Toastmasters International District 76 Japan(English Site)

Q1.  How could we ensure a fair speech contest?

A1.  On the page 6, the Speech Contest Rulebook says "If you are involved in conducting or participating in a speech contest, read the rules carefully and follow them. By doing so you will ensure a fair speech contest and an enjoyable event for everyone."

Q2.  Are there the situations in which it is permissible to nominate a contestant to move forward in a speech contest?

A2.  At the club level, a contestant may be chosen by whatever means the club desires, therefore, a club may nominate their contestant to the area level contest. However, in the event that a club contest is held for a single contestant, should that contestant disqualify themselves by not meeting the timing requirements, the club may not nominate a different contestant to represent them at the area level. Similarly, at the area, division or district level, if there is only one contestant participating in the speech contest, should that contestant disqualify themselves by not meeting the timing requirements, a different contestant cannot be nominated to represent the area, division or district at the next level of competition. (quoted from the TI Website)

Q3.  If there is only one contestant at a speech contest, does the contest still have to be held?

A3.  Yes. And if the contestant speaks over or under time, he or she is disqualified and may not continue to the next level of the contest. (quoted from the TI Website)

Q4.  If there are only two contestants in a speech contest, and the first place winner is unable to attend the next level of competition and the other contestant was disqualified, can we nominate someone else to attend the next level of competition in their stead?

A4.  No. You cannot nominate a new contestant to compete at the next level of competition, nor can you allow the disqualified contestant to compete. (quoted from the TI Website)

Q5.  Are contestants required to have completed a minimum number of manual speeches to participate in a speech contest?

A5.  The only speech contest with a minimum manual speech requirement is the International Speech Contest. To participate in any level of the International Speech Contest, a full member must have completed at least six manual speeches from the Competent Communication manual prior to the club contest. A charter member of a club chartered since the previous July 1 may compete without having completed six manual speeches in the Competent Communication manual. The club must be officially chartered before the area contest. (quoted from the TI Website)

Q6.  Is a member allowed to act as contest chair in one speech contest and compete in another?

A6.  Yes. (quoted from the TI Website)

Q7.  What are the requirements to be a judge? Do they need to have attended a Speech Contest Judges Training?

A7.  To be a judge, one must be a member in good standing, preferably since the previous July 1. Insofar as practical, one should also have completed at least six Competent Communication manual projects. At area, contest judges can either be selected from outside the area or there should be equal representation from each club composing the area. For division and district contests, judges should be selected from a club not represented by the speech contestant. Please note that there is no requirement for a judge to have attended a Speech Contest Judges Training Program, but it is strongly recommended by World Headquarters. (slightly paraphrased from the TI Website)

*Note: D76 also recommends to extent practical that all judges be trained but does not require it.

Q8.  Can members of Japanese clubs participate in the English language speech contests?

A8.  Yes. There are no restrictions that can be placed in joining the contest other than those stated in the contest rule book.

Q9.  Who can participate in the Japanese contest?

A9.  Any member of a Toastmaster club may participate regardless of the language normally used

during the regular meeting.

Q10.  How many contestants can participate?

A10.  For an area with four or less clubs, each club can send two contestants. For Division that have 4 or less areas, the first and second place winners can also participate in the Division contest.

Q11.  Can a member compete in more than one contest at a time?

A11.  A member can compete at the same time in both Japanese and English as they are separate contests. Also any member may participate in as many club contests as they wish. However they can participate in only one area contest per type of contest.

Q12.  Who can be the chief judge?

A12.  There are no requirements for chief judge. But D76 recommends that the person has been a judge in the past and received judges training. The chief judge can be a member of the host club or not. Choosing the chief judge is completely up to the contest chair.

Q13.  What is the job of the chief judge?

A13.  The chief judge 
    
1. Finds contest judges, tie-breaking judge, timers, and vote counters.
2. The chief judge briefs the contest judges, timers, and vote counters before the contest.
3. The chief judge collects Speaker's Certificate of Eligibility and Originality through contest chair, and confirms their accuracy.
4. The chief judge personally and discretely collects the tie-breaking judges ballot
5. The chief judge checks the vote counters tally
6. The chief judge hands the result to the contest chair

Q14.  I am chief judge for an upcoming area contest. Someone told me that I must nominate judges from other areas and not allowed to nominate within my area. But it is very hard to invite judges from other areas, because other areas are very far from my area. What should I do?

