(Roles & Responsibilities) Toastmasters … International – District 61 Conference Plan (Roles and Responsibilities) Last Update: December 22, 2014 Page 1 1. INTRODUCTION 1.1 Purpose

District Conference Plan (Roles & Responsibilities)

Toastmasters International District 61

TABLE OF CONTENTS

1. INTRODUCTION .......................................................................................... 1

1.1 PURPOSE.................................................................................................................. 1

1.2 SCOPE ...................................................................................................................... 1

1.3 REFERENCED DOCUMENTS ....................................................................................... 1

2. CONCEPT OF OPERATION ....................................................................... 4

2.1 THEME ...................................................................................................................... 4

2.2 VISUAL IMAGERY ....................................................................................................... 4

3. ROLES AND RESPONSIBILITIES .............................................................. 5

3.1 CONFERENCE CHAIRMAN .......................................................................................... 5

3.2 DISTRICT DIRECTOR (DD) ......................................................................................... 6

3.3 PROGRAM QUALITY DIRECTOR (PQD) ....................................................................... 6

3.4 CLUB GROWTH DIRECTOR (CGD) ............................................................................. 7

3.5 WEBSITE COORDINATOR/ DESKTOP PUBLISHING COORDINATOR ................................ 7

3.6 CONFERENCE BROCHURE CHAIR ............................................................................... 7

3.7 CONTEST/JUDGES COORDINATOR (CAN BE MULTI-PERSON ROLE) ............................... 8

3.8 CREDENTIALS COORDINATORS (EXPERIENCED, NOT RUNNING FOR OFFICE) ................ 9

3.9 ENTERTAINMENT & DECORATIONS CHAIR .................................................................. 9

3.10 VOLUNTEER COORDINATOR ....................................................................................... 9

3.11 STAGE MANAGER ...................................................................................................... 10

3.12 REGISTRATION .......................................................................................................... 10

3.13 FACILITIES CHAIR ...................................................................................................... 11

3.14 AUDIO VISUAL (A/V) COORDINATOR ........................................................................... 12

3.15 WORKSHOPS CHAIR (E/F) ......................................................................................... 12

3.16 MINUTE BY MINUTE CHAIR ......................................................................................... 13

3.17 SPONSORSHIP COORDINATOR ................................................................................... 13

3.18 TREASURER .............................................................................................................. 14

3.19 SECRETARY .............................................................................................................. 15

3.20 COMMUNICATIONS OFFICER ....................................................................................... 15

3.21 HOSPITALITY CHAIR ................................................................................................... 15

3.22 AIDE-DE-CAMP PERSONNEL ....................................................................................... 16

3.23 CONTEST CHAIRS RESPONSIBILITIES ......................................................................... 17

3.24 CONTEST CHIEF JUDGE RESPONSIBILITIES ................................................................ 17

3.25 ACCESS CONTROL VOLUNTEER (S.A.A.) RESPONSIBILITIES ....................................... 18

3.30 TOAST PRESENTER RESPONSIBILITIES ....................................................................... 18

3.31 INVOCATION PRESENTER RESPONSIBILITIES .............................................................. 19

4.0 ACTIVITY DETAILS .................................................................................... 21

4.1 PLANNING MEETINGS ................................................................................................ 21

Toastmasters International – District 61 Conference Plan (Roles and Responsibilities)

Last Update: December 22, 2014 Page 1

1. INTRODUCTION

1.1 Purpose

This plan describes how District 61 prepares and executes its bi-annual conferences. It is intended as a single source document of Roles and Responsibilities required for these events.

All Roles and Responsibilities previously defined in other plans are now defined in this one plan. This plan excludes client roles and responsibilities.

1.2 Scope

District 61 holds two conferences per year for the following reasons:

to conduct the District Council Meeting

to train Area and Division Directors

to hold speech contests

to provide education through workshops

to provide opportunities for Toastmasters to practice leadership and communication skills

to provide opportunities for Toastmasters to learn by observing others in all roles

The scope of the District conference entitles all active and inactive members to attend and opens participation to anyone else whose registration is accepted.

