- 1 Between 2 and 4 weeks before the Contest
- 2 Contest Week
- 3 On Contest morning
- 4 During the Meeting
The Chief Judge works together with the Contest Organiser to ensure all roles and functionary roles are fulfilled and briefings take place to place. If the Chief Judge is from outside of EBS, only the on-the-day functions are expected of them (with support from EBS team) as it is impractical for an External Chief Judge to have to source a judging panel on our behalf. Trading judges between clubs is common and an external Chief Judge would not know EBS members sufficiently to do this.
All advice presented here is subject to being overridden by updates to the Contest Rulebook so refer to it for the latest protocols.
Between 2 and 4 weeks before the Contest
Download Contest Pack
Download the latest digital contest pack and read the rulebook contained within:
If you have troubles with your account, please contact the VP Events.
Assembling your panel of Judges
The Chief Judge should source external judges and work with the Contest Organiser to source internal (EBS) judges. A Contest requires a minimum of 5 Judges plus a Chief Judge and a Tiebreaker Judge to go ahead. Aim to get 7 Judges plus Chief Judge and Tiebreaker Judge (9 total) so that if there is a cancellation on the day, the contests are still valid.
- The Judging panel should have at least half of the Judges from outside of the club for fair judging.
- It’s not mentioned specifically in the rule book, but as a point of conduct, Judges should not let it be known that they are judging so remind Judges from within EBS of this when recruiting.
- Crucially, an external Judge should not be selected if they are still in the competition themselves, even if it’s in another area.
- The VPE will be able to provide you with a list of external Toastmasters who may be willing to Judge (past judges, friends of the club, past GE’s etc)
- Create an e-mail to potential judges that you can personalise and send out individually rather than to a mass mailing list. You’re much more likely to get a response this way. Coordinate with the Contest Organiser for the other contest so that you can take half of the mailing list each to e-mail (with each other on CC) and ask for both contests at the same time. It looks unprofessional for the same person to be approached separately by two different EBS Organisers.
The Tiebreaker Judge should only be known to the contest organiser and the Chief Judge and does not attend the Chief Judge’s briefing.
- E-mail all judges with directions to the venue and to arrive by 6:30.
- Brief all functionaries. There’s very little time before the contest on the morning, so save time by briefing your functionaries before the day. The Time Record Sheet (from the Contest pack) has instructions notes for the timekeepers and the Counters Tally Sheet (from the Contest pack) has instructions for the ballot counters so send these with the briefing. Get confirmation that they have read and understood what’s needed of them. On the morning, you go through the formality of briefing, but most major questions will have been addressed by this stage.
- Listen for when speaker utters his/her first world or obviously begins speech with gestures or sound equipment. Then, start your stopwatch.
- Show lights/signals/flags for green, amber, and red times.
- Leave high red on; do not turn it off even if speaker goes over time. No bell or other warning
- Backup timer keeps time in case primary timer does not pay attention or his/her stopwatch malfunctions.
Briefing the Timekeepers
- Secure doors at the beginning of contest.
- Nobody can enter/leave room until the contest is over and all ballots have been collected.
- However, if anybody insists on leaving/entering the room, they can only do it during the one-minute of silence between the speeches.
- Procedure for Table Topics Contest: At start of contest, all bar first competitor are led from the room to a separate holding room outside of audible range of contest room. One Sergeant at Arms remains in the holding room with the waiting contestants and the other fetches the next contestant during the judges marking minute. Contestants can stay in contest room after their performance
- Procedure for Evaluation Contest: After Mystery Speech, all contestants are led to a holding room where they have 5 minutes to write up their notes. After 5 minutes, the notes are taken by the Sergeants at Arms and not returned to the speaker until they fetched by the Sergeant at Arms from the contest room.
Briefing the Sergeant at Arms
Briefing the Ballot Counters
- When the contest is over:
- Counting the ballots:
- Use the Counter’s Tally Sheet form to tally the score:
- If there is a tie for 1st, 2nd and 3rd place, follow these tie breaking procedures:
– Ballot Counters go around the room and collect the ballots from the judges.
– Leave the room with the Chief Judge once all ballots and the timekeeper sheet is collected.
– The Chief Judge and the Ballot Counters should count the ballots in a different location other than the contest meeting room.
– Tiebreaker ballot not used unless there is a tie.
– All Ballot Counters count the votes independently to verify that there is no error.
– Check the timekeeper’s sheet after the count for any disqualifications based on time.
– Each judge’s ballot must be signed. If not, the ballot is discarded and not counted.
– Write the names of the contestants along the top of the form.
– Write the names of the judges along the side of the form. However, don’t write down the tiebreaker judge’s name.
– Write the appropriate number of points given by each judge under each contestant’s name. Then, add up the score for each contestant.
– Only if a tie exists do you refer to tiebreaker ballot.
– Look for contestant names on tiebreaker ballot that are tied.
– The highest ranked contestant on tiebreaker ballot wins tie.
On Contest morning
- Tell judges to sign the bottom part (below the dotted line) of their ballots now.
- Explain the ballot to the judges:
- – Contestant names are written across the top of the ballot.
- Judges will be given one minute of silence after each contestant finishes his/her speech to write down their score and add them up for your total score for that contestant.
- Read the back of your ballot for a description of each judging item.
- Read the Judge’s code of ethics on the back of the ballot.
- When the contest is over, judges will have two minutes (or more if needed) to complete your ballot and fill in the bottom part.
- Judges only write down their choice for 1st, 2nd or 3rd place contestant. Nothing else to be written in the bottom part of the ballot other than your choice for 1st, 2nd or 3rd place contestant plus your signature and printed name.
- When the contest is over, only the bottom part of your ballot to be turned in to the ballot counters, who will be collecting them.
- Judges to destroy top part of the ballot at some location away from the contest site.
- Judges to try not to sit next to or near any of the contestants.
- How to make a protest:
Briefing the Judges
– Along the side of the ballot are the judging items. When a contestant finishes his/her speech, write what the contestant’s score should be to the right of each judging item and in the column for that contestant.
– Only judges or contestants can make a protest.
– Protests can only be based on eligibility or originality.
– A protest must be made to the chief judge or contest chairman before the announcement of the winners is made. After that, it’s too late.
– The contestant must be given an opportunity to respond to the judges on a protest regarding originality. Then, the judges will vote as to whether or not they concur. A majority vote of the judges is needed to concur.
– The contest chairman will privately tell a contestant that he was disqualified on the basis of eligibility before the contest adjourns.
- Same rules apply as for a regular judge.
- The tiebreaker judge must rank every contestant on your ballot, not only the three winners.
- The ballot will only be used if there is a tie for 1st, 2nd or 3rd place; otherwise, the ballot will not be used.
Briefing the Tiebreaker Judge
During the Meeting
- Chief judge will be asked to verify that the Judges have been briefed.
- At the conclusion of the contest, collect the Timekeepers sheets and the Tiebreak Judge’s sheet personally. Check that the Ballot Counters have all ballots before leaving the contest room
- Oversee the counting process and verify the results
- No ties are allowed
- Complete the certificates
- Note any disqualifications
- upon returning to the room, the Contest Chairman will hand the stage to you for the ceremony of announcing the results. Say if there were any disqualifications, but do not name contestants if there were. Announce the results in reverse order.