Speech Contest Step by Step Instructions

Toastmasters speech contests

Speech contests are an important part of the Toastmasters educational program. They provide an opportunity for Toastmasters to gain speaking experience, as well as an opportunity for other Toastmasters to learn by observing proficient speakers.

The 2020-2021 speech contests are Humorous and International Speech.

San Diego 7 competition
Speech Contests 101 →
Contest Judge →
Speech Contestants →

Primary Steps and Resources

Step 1:

Familiarize yourself with the rules, contests, competing clubs/areas.

Step 2:

Find your volunteers, assign roles and prep them.

Step 3:

Prep your judges and competitors.

Step 4:

Coordinate the logistics with your Area and Division Directors.

Step 5:

Wrap, post-contest activities.

Step 1: Familiarize yourself with the rules, contests, competing Clubs/Areas.

A. Speech contest primary resources

B. Identify competitors, clubs and areas eligible to compete

C. Speech Contest Kit

Step 2: Find your volunteers, assign roles and prep them.

Recommendations:

  1. Select the Chief Judge. See the Eligibility section in the Contest Rulebook for Chief Judge eligibility requirements.
  2. Select all other roles and committee members.
  3. Notify the officials of the time and place of the contest and pre-contest briefings. (Allow ample time, e.g., two weeks for club contest.)

See Speech Contest Roles for more details about each contest role.

Find your Volunteers

Your volunteers come from the clubs competing in your contest, and other clubs within District 5.
Use this advanced excel document to manage your team and plan your event, or use this simplified version (2019).

*Required Contest Roles:

*Check the Contest Rule Book for each role’s current requirements.

Read more about these roles and their responsibilities below.

Judge Training and Judging Criteria

Each year, the District conducts training sessions for Contest Judges and Chief Judges. Included in this training is information on the Judges’ Code of Ethics, the specific judging criteria for each contest, and how to handle protests. Although attendance at this training is not required prior to serving as a judge, you will get the most and best information by attending training, including lots of tips and suggestions on how to be the best judge possible.

Learn more about the role →

Attend judge training →

Chief Judge Guidebook (August 2019, .pdf) for an Area or Division Contest by Mark Kramer, DTM

Speech Contestants are a required role for any competition. They’re eligibility must be verified by the Chief Judge prior to competing. Within the International Speech Contest, contestants present a five- to seven- minute speech on any subject they choose. All districts must conduct this contest.

Review Chief Judge for the Contestant Briefing.

1 Contest Chair is required. 

Useful resources:

Download a checklist of roles, materials and logistics

Toastmasters International Resources https://www.toastmasters.org/Leadership-Central/Speech-Contests

Kits
International Speech

7 Speech Contest Rulebooks (Item 1171)

5 Certifications of Eligibility and Originality (Item 1183)

Judge’s Certification of Eligibility and Code of Ethics (set of 10) (Item 1170)

2 Time Record Sheets and Instructions (Item 1175)

Judge’s Guides and Ballots (set of 10) (Item 1172)

Tie-breaking Judge’s Guides and Ballot (Item 1188)

3 Counters’ Tally Sheets (Item 1176)

5 Contestant Biographical Information Sheets (Item 1189)

Notification of Contest Winner (Item 1182)

Speech Contest Certificates (set of 8) (Item 510K)

Review Chief Judge for the Contestant Briefing.

1 Toastmaster is required.

What does the Toastmaster Do?

The Contest Toastmaster runs the contest, just as they would if they were a Toastmaster at a club meeting. Of course, it’s a bit different at a contest.

Confirm Contestant Eligibility

When you arrive at the contest, ask the contest chair for:

  • the identities of all contestants,
  • their contest certificates of participation,
  • their eligibility forms and
  • their biographical information forms (see below for a Cheat Sheet).

Too frequently, in spite of asking, these forms need to be filled out at the contest. Substitute contestants are allowed, provided all rule book rules are met.