1.3 Referenced Documents

This plan is guided by or refers to the following documents:

Toastmasters International Manual of Management Operations, as amended

Toastmasters International District Administrative Bylaws, as amended

Toastmasters International Fund Raising booklet

Conference Planning Guide from “Dance Among Stars” 2008



The following plans are subordinate to this plan:

Plan Key Points Owner

District Director’s Plan Lunch & Banquet District Council Meeting Communication and Leadership Award (C&L)

District Director

Facilities Plan Facilities Catering Guest Accommodations Main point of contact with hotel

Facilities Chair

AV Plan Audio visual (main room and break out rooms) Sound board Simultaneous translation equipment

AV Chair

Decorations Plan Entertainment for Friday & Saturday night Decorations signage

Entertainment & Decorations Chair

PQD’s Plan Speech Contests – assign and assist contest coordinator

Workshop approval Closing Ceremonies (provide min x min)

PQD

Contest Plan

(Coordinator assigned by PQD)

Choose Contest Chairs Choose Chief Judge Find judges – ensure chief judge has list of

judges names and contact information 1-2 weeks before conference

Officials (2 timers, 4 ballot counters, 2 SAAs) Contestants list Oversee contests to ensure briefings take place,

officials are present, contestants are present

Contest Coordinator (E/F)

Conference brochure Bookmark printing Editor of conference brochure

Conference brochure chair

Website Plan Registration Form Maintenance of website

Website Chair

Registration Plan Registration System Registration Form Registration Team

Registration Chair

Volunteer Plan Collect names of volunteers from registration forms

Event Control – ensure volunteers briefed and prepared to serve at conference

Volunteer coordinator

Sponsorship Plan Solicit sponsorship Keep list of Sponsors (and levels) Keep list of Sponsored Items Give lists to AV chair for Powerpoint Give lists to brochure chair to go in brochure

Sponsorship Coordinator



Plan Key Points Owner

Treasurer Plan Budget Accounting Reporting

Treasurer

Workshops Plan Selection Procedure Facilities Requirements Sgt At Arms Requirements

Workshops Chair (E/F)

Minute by Minute Plan Create agenda for centerfold of brochure Create master minute by minute for conference

Minute by Minute

Communications Officer Plan

Translate all documents (for promotions, brochure, website, correspondence) into both official languages

Communications Officer

Secretary Plan Keep accurate minutes of all committee meetings

Secretary

Baskets/Raffle Plan Advertise to solicit baskets from clubs Collect baskets at conference Sell raffle tickets Draw and announce prizes

Basket/raffle chair

Stage manager Plan Ensure events in main room stay on time Coordinate with serving staff during meals for

food service between events

Stage Manager

Conference mentor Provide advice and support to conference chairs

District Director’s Plan Lunch (provide Min x Min) First Timer’s reception DTM reception Banquet (provide Min x Min) District Council Meeting (provide agenda)

DD

Club Growth Director Plan

Opening Ceremonies (provide min x min) CGD



2. CONCEPT OF OPERATION

2.1 Theme

The Theme for this conference is decided between the team and PQD; with final approval of the District Director.

2.2 Visual Imagery

The visual theme for this conference is decided between the team and PQD; with final approval of the District Director.



3. ROLES AND RESPONSIBILITIES

For each conference a team of volunteer Toastmasters will be required to participate in the conference organization. These Toastmasters will be assigned duties within various sub-committees and will be lead by the individuals performing these roles.

3.1 Conference Chairman

Overall responsibility of the planning and running of the conference.

Ensure all committee chairs have what they require to do their functions effectively.

Ensure promotion material and registration forms are ready at the preceding conference.

Prepare and present a conference budget (to be approved by the Trio) before any money is spent for the conference.

Arrange the facilities (work with facilities chairman).

Be available to advise any of the chairs.

Keep the district executive up-to-date.

Develop program schedule for whole conference working with the various chairs.

Provide minute-by-minute to hotel staff coordinator.

One of the Signing Authorities at Bank; coordinate with Treasurer

Address protocol issues

Arrange head table seating in consultation with DD

Early…invite political dignitaries to opening ceremonies. Suggest proclaiming it Toastmasters Day or weekend.

Create presentation for delivery at preceding conference

Oversee promotions for all TLIs and Division Contests to promote conference

Oversee the purchase of the gifts for workshop presenters

Arrange for music and words for the two national anthems (US & Canada) at the opening ceremonies through PQD.

Arrange for entertainment Friday and Saturday nights. Contracts to be signed by DD only.



3.2 District Director (DD)

Responsible to select and contact the Keynote speaker.

The planning of the C&L program and the Dinner Banquet.

At the conference, the First Timers meeting, the opening of the Keynote’s workshop and International Officer session as well as the DTM reception.

Be advisor for the Credentials Chair and supply with a list of the voting members.

Arrange for agenda for the business meeting. Notify Facilities Chair of any special requirements for the business meeting.

