TOASTMASTERS INTERNATIONAL

DISTRICT 41

CONTEST GUIDELINES
2016-2017

FOR CLARIFICATIONS CONTACT

District Chief Judge Program Quality Director

Saurabh Chandra Tripathi, ACS & ALB Pallav Verma, ACS & ALS
: +91-8599852406; : saurabhctripathi@gmail.com : +91-9990634638; : pallav.verma@gmail.com
 INDEX
PARTICULARS PARAGRAPH

Contests Organization and conduct 16

District Contests 78

Funding of contests at Area & Division levels 9

Contests a public event 10

Content of contest speeches 11

Eligibility of contest judges and chief judges 12

Anonymity of judges 13

Conduct of judges 14

Judges and contestants briefing 15

Judges guide and ballots 16

Chief Judge as voting judge 17

Registration of contests with Program Quality Directors team 18

Communication about contest operations and results 19

Use of cameras and other electronic equipment 20

Toastmasters International speech contest rulebook 21

Speech contest FAQs and e-learning modules 22

Toastmasters International District 41 Where Leaders Are Made

 TOASTMASTERS INTERNATIONAL
DISTRICT 41
CONTEST GUIDELINES FOR 2016-2017
The Speech Contest Rulebook (1171) issued by Toastmasters International shall be followed by the district for
all contests at all levels club, area, division and district. Please refer to it before conducting any contest:
http://www.toastmasters.org/rulebook.aspx

These guidelines are a localized supplement to the rulebook, reflecting choices made by the district in terms of
the types of contests to be held, protocol for moving contestants through different levels, dates for completion
of contest cycles in accordance with the district calendar, etc. They should be observed in addition to all the
rules in the Speech Contest Rulebook.

1. Contests Organization and Conduct

1.1 District has opted for the following four contests to be held during the year as stated:
a. Humorous Speech Contest (Semi Annual Conference)
b. Evaluation Contest (Semi Annual Conference)
c. Table Topics Contest (Annual Conference)
d. International Speech Contest /World Championship of Public Speaking (Annual Conference)

1.2 Clubs may also conduct a Tall Tales contest if they so desire. However, areas, divisions and the district
shall not conduct Tall Tales contests.

1.3 As per Toastmasters International guidelines below is decided for 2016-17 in District 41.
a) If the Area has 4 or less clubs up to 8 weeks prior to the Area Contest date two contestants will move
from each club to the Area.
b) If the Area has 5 or more clubs up to 8 weeks prior to the Area Contest date one contestant will move
from each club to the Area.
c) This year we have maintained at max 4 Areas in each Division and hence two contestants will move
from each Area to the Division in all the 4 types of contests in the year.
d) ONLY ONE Contestant shall move from each Division to the District level competition.

1.4 The contestants can be selected by whatever means the club desires whether by nomination or by
holding a contest within the club. Clubs are encouraged to hold contests as competition tends to lift
speaking standards and has a positive impact on improving the quality of speeches. If a contest is held, it
must comply with the rules in the Speech Contest Rulebook and adhere to the District 41 Contest
Guidelines. The contest results are considered final. Except as stated above, two highest-placed available
contestants at the club level shall proceed to the area level. Two highest-placed available contestants at

Toastmasters International District 41 Where Leaders Are Made

 the area level then proceed to the division contest. Only one highest-placed available contestant of the
division shall proceed to the district contest. If at any time before the Area contest it is found that the
Clubs have not adhered to this guideline or 1171 Speech Contest Rulebook, the contestant may not be
permitted to participate in the Area Contest. [Please see 2 of 1171 Speech Contest Rulebook for more
details on this (page #5-6) ]

1.5 Individual admission fees to a contest may be charged to audience attendees and contest officials;
however, contestants may never be charged a fee to compete in a contest, and clubs may never be
charged a fee to send a contestant to a contest.