Brief the Functionaries & Contestants

While the contest chair is responsible for seeing that functionaries are briefed, this role is almost always delegated to the Toastmaster. Do this starting 1 hour before the contest.

  1. Start by briefing the Sergeant-At-Arms on their duties.
  2. Gather the Contestants together and remind them of the allowable times for each contest, get the pronunciation of their names down, and collect speech titles.
    • Contestants must fill out any remaining eligibility forms now (the District Director or Area Director should give you blank forms if the contestants forget to bring their information). (See below for an example table to collect this speaker information.)
    • Set the competition order: bring a deck of cards or something with numbers on it that allows the contestants to select their competition order.
  3. Notify the Chief Judge of the order of contestants and hand the Chief Judge the eligibility forms for the contestants.

You are introduced by the District Director, or other dignitary

Once the contest begins, the District Director will introduce you. Then, your job is to communicate to the audience contest details, your speech should include:

  • 3 minutes to discuss the theme.
  • Introduce the Chief Judge to present the rules of the competition.

Retake the podium to announce the basic audience rules:

  • Any contestant changes on the program agenda (sometimes the runner-up shows up instead).
  • The order of the contestants.
  • The allowable time for the contest.
  • One minute of silence will be observed between contestants while the judges mark their ballots. (If the Chief Judge did not mention it.)
  • After the last contestant, silence will be observed indefinitely until after all judges have turned in their ballots.

Next, introduce the first competition.

  • To introduce a contestant, announce the contestant’s name and the title of the speech if this is a speech contest.
  • Once the contestant arrives, shake the contestant’s hand and then repeat the title of the speech, if there is one, followed by the contestant’s name again.
  • Repeat until all contestants have gone.

After the last contestant has gone in the first competition the Ballot Counters will collect the ballots, silently holding up their fingers to visibly tally their collection. Then, the Chief Judge declares that all the judges’ ballots have been collected, and departs with the Ballot Counters to another room.

Invite all the contestants to join you at the front of the room—except any who will be competing later (some contestants will compete in both contests). You’ll interview each. Try to ask no more than three questions that can be responded to with short answers. Typically, contestants are asked:

  • their club,
  • how many years they’ve been in Toastmasters, and
  • a question related to 1) the theme; 2) advice for non-contestants; or 3) something from their biographical sheets given to you earlier.

After you have completed your interview, hand the contestant a certificate of appreciation and thank them. If any contestants are competing in both contests, explain to the audience that you will interview that contestant(s) after the second contest.

Most frequently, the interviews are performed at the same time as the Chief Judge and ballot counters are out of the room. Aim for a couple of minutes per contestant, at most, mostly to fill time until the Chief Judge returns. Interviews should not eat into break time, other useful functions, or cause the overall event to run long. The event needs to move efficiently ahead.

After the contest, hand all the biographical and eligibility forms to the next level contest chair.

Possible Toastmaster “Cheat Sheet”

Speaking Order           Contestant Name           Phonetic help           Title           Profile Form           Eligibility Form

Additional tools are available for each functionary role in Speech Contest Resources.

1 Registrar is required, 2-3 are recommended based on the number of attendees expected.

Download the tasks and activities.

What does a registrar do?

Your job is to welcome guests and accept payment. As the registrar, you must arrive early to set up before contestants, audience members, etc. arrive. To note:

  • Ask everyone to sign in and, except for contestants, pay for admission. (Checks should be written out to District 5 Toastmasters). Note, there is a special dignitary sheet for Area, Division and District Directors to sign-in on.
  • Hand each guest a program and any other designated information.
  • Provide the Dignitary List to the Contest Chair before the start of the contest.
  • Tally the cash and checks.
  • Hand the cash box to a contest chair, after your responsibilities are over, roughly 20 minutes after the start of the contest.