Assign Chairs for all plenary events other than contests.

Be available to talk to Toastmasters during the entire conference and SMILE no matter what!!!!!

3.3 Program Quality Director (PQD)

PQD is an ex-officio member of the Conference organizing committee and acts as liaison between the Trio and the committee.

Be advisor for Conference Chairs and any other Chairs.

Order all trophies and certificates required for contests.

Choose English and French Contest Chairs and ensure they organize contests.

Review and approve French & English Workshops (use vetting process through committee to ensure fairness).

Mail conference information to the top three of the Region VI districts, including any candidates for International director within Region VI.

The PQD is responsible for the Closing ceremony.

The coordination of the District’s contests, including collecting all forms related to Division-level contests.

The selection of judges and ballot counters for the District level contests is through the Contest/Judges Coordinator, assigned by the PQD.

The preparation of the District Hall of Fame and any new DTM presentations. Coordinate through facilities chair for set up.

During conference, provide a list for the promotion chair of dignitaries present to be acknowledged



3.4 Club Growth Director (CGD)

Responsible for all protocol issues.

Arrange head table seating in consultation with District Director.

The planning and running of the Conference’s opening ceremonies during which, the District Logistics Manager will open the conference.

Responsible for the District banners’ parade, introduction of the singer of the National Anthems and call for all new educational award recipients are included. Provide the words for both National Anthems to facilities chair to display on the main screen.

CGD should get someone to announce the club banners as they come in.

3.5 Website Coordinator/ Desktop Publishing Coordinator

Design and set up website including Paypal or other online payment method.

In consultation with committee chairs, assist in designing an overall look for the website of the conference.

In consultation with committee chairs, assist in producing produce conference and hotel registration forms, display posters, handouts, conference program, workshop signs and Saturday night banquet program in bilingual format. This task is very important as it helps bring a thematic and look and feel for the design and production of all material used both in print and on the screen at the conference and online.

Provide promotion materials to District website master.

Arrange for printing of such items as conference program, Saturday night banquet program and display posters and place cards for the head table

3.6 Conference Brochure Chair

In cooperation with the Website Coordinator / Desktop Publishing Coordinator prepare a conference program for all events

Notify the facilities chair of schedule and any requirements that will be needed.

Arrange to have the programs for the conference printed (overall program, program for each event).

Give promotional chair the summary of the program (Center fold of the program) for promotional material



3.7 Contest/Judges Coordinator (can be multi-person role)

Assigned by PQD

Find the judges for the 4 district contests. Ensuring that no judge is in the club of a contestant and be aware of arms-length bias (dating or married Toastmasters).

Check judges’ names against District contest training spreadsheet to ensure qualifications.

Inform all timers, ballot counters, SAAs, judges, Chairs and Chief Judges of meeting times at conference.

Send letter to Chief Judge with a copy of:

contest rules judging forms instructions (remind judges to complete forms properly: sign & date please) Information concerning time allowed for rules (NOTE: since the contestants and judges

meet before and go over all the rules, you may suggest that they just give a very brief summary for the audience not read word for word).

Be there at meeting at the conference to provide any help necessary.

To be on the safe side (in case the Chief Judge does not bring them) brings copies of the judging forms, timer and counter forms (English and French versions).

Obtain from Division Directors names of Toastmasters who can act as timers and counters

Obtain contestants names, addresses and phone numbers from PQD/ Division Directors as division contests are finished (winners and runner-ups).

Advise PQD and Contest Chair of contestant names.

Advise Conference Brochure chair of contestant names.

Send to each contestant as soon as you know their names:

rules of contest judging form of contests instructions of when and where to meet Contest Chair for draw and instructions Instructions that if they are not present for the drawing, their alternate will take their

place and make the draw. A contestant must be present at the drawing and instructions or be disqualified.

Biographic information form and originality form with instructions to bring the completed form to the conference and give to the Contest Chair.

Assist Contest Chair whenever required.



3.8 Credentials Coordinators (experienced, not running for office)

Set up and staff credentials desk (check with Conference Chairman for timing).

Arrange to have ballots for business meeting.

Announce the count at the beginning of the business meeting.

Be familiar with the rules of Toastmasters International concerning who is eligible and what constitutes a quorum and who can carry a proxy.

3.9 Entertainment & Decorations Chair

Arrange for entertainment Friday and Saturday nights.

Arrange for any door prizes or spot dance prizes (if necessary).

Arrange for decorations for Friday and Saturday night to create the right atmosphere according to the theme.