A14.  You don't need to nominate judges from other areas if that is not practical. Someone might have read TI's Speech Contest Manual 2010 (catalog item 1173) in which he/she might read "Where practical at area and division contests, judges should be selected from clubs or areas not represented by a contestant." But it also says "If this is not practical and given each club or area sending a contestant also sends a judge, the chief judge shall carefully brief the judges on the importance of not showing bias in the judging procedure."

And most importantly, The Speech Contest Manual 2010 is not the Speech Contest Rulebook. If you have a concern regarding what is printed in on the Speech Contest Manual, please follow the Speech Contest Rulebook. (please refer to the page 6 of the Speech Contest Rulebook. It says "This

rulebook controls all decisions regarding contests. The comments in the Speech Contest Manual and training materials are intended to give guidance but are not rules.")

Q15.  I am going to provide an educational workshop at the next district conference, and I just won the division contest and want to proceed to the district contest. But someone said that I am not eligible to compete at the district contest. Is this true?

A15.  True. You are not allowed to compete at the district contest if you conduct the workshop at the same district conference. Speech Contest rules (4 Eligibility, B) say that "B. The following are

ineligible to compete in this contest: presenters of educational sessions at the area, division, and/or district event at which the contest will be held"

Q16.  What is the difference between the contest chair and the master of ceremonies (MC)?

A16.  The contest chair is the person responsible for preparing and conducting the contest. The MC is simply a presenter who runs the contest during the day of the contest. Depending on the needs and size of the contest they can be the same person, or the functions of contest chair can be shared by two persons, or one for preparing the contest beforehand, and another for conducting the contest on the day.

To be more specific, as indicated in Page 11 and 12 of the Speech Contest Rulebook 2010 as well as Pages 5 and 6 of the Speech Contest Manual 2010;

Contest chair is responsible for the entire management and organization of the contest. The contest chair needs to:

·       Set the time, place and budget for the contest

·       Assign a chief judge 

·       Inform the contest of the time, place of the briefing, and send the paperwork to be submitted

·       Ensure the contestant have full understanding of the rules

·       Conduct the contestant briefing before the start of the contest

·       Determine the speaking order

·       Collect the contest results from the chief judge

·       Announce prior to announcing results if time disqualifications occurred

·       Announce the winners

·       Address any protests　

·       Notify the contestant of a disqualification regarding originality or eligibility

·       Thank all who helped make the contest a success, in closing

Other responsibilities which are also included but it is all right to delegate to others:

·       Ensure the appropriate materials are available

·       Ensure that all staff and participants have the materials they need

·       Promote the contest

·       Opening the contest

·       Actually explain the contest rules

·       Announce the speaking order

·       Introduce the speakers

·       Introduce interviewer and or conduct the interview,

·       Close the contest

 However, it would be better that the following three responsibilities out of nine ones in the above should be retained by contest chair itself.

·        Actually explain the contest rules

·       Announce the speaking order

·       Introduce the speakers

The MC, or Toastmaster of the contest, is an optional role, whose task is primarily to make announcements, introductions, etc. and otherwise control the meeting to the extent as delegated by

the contest chair.  

In the case of larger events there is an organizing committee to help support the contest chair in the planning and carrying out the preparation for the contest. The contest chair may serve as the chairman of that committee, or other person may serve. In the same token, the function of MC may be performed concurrently by contest chair, or may be taken on by another person.

As a result, there may be three different persons for organizing committee chair, contest chair to conduct the contest on the day, and MC, or any two persons may share any two of them, or rather just one person may perform all of the three roles concurrently.


Q17.  What are the rules regarding video or audio recording a speech contest?
 
A17.  If you wish to record a speech contest, all speakers or presenters must give their written permission to be recorded beforehand. Any speaker who refuses should not be recorded. Upon request, any speaker or presenter is entitled to one copy of the recording at no charge. Recording should not cause a safety hazard to any in attendance, nor should it be a distraction to a speaker or presenter.

During a district conference, recording of speakers and presenters may only occur with the permission of the Host District Chairman. Recordings of these events will be controlled by the Host District Chairman or his/her appointed representative.
 
If one or more authorized Toastmasters provide recording services and tapes are made available for sale, the Toastmaster providing the services may be reimbursed only for expenses and may not profit from the recording nor charge for the use of equipment. Profits from any recording sales must be deposited in the district account.