You must remain at the registration desk until about 20 minutes after the contest has begun.  Consult contest chair for additional duties. If there are multiple contests at same location on the same day, consult contest chair concerning policy for charging for later contests.

You may be asked to assist with an opportunity drawing for the event. Have ticket prices displayed and tickets available.

Items Provided:

  • A copy of these instructions
  • Cash box with change
  • Sign in sheets for all attendees
  • Sign in sheets for dignitaries
  • Rolls of opportunity drawing tickets
  • Other – List as needed

1 Sergeant-at-Arms is required, 2 are recommended for venues with multiple entry points into the hall.

Download the tasks and Activities pdf

What does a Sergeant-at-Arms do?

The SAA is responsible for maintaining audience silence during a speaker’s time, setting stage props (as needed) for each speaker, and keeping meeting decorum. There may be two SAAs at the meeting and you may divide up the tasks however you’d like. Your tasks include:

  1. Participate in contestant briefing to (led by the Chief Judge and Toastmaster) to find out if they have any special needs for their speeches. (Takes place before the competition.) For example, one may want the lectern in the center and another may want it off to the side.
  2. Set-up for each contestant during the 1 minute of silence between contestants and break-down after the contestant finishes.
  3. Give everyone a “5 minute warning” that the contest is about to begin.
  4. When the contest is about to begin call for attention, lead:
    • the Pledge of Allegiance (since not everyone in attendance will be a United States citizen say, “Please stand and, if you would like, join me in reciting the Pledge of Allegiance.”)
    • explain emergency exit procedures,
    • point out where the restrooms are located,
    • point out rules of the room (ex. no food or drink), and
    • then introduce the Area Director or contest Toastmaster.
  5. Seat yourself at the door and do not let anyone into the room while a contestant is speaking.
  6. If anyone arrives late, tell them to turn off all noisemaking items, such as a cell phone, and to not use any photography, camcorder, or other recording device.
  7. Set up for each speaker during the break.
  8. After each speaker finishes there will be 1 minute of silence for the judges.
  9. During this 1 minute, set up for the next speaker.
  10. After the first contest there will be a break (check the program for length).
  11. At 5 minutes before the end of the break (the Timers will be timing), announce that the contest begins in 5 minutes and move everyone back into the room.
  12. When the break is over, announce the name of the Toastmaster from the front of the room.

Note, for the Table Topics or Evaluation contests, the Toastmaster or Chief Judge will announce the order of the contestants.

  • Escort all but the first contestant out the room. When you hear clapping signaling a contestant has completed, get the next contestant and escort the contestant into the room.

Review Chief Judge for the Contestant Briefing.

2 Timers are required.

Download the tasks and activities.

What does a Timer do?

The Timer is responsible for keeping time throughout the competition, including speeches, pauses and breaks. Two Timers are required for the contest. One of you will have a stop watch and will run the timing signals. The other will time with an alternate tool and will fill out the Timer Sheet. Work with the Toastmaster prior to the start of the contest to determine if the Toastmaster has any special timing signal needs.

For speeches: use green when the minimum time has been reached; yellow at the midpoint; and red at the maximum allowable time. The Chief Judge will meet with you prior to the contest to brief you and to give you the Timer Sheet. Ask for the speaking order prior to the contest start to help fill out the names on the timing sheets before each contest. The International Speech contest contestants are timed at 5 minutes (green), 6 minutes (yellow), 7 minutes (red). Record all actual times. If a contestant speaks for less than 4:30 or for more than 7:30 you must write down on the Timer Sheet “disqualified”. Highlight anyone who was disqualified on the timing sheet. The Chief Judge will collect the Timer Sheet from you at the end of each contest.

During pauses: After each contestant speaks, judges have 1 minute to record their scores. Please time this. At 1 minute, turn on a designated light or signal and then turn them off when the Toastmaster continues the meeting.

After each contest: Contestant interviews take place while the chief judge and ballot counters are calculating and recording the results of the contest. Signal the Toastmaster when the Chief Judge has re-entered the room so that the event may continue.

