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How to Plan and Implement a Contest

- Advice from Experienced Club -

By ICF Chiba Toastmasters ClubOn July 29, 2007

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ICF Chiba Toastmasters Club

On 29th of July, 2007 at Kinrou Kaikan, Minato-ku, Tokyo

Hosting District 76 Fall Contest, ･･･････　　　 Planning, Preparation and Hosting

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☆ Asked by Governor of D76 ☆ My decision making as President;

Good chance to enhance our club capability Good chance to celebrate our 10th Anniversary

☆ Procedure; Approval of Club Executive Committee Appointment of Conference Chair by D76 Governor Establishing Steering Committee

We also hosted Area 13 Speech Contest this spring 　with AIG Toastmasters Club.

How　We　Came　to　Host　　A　D76　Speech　Ciontest?

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2006　D76　Fall　Conference

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X

D76　SpringContest

D76　FallContest

Club　Level

DistrictLevel

DivisionLevel

Area　Level

TypeS　OF　Contests

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Hesitate, reluctant 　

☆ Looks so big and complicated.　

☆ Do not know the detail.　

☆ Will members work willingly? 　

☆ Will other clubs cooperate willingly?　

☆ Will the balance not be in deficit? Thus your worries go on …….

Reaction　-　When　you　are　asked　　　　　　　　　　　　　　　　　　to　host　a　contest　-

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Experiences　&　Know-how　of 　 Hosting　a　Contest

They were; Fragmental, not integrated and, not systematically usable

Then, ; Gathered, Integrated and, 　 systemized in a form of document

And ; Shared for common use and expected to be reused in future.

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Secretary

SteeringCommittee

Chair

Party　planning

Stage　 et　upｓ

General　affairs　&Accounting

Preparation　of　materials&　equipment

Administer　contestproper　Contest　Chair

Assist　contest　chair　inprogress　of　contest

Public　Relations

Setting up of Steering Committee

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to　prepare,　or　to:Schedule　of　contest・ 　and　notify　emceeConfirm　contestants'　stage　setting　requirements　in　advance・

Refer　to　List　2　of　previous　sheet Confirm　eligibility　of　contestants・Confirm　contestants・ '　attendance,　names,　speech　titles,　etc.Decide　・ by　lottery　speech　delivery　order　of　contestantsExpain　contest　rule　to　contestants・

Chief J udge to:Confirm　tie　breaker・Explain　contest　rule　to・ 　judges

J udgesTimersArrange　necessary　・ timers'　kit

CountersＶｏｔｅCaller to:① Call contestants to or for:Explain　contest　rule・Microphone　test　and　set・ 　acoustic　equipment　condition

② Call judges to: Explain　judging　rule　to　judges・

③ Call and lead contestants to waiting　seats・Withdraw　pin　or　WL　microphone　and　hand　to　next　contestant　・

InterviewerPrepare　contestants'　profile　(in　advance)・

Presenter, helper　to　present　certificates　and　trophiesArrange　certificates　and　trophies　in　advance　・

PC projector handler

J ob　item　andMember　List　2

Mission　to　be　assigned　and　additional　work　pertaining　to　duty

Contest　Chair

J udges　and　helpers

Appoint supporting members (Emcee, judges, helpers,interviewer, hall assitant, callers.)

Organization　and　J ob　assignment　 for　the　District　76　Fall　Conference　2006ICF　ChibaToastmasters　Club Drafted　2006.10.07

For discussion on 2007.1.20. Translated,　modified　on　2007.1.14. J ob　item　and　Member　List　１ J ob　item　and　Member　List　２Refer　to: Administer　contest　proper Administer　contest　J ob　item　&　Member　 (Contest　Chair- J apanese- ) (Contest　Chair-English- )List　　1 Staff　in　charge:

SC Conference J ob　item　&　Member　Decide　important　matters: List　　2 J ob　item　and　Member　List　3 Refer　to　List　2　of　previous　sheetEx.Income/expense　plan, Party　planning　　　　Participation　fee J ob　item　&　Member　 Staff　in　charge:Progress　check　&　control List　　3Notice　to　ClubsSelection　of　guests　 J ob　item　&　Member　Others List　　4 Prepare　program