1.6 Each contestant must be physically present to compete beyond the club level. Participation through the
use of live, online audio and video-conferencing is permitted at club contests for clubs that allow online
attendance at their meetings. Participation by audio tape, video tape, teleconference, Web cam,
streaming audio, or other remote technology is not permitted.

2. Timeline for conducting Contests

2.1 The Humorous Speech and Evaluation contests should be conducted by clubs, areas and divisions
between 1st July 2016 and 1st October 2016, concluding about 2 weeks before the District semi-annual
conference, Resonance 2016 scheduled to be held in October 2016 at Greater Noida, India.

2.2 The International Speech contest and Table Topics contest should be conducted by clubs, areas and
divisions between 1st January 2017 and 1st May 2017, concluding about 2 weeks before the District annual
conference, Oration 2017 scheduled to be held in May at Chandigarh, India.

2.3 Club, Area and Division leaders are encouraged to have a gap of two weeks between two levels of
contests, as far as possible.

2.4 Post completion of the contest the details must be submitted to the Program Quality Director and the
District Chief Judge within 7 days. Clubs nominating contestants may inform the Area Director, the
Program Quality Director and the District Chief Judge 7 days prior to the Area Contest.

3. Contest Committee

To conduct contests at the Area or Division level, a contest committee should be formed by the Area/ The
committee should select a date and venue for holding the contest in line with the Area and Division
Calendars. Clubs should organize their contests in a timely manner that fits in with the calendar of Area,
Division and District events. Adherence to the District Calendar is expected from all clubs.

4. Basic guidelines for Contest operations:

4.1 For the Club contests, there should be a contest chair, chief judge, a tiebreaking judge, at least 5 judges, 2
ballot counters and 2 timers appointed, unless impractical. The clubs may choose to nominate the

Toastmasters International District 41 Where Leaders Are Made

 contestants to the next round by whatever means. In case, it is not practical to have the above
mentioned number of role players, prior approval must be sought from the Program Quality Director
for any exceptions.
4.2 For the Area contests, there shall be a contest chair, chief judge, a tiebreaking judge, 2 timer and 2 tally
counters and a minimum of 5 judges. Preferably the judges should be from clubs which are not a part of
the same Area or there must be equal representation from each club.
4.3 For the Division contests, there shall be a contest chair, chief judge, a tiebreaking judge, at least 7 judges,
2 tally counters and 2 timers. No judge shall be a member of any club in which a contestant is a member.
Also, mentors of any of the contestants must not be the judge at any level.
4.4 For the District contest, there shall be a contest chair, chief judge, a tiebreaking judge,4 judges or equal
representation from the divisions composing the district, 3 ballot counters and 2 timers. No judge shall be
a member of any club in which a contestant is a member.
4.5 Kindly refer the Judges eligibility criteria under section 2B of the 1171 Speech Contest Rulebook 2016
(page # 7).
4.6 Ensure representation from clubs/areas/divisions in the respective areas/divisions/district level
contests to perform the role of sergeant at arms, timers, ballot counters, contest masters and contest
chairs.
4.7 The Tally / Ballot Counters are privy to sensitive information that requires confidentiality and is a critical
role. It is advised that senior / experienced Toastmasters are appointed as Tally/Ballot Counters.
4.8 With the intent to groom new leaders at each level the Area and Division leaders may consider having 2
new Chief Judges (trained), 2 new Contest Chairs (trained). Area and Division leaders are encouraged to
ensure training and adherence to the stipulations of the contest at all times.
4.9 Contest Chairs are required to refrain from deviating from the standard script where they call the name
of the contestant title of the speech title of the speech - name of the contestant. The Contest Chair /
Contest Master must ask for 1 minute of silence after every speaker and 2 minutes after the last
speaker. In evaluation contest the contestants should be provided 5 minutes to prepare their notes
after the speech completion. Contest Chairs are requested not to stretch the opening by indulging in
story telling or cracking jokes. Contest Chairs may allocate a maximum of 1 minute per contestant for
interviews. Avoid asking too many questions maximum two / three questions may be asked.
4.10 The contest chair may appoint a contest Toastmaster to perform any of the chair's duties. In such cases,
the term, "contest Toastmaster" should be considered synonymous with "contest chair." A contest
Toastmasters is also ineligible to compete in the contest at which they are serving.
4.11 Contestants who plan to use props (including any sort of electronic device), must notify the contest chair
prior to the contest. Contestants must abide by any venue restrictions on the use of props. All props must
be set up during the minute of silence prior to the contestants speech and removed from the stage in the
minute of silence following the speech. Contestants may enlist someone to help them with props, but it is
not the responsibility of the contest chair or any other contest official to do so. Contestants must
demonstrate to the contest chair prior to the contest that the props can be set up and removed in the
allotted times. If a contestant is unable to demonstrate this, the props cannot be used during the contest.