Between the contests there is a break. Please time the break for 20 minutes or as designated by the Contest Chair. When there is just 5 minutes left, tell the Sergeant-at-Arms.

In the event there are announcements. Flag the individuals making the announcements at a pre-arranged time. Arrange maximum times for announcements prior to the start of the event.

District-only competitions. If there is an Evaluation Contest, the spotlight speaker should be timed and signaled in the same manner as in the International Speech contest so the speaker can judge how they are performing on time.

International Speech Timing, for all others check the Contest Rule Book

  • Green 5 minutes
  • Amber 6 minutes
  • Red 7 minutes
  • Disqualification (not flagged) 7 minutes 30 seconds

Timing instructions:

  1. Leave Red light on until the speaker finishes speaking.
  2. Time one minute of silence between contestants and then signal the Toastmaster.
  3. Colored papers are backups to timing lights.
  4. Begin timing with the contestant’s first definite verbal or nonverbal communication with the audience.
  5. Provide only the official time signals. No other signals to the contestants are permitted.
  6. Record the actual time that each contestant uses. Highlight any times that do not qualify.
  7. A visually impaired person may request an audible warning signal of his/her own choosing, which he/she must provide.
  8. Explain the location of each colored light to any color blind contestant.
  9. Give completed Time Record Sheets (#1175) to the Chief Judge.
  10. Keep all information pertaining to the contest confidential

1 Opportunity Drawing Chair is required.

We recommend that the chair have a team for both bringing in items for the drawing, and selling tickets during the contest.

Download the tasks and activities.

1 Chief Judge is required.

Conduct the contestant briefing, include the Toastmaster and Sergeant-at-Arms to support their roles.

Briefing for Contestants

  1. Review pronunciation of contestant names; write down phonetic spelling of contestants.
  2. Check that all required forms are turned in and in order.
  3. Draw for speaking positions. Any speaker that is absent gets the leftover number. (Notify Timers and Toastmaster/Chief Judge of speaking order.)
  4. Review contest rules and timing. Note that Timer will leave Red light on until the speaker finishes speaking. There is no signal for disqualification.
    • Timing Lights for the International Contest
      • Green at 5 minutes
      • Amber at 6 minutes
      • Red at 7 minutes
      • Disqualification (not flagged) 7 minutes 30 seconds
  5. Acquaint contestants with speaking area. Judges MAY deduct for going outside of area.
  6. Test timing lights for contestants.
    • Determine whether or not any contestant is visually impaired. If so, determine method of announcing timing (contestant’s preference).
    • Determine whether or not any contestant has trouble distinguishing colors. If so, explain the location of each colored light to the contestant.
  7. Determine which contestants will use the lectern, if any, and discuss where it is to be located for use. The Sergeant-at-Arms and Contest Chair will coordinate relocating it for speaker use. Any computer equipment or props are the responsibility of the contestant. The Sergeant-at Arms may assist or serve the contestant’s needs. If there is audio equipment, explain its use. Test it thoroughly. Each contestant may test the equipment.
  8. Contestants should not wear name badges (they show educational level).
  9. Explain reasons and procedures for a Protest (list below). Judges and Contestants may file a protest. If they have a protest, they must file it with the Contest Chair or Chief Judge prior to the announcement of winners.
    • Table Topics and Evaluations = Eligibility
    • International and Humorous = Eligibility or Originality
  10. As each contestant turn comes, he/she should go to the front of the room and wait at the side (or other designated area) to be introduced. Designate a specific area to wait. Sergeant-at-Arms will control.
  11. Explain how the Toastmaster will introduce each contestant:
    1. Speech contests International and Humorous: “name, speech title, speech title, name”
      (Waiting contestants may be in room.)
    2. Table Topics: “name, question, question, name”
      (Waiting contestants may NOT be in room. They enter in speaking order after prior contestant finishes. Sergeant-at Arms controls.)
    3. Evaluations: “name, name”
      (Waiting contestants may NOT be in room. They enter in speaking order after prior contestant finishes. Sergeant-at Arms controls.)
  12. Review with Sergeant-at-Arms how/when to secure entrance(s) to the room.
  13. The Contest Chair should determine whether or not any contestant will require assistance to walk to the speaking area. The Contest Chair or Sergeant-at-Arms will assist, depending on needs.
  14. If you are video-taping a contestant or the contest, a video release form must be signed by the contestant you are video recording or all contest participants if recording the entire contest. Advise contestants that the announcement of results is final.

