least half an hour prior to the contest start. Contestants should be given the opportunity to practice in the speaking area and with sound equipment, if available. Ensure you have a copy of the current year’s rulebook present when conducting the briefing. Review this in advance to become familiar with the rule. Note any changes from previous years.
When briefing contestants:
- Explain the timing. Ensure contestants know where the timing light is located and that they are comfortable with the location. If contestants feel it is not easily visible, the timing light should be moved.
- Ask if any contestant needs an audible signal due to a visual impairment (you may not be able to tell that someone has a significant enough impairment to prevent them from seeing the lights).
- If a sound system is available, explain the procedure for wiring the contestants for sound (normally done during the minute of silence). Ask contestants whether they want to use the microphone. Contestants must also be given the opportunity to practice with the mic if they wish.
- Explain the speaking area to contestants. It is not necessary to define a speaking area but you may do so if you wish. The contestants must be given the opportunity to become comfortable with the speaking area. If the speaking area is restricted, advise the Chief Judge of this so that judges can be briefed accordingly.
- Ask contestants if they have agreed to be Area Governor or to run for any other District office for the upcoming year. If the answer is yes, that contestant becomes ineligible.
- Explain who can lodge a protest based on originality (judges and contestants only). A protest must be filed with the Chief Judge prior to any announcement of winners.
- Obtain the certificate of eligibility and originality from each contestant.
- Ensure you know how to properly pronounce each speaker’s name and how they want to be introduced (e.g. Susan or Sue, Michael or Mike, etc.).
- For the International Speech contest, verify the title of each contestant’s speech. Do not rely on the eligibility form as sometimes a speaker changes the title and forgets to change the form.
- Suggest to speakers that they remove their name badges or any other item that could be distracting to the audience. This is not mandatory and it should be worded as a suggestion only.
- Ask contestants to come part way to the speaking area during the minute of silence so there is less of a delay with each speaker. For Table Topics, the Sgt-at-Arms should bring the next contestant into the room during the minute of silence.
- Remind contestants that you will remain standing until acknowledged by them. (If a few minutes have elapsed and you have not been acknowledged, you may sit down.) Also remind them to remain in the speaking area after their speech until you have shaken their hand.
- For the International Speech contest, find out if any contestant has props for which they need assistance. Arrange with the Sgt-at-Arms to help the contestant, if necessary, and ensure the Sgt-at-Arms knows where the props are to be placed in the speaking area. Props should be set up during the minute of silence. If more time is needed, it should be provided. The speaker should not be introduced until all his or her props are in place.
- Advise speakers if there will be interviews after. If you are doing interviews, collect the biographical data from each speaker. Keep interviews short. It is not necessary to interview speakers. This is normally done as a way to fill time for the Chief Judge and counters to determine the winners. You can just ask each contestant to come forward to receive the certificate of participation. At that time, you should ask them what club they belong to.
- Draw for speaking order. If a contestant is absent from the briefing, he or she will receive the remaining speaking position after other contestants have drawn. Once the contest chair is introduced, the contestant is disqualified. If the contestant arrives before the contest chair starts and all paperwork is in order, the contestant may compete in the order drawn. If the contestant does not arrive by the time of the contest, all other speakers with a higher number would move up the one position.
Responsibilities of the Chief Judge
It is your responsibility as Chief Judge to select the judges. At a club contest, there must be a minimum of 3 judges with 5 if possible. To the extent possible, maintain a balance of male and female judges. It is also your responsibility to select a tiebreaker judge. This person should only be known to you as Chief Judge. Arrange to collect the tiebreaker’s ballot yourself or if you are having the ballots put in an envelope, mark the envelope so you will know which one it is. The tiebreaker ballot should only be looked at if there is a tie.
To the extent possible, the briefing should be conducted at least a half hour before the start of the contest to ensure that judges have the opportunity to review the judging form. Ensure you have a copy of the current year’s rulebook present when conducting the briefing. Review this in advance to become familiar with the rule. Note any changes from previous years.
When briefing judges and timers:
- Explain the timing. Ensure timers know that when they turn on one light, the previous light should be turned off so there is only one light on at a time. Remind judges they are to ignore timing and are to judge based on the merits of the speech.
- If a speaking area is designated, explain the speaking area to judges. A speaker is not disqualified if he or she goes outside the speaking area but the judges may want to reflect it in their scores.
- Explain who can lodge a protest based on originality (judges and contestants only). A protest must be filed with the Chief Judge prior to any announcement of winners.
- Ensure that no judge is competing at the same contest in another club. If so, that person cannot judge and a replacement will need to be found.
- Brief judges on their responsibilities. Review the code of ethics on the back of the judges’ guide. Highlight some areas of explanation on the back of the form – what is meant by purpose, speech value, what appropriate language means, etc. Explain that the guide is just that – a guide. It will not be collected. Judges can use the ballot from left to right or from right to left. The suggested scores are a guideline only. What is important is that the judge is consistent in the way they score from speaker to speaker.
- Remind judges they are judging on how well the speaker meets the criteria on the judging form, not on whether they agreed or disagreed with what the speaker has to say.
- Remind judges that they are judging on how well the speaker does at this contest, not on how well they may have seen the speaker perform previously or how well they think the speaker can perform.
- Ask judges to not sit next to contestants and to spread out among the audience.
- Remind judges that it is their responsibility to pick a first, second and third place winner. If they have a tie, they must break that tie. If a first, second and third are not stated on the ballot (with the obvious exception of a contest with fewer than 3 speakers), the ballot will be declared invalid. Also remind judges to sign the ballot. If the ballot is not signed, it will be declared invalid.