Select　guests,　Send　invitation　letterJ ob　item　&　Member　 Assign　roles　(MC,　entertainment,　attending　guests,　etc)　List　　5 Prepare　party　hall　L/O

EntertainmentGuest　Speaker　(Not　final) J ob　item　&　Member　 DVD　recording,　photographing

List　　6

J ob　item　&　Member　 J ob　item　and　Member　List　4 J ob　item　and　Member　List　5List　　7 General　affairs　&　Accounting Progress　control

Staff　in　charge: Staff　in　charge:J ob　item　&　Member　List　8

J ob　item　&　Member　 Prepare　registration　guide,　formalityList　　9

J ob　item　&　Member　 Open　bank　accountList　　10 Control　income　and　expense

Receive　application　and　registerJ ob　item　&　Member　List　　11 J ob　item　and　Member　List　7

Book　keeping Hall　&　satge　set　upStaff　in　charge:Reserve　venueVisit　venue　in　advance　Check　venue　hall　conditions

J ob　item　and　Member　List　6 Check　stage　sign　board　preparation　methodPublic　relations Prepare　hall　L/OStaff　in　charge: Prepare　judges'　briefing　room

Prepare　reserved　seatsFlier Set　speech　Area　(Contest　Chair)Invitation　letterProgram　of　the　dayRegistration　guide　 Control　of　acoustic　equipmentRegistration　formality *J oint　work　with　Contest　Chair

J ob　item　and　Member　List　8 J ob　item　and　Member　List　9Arrange　beverageStaff　in　charge:

Staff　in　charge:Arrange　beverage,　snack　at　hall

Arrange　trophies,　certificates, Prepare　lunch　boxstage　sign　board,contestants'　ribbon,　name　plates,banner, To　be　included　in　another　functioncomment　sheet,judges'　sheet,　flower　for　decoration*J oint　work　with　contest　chair

J ob　item　and　Member　List　 11Leading　visitors　to　venue

Steering Comitte Chair

Budget　planning　(Estimated　number　of　participants,simulate　income/ expense,　food,　etc.)

Reception work on the day ofcontest

Control　registration　&　prepareentry/ registration　list

(Conference　to　beadministered　by　Secretary)

Leading visitors to venue

Develop　income/expense　plan,and　estimate　participation　fee

Arrange beverage

Administer contest properContest Chair - J apanese-

Public Relations

*Drafts　to　be　prepared　by　contestchair　and　general　affairs　officer

Preparation　of　materials　&equipment,　 contest　kit

Prepare:&

Assist contest chair inprogress of contest

Check　&　control　(Work　assign-ment,　Scheduling,　Progress)

Confirm　stage　setting　of　each　contestantand　set　up　accordingly

Send　registration　guide　&formality　toconcerned　clubs

Hall and stage et upｓ

Preparation of materials &equipment

General affairs & Accounting

Progress check

Administer contest proper(Contest Chair-English-)

Party planning

Overall Job Items

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to prepare, or to:Schedule of contest and notify emcee ・Confirm contestants' stage setting requirements in advance・Confirm eligibility of contestants・Confirm contestants' attendance, names, speech titles, etc.・Decide by lottery speech delivery order of contestants・Expain contest rule to contestants・

Chief J udge to:Confirm tie breaker・Explain contest rule to judges・

J udgesTimersArrange necessary timers' kit・

CountersＶｏｔｅCaller to:①Call contestants to or for:Explain contest rule・Microphone test and set acoustic equipment condition・

②Call judges to: Explain judging rule to judges・

③Call and lead contestants to waiting seats・Withdraw pin or WL microphone and hand to next contestant ・

InterviewerPrepare contestants' profile (in advance)・

Presenter, helper to present certificates and trophiesArrange certificates and trophies in advance ・

PC projector handler

J ob itemand Member

Mission to be assigned and additional work pertaining to duty

Contest Appoint supporting members (Emcee, judges, helpers, interviewer,hall assitant, callers.)