5 Voting Judges are required for Club and Area contests

6 for Division contests

1 Tie-breaker Judge is required.

The Tie-breaker is chosen by the Chief judge, and remains Anonymous, only the Chief Judge knows.

Read more about judges here →

3 Ballot Counters are required.

Download the tasks and activities.

What does a Ballot Counter do?

If you are helping us as a Ballot Counter then your main job will be to collect and count ballots, similar to what you do in your club. We’ll have two Ballot Counters at the contest. One of you will count while one of you reads off the ballots and the third will monitor. The Chief Judge will also monitor the count. Then you’ll switch roles to confirm the results.

Ballot Counter’s Briefing

  1. It is your responsibility to keep all information pertaining to the contest confidential. Do not discuss or share this information with the contest participants. Refer all questions to the Contest Chair.
  2. The Chief Judge is the Chief Counter.
  3. Chief Judge should identify location of judges (except Tie-breaking Judge) to facilitate ballot collection.
  4. After each contest, collect all Judges Ballots and accompany the Chief Judge from the meeting room to count the ballots. (Do NOT attempt to collect Tie-Breaking Judges ballot.)
  5. Do not consider any ballot that is incomplete, unsigned, or lists a tie.
  6. To count, one counter will read the judge’s name and his/her scores, by contestant. Give three points for first, two for second, and one for third. The second counter will re-cord the scores on the Counters’ Tally Sheet (#1176). The third counter or Chief Counter will verify the information. Add all points twice. Refer to the Tie-breaking Judge’s Ballot to break any ties. If needed, use Tie-Breaking Ballot to break all ties – even for those not being announced or receiving awards. Disqualified contestants will not be ranked.
  7. The Chief Judge keeps all ballots and destroys them at home.
  8. The Chief Judge will provide names of winners to Contest Chair.

Committee Chairs

We recommend having the following committee chairs with supporting teams.

  • Judge and Speaker Chair
    • Finds judges
    • Coordinates eligibility and forms
    • Communicates with speakers and judges, including day of instructions
  • Registration and Finance Chair
    • Plan the budget
    • Register attendees
      • Brings the bank
      • Takes tickets and accepts payment
      • Coordinates dignitaries
    • Opportunity Drawing Chair (Resources)
      • Organize prizes
      • Setup at day of
      • Sell tickets day of
  • Marketing and PR Chair
    • Develop and implement the Marketing and PR plan
    • Reach out to club Presidents and VP PR/Marketing
    • Does live tweeting and other “day of” PR
    • Coordinates photographer
  • Hospitality Chair
    • Facility management
    • Menu planning and purchasing
    • Facility setup, tear down, and cleanup
    • Signs

See Step 4 for resource documents.

Collaborate with your Area/Division Director

Items managed by the Area and Division Director include:

  • Budget: Determine the budget for the contest, remembering that contest income and expenses should break even.
  • Location: Select a place and time for the speech contest and coordinate the selection with the proper Toastmasters officer.
  • Agenda and timing: Determine the agenda for the contest.
  • Printouts: Prepare a printable version of the agenda, dignitary list, judges forms, ballots and participant forms.
  • Awards and certificates: Order certificates of participation for all contest speakers, and order trophies from World Headquarters for the winners.