Toastmasters International District 41 Where Leaders Are Made

5. Winners

5.1 If clubs have chosen to conduct contests, the winner(s) will be sent to compete at the area level. The
winner(s) from each area will compete at the division level. The winner from each division will compete in
the district-level contests. In case the winner is not available the next highest placed contestant will be
permitted to participate. In case of the top winners not being available, the next highest placed winners
will represent the club at Area. In case, none of the participant is eligible (due to disqualification or
unavailability of top winners), club will go unrepresented at Area.

5.2 All the contestants must be ranked by the Judges without giving any consideration to the time & eligibility.
Based on their scoring the ballot only must be handed over to the Ballot Counters / the Chief Judge. It is
recommended that the Judges destroy the upper portion of the Judging sheet after the contest is over. A
tie-breaking judges ballot shall be used to break ties for equal ranked contestants, even if the contestants
have not scored.

5.3 The Chief Judge of every contest shall provide a list showing placement of all contestants to the contest
chair, which could be used to advance contestants to the next level of contest, should the highest-placed
contestants be unavailable.

5.4 In contests with five or more participants, a third place, a second place and a winner will be announced.
In contests with four or fewer participants, a second place and a winner will be announced.

5.5 A contest must be held, even if there is only one contestant. In such case, the contestant must be
disqualified if he or she does not meet the timing, originality and eligibility requirements.

5.6 Announcement of contest winners is final, even if it is announced incorrectly, in which case the chief
judge, ballot counters or timers are permitted to immediately interrupt to correct the error.

6. Awards, Trophies and Certificates

6.1 The contest winners may be awarded mementoes and certificates to honor them for their achievement
and encourage them to participate at the next level of the contest.
6.2 Certificates of Participation may be issued to each contestant. Digital content available for download at
http://www.toastmasters.org/en/Shop/Contests/certificates/Speech%20Contest%20Certificate%20Particip
ant_510D.aspx
6.3 With regards to the trophies, please understand that if anyone wishes to use the Toastmasters
International word mark and/or logo, permission must be requested by completing a Trademark Use
Form. In case of any queries about usage of the logo / customization for local use you must get written
permission from WHQ.

Toastmasters International District 41 Where Leaders Are Made

7. District Contests Semi-Annual Conference
7.1 The following contests will be held at the District semi-annual conference, Resonance 2016 scheduled to
be held in October 2016 at Greater Noida, India:

7.1.1 Humorous Speech Contest

7.1.2 Evaluation Contest

7.2 Names of the winners (first, second and third placed) of each division contest shall be communicated to
Program Quality Directors team by an email (d41contest2016@googlegroups.com) not later than 2nd
October 2016.

7.3 District 41 will have the finals directly at Resonance 2016. All 9 divisions will send one contestant each
and they will compete directly in the District level final.

