TIPS FOR RUNNING SUCCESSFUL SPEECH CONTESTS AT CLUB, AREA, DIVISION AND DISTRICT LEVEL
|Title||Area||Name||Home Phone||Mobile No.|
|Audit Committee Chairman||Administration||Peter Herbert DTM||Click here to send an email|
|Changeover Dinner Chairman||Administration||TBA||Click here to send an email|
|Claims Officer||Administration||Lalita Devi ACS ALB||02 9607 0993||0418 217 695||Click here to send an email|
|Conference Chairman - Annual||Administration||Clay Halford ACS ALB||Click here to send an email|
|Conference Chairman - Semi Annual||Administration||Amanda Annabel DTM||0414 905 993||Click here to send an email|
|Contest Budgets Officer||Administration||Linda Said ACS ALB|
|Logistics Manager||Administration||Bruce Crawley DTM||02 9559 6502||0414 850 634||Click here to send an email|
|District Leadership Committee Chairman||Administration||Wendy White DTM||Click here to send an email|
|Parliamentarians||Administration||Richard Stacey DTM|
Puneet Grover CC CL
|Click here to send an email|
|Past District Governor / Director Liaison||Administration||Wendy White DTM||Click here to send an email|
|Photographer||Administration||TBA||Click here to send an email|
|Postmaster||Administration||Cheryl Keane DTM||02 9665 3623||0416 114 839||Click here to send an email|
|Publications Officer||Administration||TBA||Click here to send an email|
|Sight and Sound Team Leader||Administration||Daniel Tucker DTM||0421 655 208||Click here to send an email|
|Statistician||Administration||John Dwyer ATM||Click here to send an email|
|TI Warehouse Officer||Administration||Nick Rinaldi DTM||Click here to send an email|
|District Lead Trainer||Education & Program Quality||David Wassink ACB ALB||0402 606 132||Click here to send an email|
|Program Quality Support||Education & Program Quality||TBA||Click here to send an email|
|Seminars Officer||Education & Program Quality||Katherine Burchmore ACG CL||02 9525 9418||0422 766 895||Click here to send an email|
|Speakers Forum Officer||Education & Program Quality||Katherine Burchmore ACG CL||02 9525 9418||0422 766 895||Click here to send an email|
|Youth Leadership/ Gavel Club Co-ordinator||Education & Program Quality||Carmel McCartin ACG ALB||Click here to send an email|
|Club Alignment Committee Chairman||Marketing & Club Growth||Philip Bendeich DTM||Click here to send an email|
|Club Coach Coordinator||Marketing & Club Growth||Josephine (Jo) Spiegelhauer ACB ALB||Click here to send an email|
|Club Sponsorship & Mentoring Officer||Marketing & Club Growth||Richard Shore DTM||02 9724 5920||0458 000 572||Click here to send an email|
|Community Club Support Officer||Marketing & Club Growth||Dianne Kerr ACG ALB||02 4658 1854||0413 820 710||Click here to send an email|
|Corporate Club Support Officer||Marketing & Club Growth||Richard Stacey DTM||Click here to send an email|
|Directory Officer||Marketing & Club Growth||Cheryl Keane DTM||02 9665 3623||0416 114 839||Click here to send an email|
|Email Enquiries Officer||Marketing & Club Growth||Helene Buckman DTM||02 4625 8166||0419 612 990||Click here to send an email|
|Member Mentoring Officer||Marketing & Club Growth||Maria Pedavoli ACS ALB||Click here to send an email|
|Member Retention Officer||Marketing & Club Growth||John Hughson ACS ALB||0412 135 853||Click here to send an email|
|Membership Returns Officer||Marketing & Club Growth||Patti Bertram DTM||02 9327 6103||0438 327 610||Click here to send an email|
|New Club Officer||Marketing & Club Growth||Nick Rinaldi DTM|
|Speechcraft Liaison Officer||Marketing & Club Growth||Pauline Gilchrist DTM||02 8094 9333||0404 665 413||Click here to send an email|
|Visitor Liaison Officer||Marketing & Club Growth||TBA|
|Facebook Administrator||Public Relations||TBA||Click here to send an email|
|Media Promotions Officer||Public Relations||Juliana Jamal DTM||0411 432 525|
|Newsletter Editor||Public Relations||TBA||Click here to send an email|
|Social Media Manager||Public Relations||Mike Kano DTM|
|Speakers Bureau Manager||Public Relations||Lorraine Freeman DTM||0402 735 221||Click here to send an email|
|Strategic Marketing Manager||Public Relations||Puneet Grover CC CL|
|Strategic Technology Manager||Public Relations||Michael Fenton CC||0406 299 889|
|Webmaster||Public Relations||Denise Paton DTM||0411 042 452||Click here to send an email|
The stars of the event are the contestants.
Special guests are the District Leaders.
The support cast is the contest chairman, contest personnel and members assigned specific tasks such as the welcome, invocation, contest toastmaster, raffle ticket sellers and door attendants.