Resources:

Step 3: Prep your judges and competitors.

Recommendations:

  1. Work with the Chief Judge to:
    • Have all judges, including the Chief Judge trained,
    • Ensure that the Chief Judge has all of the documentation, and
    • Has recruited judges for the competition.
  2. Notify the contestants (and their club presidents) of the time and place of the contest and pre-contest briefing two to six weeks before the contest.
    • Provide documents at this time. CC Chief Judge.
  3. Ensure that each contestant is eligible under the contest rules before the contest, and notify contestants of disqualification if necessary. To check contestants’ eligibility, contact the Member Services team at Toastmasters International by email at speechcontests@toastmasters.org

Prepare your Contestants

Judges and Contest Chairs should work together to inform contestants, and collect their participation and release forms. Provide an information packet to each contestant at this time. The packet consists of:

  1. Speech contest rule book (Revised 2/20 for 2020-2021)*
  2. Speech Contestant Profile Form (Item 1189)
  3. Speech Certification of Eligibility and Originality (Item 1183)
  4. Video Release PR
  5. Photo Release PR

*Note, the Contest Rulebook changes yearly and is posted by the end of July. Changes are marked with a triangle within the book. Find the latest document on Toastmasters.org.

Judge Resources

Unless otherwise available, judges should download and print the following:

Step 4: Coordinate the logistics with your Area and Division Directors.

Recommendations:

  1. Start with PR and Marketing, and the Opportunity Drawing to get clubs on board early.
  2. Finalize the contest’s logistics and hospitality with your Registration, Hospitality/Food Chairs and your Area and Division Directors.
  3. Day of, have volunteers arrive early, including the photographer and social media volunteers. If parking or the room is hard to find, place extra volunteers at key locations to direct traffic.

Promote the contest

You’ve got your team and your contestants, now, it’s time to promote the contest.

PR chair:

  • 1 Month out: Develop contest media such as fliers, jpg images and other content.
  • 1 Month out: Promote the contest within the contest’s clubs, areas, and division.
  • 1 Week out: Promote the contest in your community by sending news releases to the media.
  • Ongoing: Promote the contest on social media, on community message boards (NextDoor.com) and with fliers.

Contests

Review the District Calendar for more information about the individual contests (details and contest fliers will be posted as they become available).

  1. Coordinate contest schedule, location, contact person, and other information with your Area and Division Directors. Provide them contest fliers, and post it to the District calendar.
  2. Download speech contests forms and certificates. Available as a FREE downloads from Toastmasters International.
  3. Review the Toastmasters International Speech Contest Rule Book or web page for specific information on each contest and its rules and regulations.

Contest Resources

Event Planning

Example agenda printouts

Marketing resources

Registration resources

Step 5: Wrap, post-contest activities.

Recommendations:

  1. Complete the contest accounting before the District leadership leave. This allows them to sign-off on the budget, tally etc, and for your receipts to be paid immediately.
  2. Meet for pizza after to celebrate a great event—be sure to invite all of your volunteers, the District leaders and your competitors.
  3. Write-up a debrief.

Accounting and Expenditures

Area Directors: Please work with your Division Director to complete contest finances. They will help you file the correct forms, receipts and paperwork. Please bring ALL receipts, paperwork, and revenue documentation and monies to the next DEC meeting. You will turn in all paperwork, cash and checks to District Finance Manager.

Followup

Example_Post-Contest Debrief – SDiv 2016 (download)

Please turn in the following

  1. Sign-in forms: it’s used as the paper receipt indicating the number of admissions, and type of payment.
  2. Receipts for all expenses. The invoice for the medal is available at Invoice-AreaContest2015
  3. The Expense form (above)
  4. Checks (payable to District 5 Toastmasters)
  5. Cash
  6. And reimbursement form if needed.

Forms

Use these forms to plan, track and receive reimbursements.

Questions: ContestQuestion@d5tm.org