Contest Chair Briefing of Contestants and Helpers

Agenda

1. Introductions
2. Logistics
3. Briefing breakouts
4. Contestants
5. Sergeants at Arms / Zoommaster
6. Timers
7. Ballot Counters

Introductions

Logistics for contest day

• Officials and contestants log in 30 to 45 minutes before start.
• Check audio and video. Rename using the agreed format. Example: Speaker #1 – Name.
• Use a desktop or laptop with a mouse. Phones and iPads are limited.
• Update Zoom before you join. Use a solid internet connection.

Contestant briefing

1. Confirm every contestant. Each one completes the Speaker’s Certification of Eligibility and Originality.
2. Collect the Speech Contestant Profile for the Contest Chair.
3. Review key points from the 2026–2027 Speech Contest Rulebook.
   • Originality: no more than 25% of another person’s work.
   • Do not refer to another contestant or their speech content.
4. Verify speech titles and name pronunciation with the Contest Master.

How contestants are introduced

Contestant #X. Name, Speech Title, Speech Title, Name

Contestant briefing · timing

Contestants pin the Timers in the Zoom window.

Online Speech: 5 to 7 minutes. Under 4:30 or over 7:30 is a time disqualification.

• Time starts with the first word or the first deliberate gesture that is part of the speech.
• One minute of silence between speakers for judging.
• No name badges, education indicators, or Toastmaster pins on contestants. Take them off before you join.

Disqualifications

Disqualification can only be made for the following:

1. Time. Chief Judge and Timers. If there is a time DQ, announce it with no name before winners.
2. Originality. Voting judges and/or contestants protest to the Chief Judge or Contest Chair before adjournment. Protests are limited to eligibility, originality, and reference to another contestant or another contestant’s speech.
3. Eligibility. Paid member of a club in good standing. New, dual, or reinstated members must have dues and application current with World Headquarters. District officers and candidates for district office are not eligible.

Once a winner is declared, decisions are final. The Chief Judge and Ballot Counters can correct the Contest Chair if the names are read wrong.

Speaking order

Draw for speaking order. Use random.org/lists if you want a public draw.

Sergeant at Arms / Zoommaster

• Each online contest needs a Zoommaster for the room, breakouts, and waiting room.
• Let people into the main room during the minute of silence.
• Move contestants, judges, and ballot counters to separate breakout rooms.
• During speeches: audience cameras off, mics off, chat not in use.
• Help the Contest Chair and Contest Master as needed.

Timer briefing

• Timers should be from different clubs.
• Brief timers in a breakout. Give them the Timing Sheet. Agree on Zoom background or physical cards. Confirm stopwatch or phone app.
• Hold each card until the color changes. Red stays up until the speaker finishes.
• Online Speech: green 5, yellow 6, red 7.
• Do not signal a disqualification in any way.
• Time the one minute of silence. At one minute show red.
• After the contest both timers sign the Timing Sheet. Give it to the Chief Judge only.
• Do not discuss timing with contestants or anyone else.

Ballot counter briefing

• Collect 5 ballots at Area. Collect at least 7 at Division and District.
• Ballots need the judge’s signature. Photo of a signature, stylus, or digital signature on a fillable ballot all work.
• Two ways to submit:
  • Complete the whole ballot, screenshot and crop the bottom, send only that crop.
  • Complete the bottom section, leave scoring blank, submit the whole file.
• Tell the Chief Judge how many you have. Hold up a finger for each ballot.
• When all ballots are in, go with the Chief Judge to a breakout and tally.