Get them there
Send a congratulatory letter to your contestants noting the time they are expected to arrive at the venue (at least 1 hour before for the briefing), clothing choice (for technical reasons e.g. microphones require a belt pack to be hooked to a belt and female contestants should be warned to wear either a skirt/pants/dress with belt OR if a lapel mic is being used, the mic will need to be clipped to a lapel, avoid dangling earrings as the movement is picked up by the mic), who to check in with on arrival and a map (how to get to the venue). Explain that contestants can arrange seating for their family early and that they can walk around the stage for familiarisation. Send a copy of the Contest Chairman’s Briefing to the contestants.
Speak to each member of the support cast and send a written explanation of what is expected of them. Do not expect anyone to know what you want from them, no matter how experienced the person is.
Send the Biographical Data Forms to the contest toastmaster at least a week in advance.
Advise the timing for each segment of the contest, e.g. welcome 2-3 minutes, invocation 2-3 minutes.
Advise the Welcomer the names of people to be mentioned in the welcome (including role and education level of each person).
Advise the raffle ticket sellers/drawers that a “good raffle is a quick raffle” – allow 5 minutes.
Mentor and guide each person with an assignment on your agenda.
Allow District leaders to mingle with the audience. Have their seating pre-arranged. Introduce District leaders to club executives and any special guests.
The contestants are the stars. The event revolves around the contestants. Allow for nervous reactions by the contestants. Smile, be calm and sensitive to the needs of contestants. Remain professional at all times.
Choose your venue with sound/audio in mind.
Book audio team well in advance.
Book an assistant as your floor manager for larger contests.
Have a walk through with your audio team leader, host club president, contest toastmaster and caterers.
Work with your host club on logistics. The members will know more than you about – the venue staff, small rooms for briefings, sound proof rooms for contestants, power outlets and lighting.
Carry tools such as extension cords, double adaptors, scissors, sticky tape, gaffer tape, hollywood tape, paper, pens, cardboard and textas.
Organise a female assistant for placement of the belt packs and microphones on female contestants.
Make sure a table is available for the audio team equipment and set a (dining) table nearby. Organise drinks and look after the audio team who are generally too busy to do anything other than the task to which they have been assigned.
Make sure your contestants know that microphones will be used and to dress appropriately so that equipment can be attached to clothing quickly and easily.
Appoint a Sergeant-at-arms to start the evening. The contest chairman should not be acting as a stage or floor manager.
Ensure you have 2 sets of timing lights (in working order), plus spare batteries and coloured timing cards as a backup. Test the illumination and the position of the lights. Invite the contestants to the stage to ensure they know where the lights are and are happy with the positioning.
Be aware of cables. All cables should be taped to avoid the possibility of tripping. Assist contestants onto the stage, especially if they are wearing high heels or feeling nervous. Ensure there is a clear pathway through the audience for the contestants to get to the stage.
Table Topics contestants are to be escorted to a silent room where they are unable to hear any speakers in the contest room. Contestants should not be carrying mobile phones or other smart phones.
Evaluation contestants are to be escorted to a silent room where they are unable to take notes comfortably and where that are unable to hear any speakers in the contest room.
THE INCIDENTALS THAT CAN MAKE OR BREAK A CONTEST EVENT
Catering – can make or break the timing and energy of a contest.
Eating is not the priority at a contest.
Work with the host club venue – decide on what sort of meal is appropriate depending on the time of day of the contest.
For a sit down meal, have the entrée on the tables at the start.
Main meals can be served during the interviews.
Make sure the chief judge and ballot counters are served a meal if they are out of the room at the time of serving.
Use “table tents” or other signage to indicate placement of special meals.
Consider serving platters of food to each table to save time.
Raffles – are important but should not overtake the contest.
Ask the host club to co-ordinate the raffle prizes in the most efficient way.
Raffle draws should not exceed 5 minutes. This means 4-6 prizes only.
Do not extend the evening because of lengthy raffle draws (people get bored when up to 25 tickets are drawn out and one by one the prizes are claimed).
Engage a “barrel” person to expedite the raffle draw process. Draw a number and ask the winner to proceed to the back of the room to collect the prize, draw another number etc. There is no need to be cross checking all the numbers.
The contest is about getting as many people as possible to your area or division contest to see the best speakers.
Consider changing the catering, venue or time of contest to reduce the attendance fee.
Decorations are not necessary but if wanted, chose decorations that can be re-used or are donated or borrowed.
Ask members to donate raffle prizes to maximise the returns on the raffle. Avoid spending money buying raffle prizes.
Shop around for your engraving. Think ahead. Some engravers charge as little as $2.50 per plate.
Only purchase certificate holders for the place-getters.
Give thank you cards to judges and other special guests. There is no need for a gift when they have already been given seats to a fantastic contest and dinner.
Create interesting flyers and send them to all the clubs in your area/division. Upload the area contest flyer to division websites and division flyers to the district website.
Develop an editorial for the newspaper to attract attention and have more people attending.
Work with your host club Treasurer. Do not handle the money yourself.
Create a spreadsheet of all paying and non-paying attendees for the door staff.
Collect money prior to the event (if possible via internet transfer) to prevent a long line up at the door.
Ensure there will be a float in case change is required for door takings and the raffle.