Arrange for music and words for the two national anthems (US & Canada) at the opening ceremonies with assistance of PQD.

Arrange for flowers/decorations for the Head Table for Saturday lunch.

Name tags for Head Table for all events.

With Facilities Chair, hang District Banner (get from DD), Canadian & US flags at all main events (Opening Ceremonies, Meals)

Arrange with facilities chair to hang the club banner as they come in from the parade during opening ceremonies.

Create signs for workshops and directions at venue

3.10 Volunteer Coordinator

Organize the team to recruit volunteers

Get list of names of people who volunteered from registration chair

Obtain list of volunteers from previous conferences

Have a Toastmaster to escort the Speech Evaluations contestants (fall) or Table topics contestants (spring) out of the room and stay with them until the last contestant comes in.

Arrange for the distribution and pick up of workshop and conference evaluation sheets

Assign someone to line up the head table outside the room for the banquet.



Get updated lists of registered guests to the conference to seek out volunteers

Provide names of volunteers to the contest coordinator.

Insure that there are sufficient volunteers for the following roles:

Registration desk Access control to the main room throughout the conference

Keynote presentations Contests access control

3.11 Stage manager

Ensure events in main room stay on time.

Ensure smooth flow of all the Conference events except the contests and Business meeting

Coordinate and play the music and A/V presentations used during the conference

Work with the Speakers, MCs, Contest Chairs and others running an event at the conference to keep things on time, all the time.

3.12 Registration

Prepare PR material & registration forms for distribution at the preceding conference

Organize a team to register participants at the preceding conference, at other events and at the Conference

Set up registration envelopes for guests (name tag containing meal tickets, wine ticket (if applicable), instructions (briefings for contestants/judges, instructions to volunteers), DTM reception invitations (provided by DD)

Coordinate bag-stuffing

Set up pre-registration packages at least 1 week before the conference.

Obtain from Facilities Chair how many meal tickets can be sold at the door (if any…we are getting away from this practice).

Obtain petty Cash from Conference Treasurer (arrange for a cash box for at-the-door registrations).

Maintain on-going registration records and mail confirmations.

Prepare refund cheques, as appropriate

Arrange banking with the Conference Treasurer (signing authority)



Work with volunteer coordinator sending updates to list of volunteers at least weekly

Arrange for a separate team to be at the entrance of the main hall, where contests are held, to sell contest ONLY entrance tickets.

Remember that a speech contestant does NOT have to pay to attend their own contest.

District 61 provide complimentary conference registrations, as an honorarium, to the District Director, absorbed within conference expenses, provided that after doing so, the conference breaks even.

All complimentary registrations MUST be pre-approved by the District Director.

3.13 Facilities Chair

Be the main liaison between the Conference Committee and the Hotel event’s coordinator

Provide updates on the number of registered guests at the hotel to the Conference chair

Communicate the logistical requirements for every event of the conference to the Hotel

Handle all logistical issues during the conference

Review the contract with the Hotel and advise the committee on any matter requiring their input/action

Supervise the flow of events in conjunction with the Stage manager

Work with all chairs as to what facilities/equipment/set up they require.

Coordinate the schedule of the event with the Head Waiter for meal service and set-up.

Work with all chairs as to what facilities/equipment/set up they require.

Arrange for meal menus, serving, set-up. Menu to be approved by DD.

Some hints about setup for meals:

Head table with lectern and mike Platform at opposite end of head table with lectern mike and neck/lapel mike Canadian & US flags District banner hung Place to hang club banners (not required at all meals)

On that day be available for anyone needing something, you are the only contact with hotel staff (plus one assistant)

Obtain name of person who will be on duty that weekend that you can use as a contact at the Hotel.

Arrange for hanging of banners etc. (work with Entertainment & Decorations Chair for



anything they may need)

Advise hotel of the number of meals required (NOTE: make sure registration chair knows how many extra meals they can sell to late registers).

Check maximum capacity for all events

Ensure water is in all rooms

Coordinate with the Leadership (Nominations) Chair for the Spring conference to ensure tables for the candidates are allotted.

3.14 Audio Visual (A/V) Coordinator

Be the main liaison between the Conference Committee and the companies and services providers used for the conference (D.E. Systems and Advantage for instance)

Work with a team to ensure the proper operation of all microphone equipment, LCD projectors or other equipment supplied for the conference. Assist as necessary in troubleshooting.

Ensure room is set up with all equipment requested by the leader (check out room ½ hr. before and be there 15 minutes before).

