As another club contest season approaches, many newly appointed Vice Presidents Education may feel uncertain about how to organize a speech contest effectively. To uphold the proud traditions of Toastmasters and ensure contests are run with fairness, professionalism, and excellence, we have prepared this guide. It is designed to help club officers and contest officials clearly understand their roles, follow the official Speech Contest Rulebook (2025–2026), and confidently deliver a well-structured, dignified contest that provides contestants with a valuable growth experience.
I. Preparations Before the Contest
1. Identify Key Speech Contest Roles:
- Contest Chair
- Chief Judge
The Chief Judge appoints:
- At least five (5) voting judges (minimum requirement for club contests, unless impractical)
- One tie-breaking judge (known only to the Chief Judge)
- Two (2) Timers
- Two (2) Ballot Counters
- 1–2 Sergeant-at-Arms
2. Eligibility Verification
- All contestants must be paid members in good standing of a club in good standing.
- For the International Speech Contest: Contestants must also have completed Levels 1 and 2 in any Pathways path or hold the Distinguished Toastmaster (DTM) designation.
3. Documents to Prepare and Print
- For contestants:
- Speaker Certification of Eligibility and Originality
- Speech Contestant Profile
- Participation Certificates
- For officials:
- Judge’s Guide and Ballot (International, Table Topic, Evaluation)
- Judge’s Certification of Eligibility and Code of Ethics
- Tiebreaking Judge’s Ballot (International, Table Topic, Evaluation)
- Counter’s Tally Sheet
- Speech Contest Time Record Sheet and Instructions for Timers
- For general use:
- Contest Agenda
- Winner’s Certificates
4. Additional Materials
- Trophies or prizes
- Refreshments
- Speech Contest Rulebook, electronic copy for reference
II. Before the Contest
1. The Day Before
- Confirm venue, timing, and logistics.
- Chief Judge contacts judges; Contest Chair contacts contestants and collects speech titles.
- Sergeant at Arms ensures materials and equipment are prepared.
2. On Contest Day
- Officials arrive at least 30 minutes early.
- Sergeant at Arms distributes materials, checks seating and equipment setup.
- Chief Judge briefs judges, counters, timers.
- Contest Chair briefs contestants, verifies forms, and conducts drawing for speaking order.
3. Briefings
- Judges: Sign Code of Ethics; review ballot and rules.
- Tie-Breaking Judge: Briefed privately by Chief Judge.
- Counters: Learn tallying process.
- Timers: Review timing sheet and signals.
- Contestants: Verify forms, draw speaking order, confirm speech titles, and review timing protocol.
III. During the Contest
1. Before Speeches Begin
- Contest Chair welcomes audience and outlines rules:
- Silence phones.
- No photography during speeches.
- Number of advancing contestants depends on District policy.
- Contest Chair introduces Chief Judge and confirms readiness.
- Contest Chair defines speaking area.
- Timing rules:
- International, Humorous, Online: 5–7 minutes.
- Contestant disqualified if less than 4:30 or more than 7:30 (disqualification at 7:31, not 7:30).
- Green signal: 5:00 (1 min)
- Yellow signal: 6:00 (1 min)
- Red signal: 7:00 (until end)
- Timing start: After being introduced, each contestant must first say “Thank you, Contest Chair.” The Contest Chair responds, “You’re welcome.” Timing begins with the contestant’s next definite verbal or nonverbal communication.
- Silence for 1 minute after each speech; 2 minutes after the last speech.
2. Speech Presentations
- Contest Chair introduces contestants: “Name, Speech Title, Speech Title, Name.”
- Timer starts after the communication rule above.
- After each speech: silence for scoring.
- After last speech: ballots collected in silence; Chief Judge and Counters leave to tally votes.
3. Contestant Interviews
- Contest Chair interviews contestants briefly, using their profiles.
- Certificates of Participation awarded, photos taken.
- Continue until Chief Judge returns with results.
4. Announcement of Results
- Confirm no protests and no timing disqualifications (number only, not names).
- Announce winners in reverse order: 3rd, 2nd, 1st.
- Results are final once announced, unless announced incorrectly.
- Announce advancing contestants (number based on District decision).
5. Acknowledgments
- Thank Chief Judge (on behalf of judges).
- Thank timers, counters, SAAs, and all helpers; present certificates or gifts.
- Contest Chair formally closes the contest.
* This updated version now fully aligns with the 2025–2026 Toastmasters Speech Contest Rulebook.