8. District Contests Annual Conference

8.1 The following contests will be held at the District annual conference, Oration 2017 scheduled to be held
in May 2017 at Chandigarh, India

8.1.1 International Speech Contest

8.1.2 Table Topics Contest

8.2 Names of the winners (first, second and third placed) of each division contest shall be communicated to
Program Quality Director by an email (d41contest2016@googlegroups.com) not later than May 1st,
2017.

8.3 District 41 will have the finals directly at Oration 2017. All 9 divisions will send one contestant each and
they will compete directly in the District level final.

9. Funding of Contests at Area & Division Level

Contests at area & division level should be funded by registration amount collected from attendees.
However, District will provide the certificates to all participants & role players. The District shall also
provide the trophies for Area & Division level winners. No amount shall be collected from clubs. Entire
activity should be non-profit oriented. Financial activities of the division contests may be verified by the
District Treasury for compliance with policies and protocol of Toastmasters International. Any funds left at
the Area & Division level contests must be deposited to the District.

10. Contests A Public Event

Toastmasters International District 41 Where Leaders Are Made

 The contests could be made a public event by inviting general public to witness the best speakers
compete. As far as possible, try and obtain press coverage for the event.

11. Content of Contest Speeches

11.1 The subject of International and Humorous contest speeches shall be selected by the contestant. The
subject of Table topics speeches shall be determined by the contest chair/chief judge. The subject of the
Evaluation contest shall be limited to oral evaluation of the test speakers speech.

11.2 Speeches given by the contestants shall be substantially original, which shall be certified in writing to the
contest chair/chief judge prior to the presentation of their speeches. Any quoted material must be so
identified during the speech presentation. As per the new guidelines no more than 25% of the speech
may contain reference to other material.

11.3 While there are no restrictions to speak on topics related to Sex, Religion, or Politics, contestants
are encouraged to keep in mind the audience sensitivity while selecting topics. Ethnic, sexist, racial or
sectarian jokes or slurs in the speeches must be avoided at all times. Speakers should avoid potentially
objectionable language, anecdotes, material, gestures and props and abstain from indulging in vulgar or
sexually oriented innuendo. Area Directors and Division Directors are encouraged to counsel contestants
in case any speech at the Area or Division level is in bad taste.

12. Eligibility of Contest Judges and Chief Judges

12.1 Contest judges and Chief Judges must be trained judges (trained after 1st July 2014) and should be
members in good standing. Judges at the Area and Division contests shall have been a Toastmasters
member in good standing since the July 1, 2015 and have completed at least six speech projects from the
Competent Communication manual. For club level the Judges must be a member in good standing.

Judges at the district speech contests shall have been a Toastmasters member in good standing since the
July 1, 2015 and shall be at least Competent Communicator and preferably have previously judged a
Toastmasters speech contest at area, division or district level. Judges from outside District 41 must
provide proof of training to be considered as a Judge at Area, Division or District level.

12.2 Guests and non-Toastmasters should not be used as judges for the contests (including at club level). In
case of any violation the contest would be considered as null and void and there would be no
representation from that club, area or division for the next level.

12.3 Prior to the contests, all judges are encouraged to refresh their knowledge by engaging with the
interactive online judges training module at:
http://www.toastmasters.org/Members/OfficerResources/eLearning/SpeechContestModule/SCTSession2.aspx

Toastmasters International District 41 Where Leaders Are Made

13. Anonymity of Judges

Insofar as possible all judges, except the Chief Judge, at every level must remain anonymous and must not
be introduced to the audience.

The identity of the tiebreaking judge should be kept secret, and known only to the chief judge. Certificates
of appreciation for the service rendered by the judges should be given to the chief judge to hand over to
the individual judges.

14. Conduct of Judges

The verdict of the judges is final and should neither be commented upon nor criticized. Judges must avoid
evaluating the contestants or giving specific feedback on their performance after the contest. They must
not discuss the judging activity with others. However, a judge must report any misconduct to the chief
judge and the chief judge in turn must bring to the notice of the conference chair and Program Quality
Directors Team.