J udges andhelpers

Administer contest proper(Contest Chair-English-)

Administer contest proper(Contest Chair)

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J ob item and Member List 4General affairs & AccountingStaff in charge:

Prepare registration guide, formality

Open bank accountControl income and expenseReceive application and register

Book keeping

Develop income/expense plan, andestimate participation fee

Send registration guide & formalitytoconcerned clubs

Control registration & prepareentry/ registration list

Reception work on the day ofcontest

General affairs & AccountingGeneral Affairs

& Accounting

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J ob item and Member List 8

Staff in charge:

Arrange trophies, certificates,stage sign board,contestants' ribbon, name plates,banner,comment sheet,judges' sheet, flower for decoration*J oint work with contest chair

Preparation of materials &equipment, contest kit

Preparation of materials &equipment

Preparation of Materials & Equipment

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Merit　of　Documentation

Is to makes all jobs clear to all members, providing common basis of understanding, and makings the followings easier;

☆ Members join the hosting work more willingly,

☆ Dividing or Splitting the entire hosting work,

☆ Assignment of jobs,

☆ Smooth Communication and Management,

Thus, Concerted Implementation of jobs for the entire hosting work is made possible.

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11 11月 日 9:00 18:00～ x1ピンマイクWL x1マイク

-1孔雀 有線マイク ホワイトボード

　　8:40花台 より客先がセット

最前列のみ机T(Timer),J (Chief　J udge),C(Contest　Chair)H(Helper),　G(Guest　Speaker),　P(Peter),　N(Noda)

13:30開会16:45閉会

　　2.2m　x　5m　x　15cmステージ

実際の位置受付

ﾃｰﾌ ﾃ゚ ｯ゙ｷ使用

物置500ml生茶ﾍ ｯ゚ﾄﾎ ﾄ゙ﾙ 80

行灯手書き 　500mlﾐﾈ ﾗﾙ ｳｫｰﾀｰ 40

( )部屋の表示 行灯

5コンテスタント T1　　　　　　　　　　　　　　　　　　　J 　　　C　 H1

椅子席120名用意

トー

ストマスター

ズ

秋　

季　

大　

会

D76

6ガバナー

ボトル類

H1　　　　　　　　　　G　　　P　　N

Hall Layout

Remark: Original developed by Saitama Toastmasters Club

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Simulation of Balance of Income/Expense

Number of Participants x Fee/person (Variable)

Venue hall & room charges, Fees for guest speakers, Cost of printing flyers & programs,Stage sign board, Decoration flowers,Trophies, Beverages, Traffic expenses　　　　　　　　　　　　　　　 ・・・・・・・・・・・・・・・・Assumed

Income:

Expense:

Should be marginally surplusand to be estimated by simulation

Balance:

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Selected simulated case and actual results of Japanese and English Contests.

-- Actual results shown in ( ). --

Total number of participants : 255 ( 257 )

Fee per person: 1,500 Yen ( 1,500 Yen )

Total of income: 382,500 Yen ( 385,500 Yen ) 　

Balance: 52,840 Yen ( 18,894 Yen )

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The　Party Together in commemoration of the 10th Anniversary of ICF Chiba Toastmasters Club

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NAME Role Nov.11 Role Party Role Nov.12

Ishii KenkoReception, Carryingconference & partygoods

Lottery Reception, Carryingconference & party goods

Ichiya Rieko Reception Reception, Interviewing

Kubota IsaoBallot Leading at、Station 11-12, Helperat hall, Closing adress

Closingaddress Helper at hall

Kuwahara Midori Interviewing、Reception

Sato Yasuyo Leading at Kuyakusho-maebus-stop 8-9

TakayamaKuniteru Edition of video recording (After the conference)

Takimoto Sooko D76 Governor

Chiba Mutsuko Carrying conference& party goods MC, Lottery Carrying conference & party

goods

ICF Chiba oastmasters Club MembersＴ

Job Assignment on the Days of Contests

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What we gained from hosting the ContestMembers could;

☆ Do what they could do voluntarily and joyfully.

☆ Learn functional and effective communication method.

☆ Learn and practice leadership skill 　

☆ Enhance event-planning and public-relations skills.

☆ Expand our network of friendship & partner-ship with other clubs.

Income/Expense accuracy;

☆ Budget planning and control 　

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ContesT　is　Over

SEE　You　Again

Thank You for Listening ...

ICF　Chiba　Toastmasters　Club

on 29th of July, 2007 at Kinrou Kaikan, Minato-ku, Tokyo