15. Judges and Contestants briefing

15.1 Briefing of all judges and contestants must be conducted in person by the chief judge and the contest
chair, respectively, before the commencement of the contest. The contestants briefing precedes the
judges briefing as contestant speaking order determined in the former needs to be communicated to the
judges in the latter.

15.2 Briefings shall not be done telephonically, or through the use of other electronic media. Tiebreaking judge
should not attend regular judges' briefing and should be briefed privately by the chief judge.

16. Judges guide and ballot

All judges are required to write their names, state their club name and/or number on the Judges Ballot
and sign it before handing over to the chief judge/ballot counters. Ballots may be considered invalid and
ignored if the aforesaid information is missing. The tiebreaking judge's ballot shall be collected personally
by the chief judge while the ballot counters shall collect ballots of other judges.

17. Chief Judge as voting Judge

Chief Judges will not serve as voting judges at any level.

18. Registration of contests with Program Quality Directors team

Toastmasters International District 41 Where Leaders Are Made

 As far as practical, all area and division contests shall be registered with the Program Quality Director, at
least one week prior to the contest, with names of judges, chief judge, contestants and the contest chair.

Tie breaking judge shall be included as part of the regular panel of judges. Please send an email to
Program Quality Directors team at d41contest2016@googlegroups.com

19. Communication about contest operations and results

Within 7 days of the club contest being held, contest chairs must email the concerned Area Director
information about the concluded contest, such as the date when it was held, the names of the contest
chair, chief judge, judges, and a list showing the ranking of contestants. The name of the tiebreaking judge
should be disclosed as a part of the panel of judges without revealing that the member acted as a
tiebreaking judge.
Area Director shall compile the information received from the clubs and forward it along with similar
details with regard to the area contests, to the concerned Division Director within a week of the area
contest.
Division Director shall compile the information and forward it to the Program Quality Director along with
similar details pertinent to the division contests, within a week of the division contest, and no later than
2nd October 2016 for the Humorous Speech and Evaluation contest season and 1st May 2017 for the World
Championship of Public Speaking and Table Topics Contest.

20. Use of cameras and other electronic equipment

Photography, audio or video recording of contestants speeches may be engaged in only after obtaining
consent from the speaker(s) and the contest chair in writing. For district level contest only the District will
do the recording and it is not allowed to any other individual. Contest organizers must ensure that there is
no flash photography at any time while the contest is in progress. All electronic recording devices or other
equipment(s) if used, should not emit any sound and must be used unobtrusively. Cell phones must be
switched off or kept in silent mode while the contest is in progress.

21. Toastmasters International speech contest rulebook

21.1 The latest version of the Speech Contest Rulebook will be referred to for all clarifications and contest
operation management. You may download it from: http://www.toastmasters.org/rulebook.aspx

21.2 Rebranded ballot forms can be downloaded for free from the shop area on the Toastmasters
International website. Digital kits are available at no charge for all the contests:
http://www.toastmasters.org/MainMenuCategories/Shop/Awards/Certificates/SpeechContest.aspx

22. Speech contests FAQs and e-learning modules

22.1 Speech contest FAQs are listed on the TI website and should be reviewed prior to conducting a contest:
https://www.toastmasters.org/Footer/FAQ/Speech%20Contests

22.2 Contest officials should also view the speech contest rule book:

Toastmasters International District 41 Where Leaders Are Made

 https://www.toastmasters.org/~/media/3117F77BBF4D430B8A403ECECDD5F99F.ashx

It is requested that the above guidelines be followed for all contests beginning from the club through the area,
division and till the district level.

In case of any queries which has not been covered in this document, you are requested to contact Program
Quality Director, Pallav Verma or District Director, Mukesh Kulothia, DTM or District Chief Judge Saurabh
Tripathi.

For any queries/observations, please write to: d41contest2016@googlegroups.com

******************** THANKS *********************

Toastmasters International District 41 Where Leaders Are Made