Create and display Powerpoint showing sponsors during screen “dead” time – intersperse with images from conference supplied by photographer

Work with Entertainment & Decorations Chair to set up entertainment requirements.

3.15 Workshops Chair (E/F)

Create Workshop Application Form

Prepare message to be posted on Conference Website

Line up workshops.

Obtain approval for all workshops from PQD (through formal vetting process).

Obtain all information and photos from workshop presenter for program brochure.

Prepare write-up of workshops for program brochure & website.

Let workshop presenters know the date, time and location of their workshop. Enquire about any specific requirements. Instruct the presenter to choose their introducer / S.A.A.

Let Facilities and AV Chairs know what equipment each workshop presenter requirements.

Ask all workshop presenters to provide you with an advanced copy of their introduction in



case their chosen introducer doesn’t make it.

Arrange for workshop signage with the conference committee.

Find out whom each workshop presenter will use as his or her introducer or who the Volunteer Chair has found. Have a couple of volunteers that can fill in if needed. Work with educational chair for number required and for whom.

Send instructions to introducers:

Introduction of workshop presenter (most will supply them for the introducer if asked). Instructions concerning timing (45 minutes) find out when the workshop presenter would

like the warning signals and when. Thank the workshop presenter and present certificate of thanks and gift from District.

Ensure all introducers are present at the conference and in time for workshops.

Prepare envelopes for each workshop containing timing cards, introduction, evaluations, gift for workshop presenter on behalf of DD and Conference Committee

Have a couple of back-up introducers (should be experienced Toastmasters who can step in quickly).

3.16 Minute by Minute Chair

Develop conference program for all events in consultation with conference chair

Notify facilities chair of schedule and any requirements that will be needed.

Create agenda for center spread and arrange to have on website as soon as possible

Obtain minute by minute schedules from Trio for inclusion in main minute by minute plan

Ensure AV table, conference chair, volunteer coordinator, Stage Manager and MC all have copies for each event

3.17 Sponsorship Coordinator

Develop a plan to obtain gifts or financial sponsorship to help cover financial costs of the conference.

Prepare a list of possible sponsors, i.e. The Citizen, Advantage, SunLife, etc.

Prepare and mail donation requests

Obtain gifts for the speakers (workshops), door prize gifts and any financial assistance from sponsors.

Arrange for appropriate recognition (i.e inclusion in program or banner)



Send thank you notes after the conference

3.18 Treasurer

The Conference Treasurer will work directly with the District Finance Manager.

Petty Cash

- Set-up a petty cash book for the conference - Obtain cash advance from the District Finance Manager to fund petty cash. Petty

cash will not be given over until the budget has been approved by the DD. - Record all expenditures in the petty cash log. Each item must be properly coded to

the appropriate line item in the District Budget - Provide petty cash log to District Finance Manager monthly and when requesting

additional funds. - Transfer remaining funds to conference bank account to close petty cash once all

expenditures are complete – deadline: within 2 weeks following conference

Budget

- Work together with the conference chair and committee to develop the conference budget

- Provide preliminary views of the budget to the District Finance Manager once a month (by month-end) until the budget is finalized

- The net profit of the conference budget should not be less than what is reflected in the annual District Budget

- Submit budget to the DD for approval within 3 months of the event - Review the budget with the District Finance Manager

Deposits

- Obtain the deposit card for the conference bank account from the District Finance Manager

- Deposit all revenue into the conference account as they are received

Expenses >$500

- Any one-time expenses >$500 must be pre-approved by the DD and paid by the District Finance Manager

- Receive expense claims and prepare for reimbursement by the District Finance Manager – ensure all receipts, contracts, and documentation are included

- Each expense must be properly coded to the appropriate line item in the District Budget



- Expenses must be pre-approved by the DD at least 1 week in advance of spending - Submit expense form and documentation to the DD within 2 weeks of spend - Expenses for the attendance of special invited guests and incentives involving

conference tickets is at the discretion of the DD.

Financial Reporting & Forecasting

- Review budget before every meeting and update the forecast of spend with the latest estimates from committee sub-chairs

- Prepare monthly financial reports showing actual spend versus budget – both in monthly view and year-to-date view

- Review financial reports with the conference committee and submit to the DD and District Finance Manager within 1 week of month-end

- Prepare final income statement of the conference once expenditures are complete – deadline: within 3 weeks following conference

Note: a separate conference account cannot be set up without DD, District Finance Manager, PQD and WHQ signatures as this is violate TI accounting rules.

3.19 Secretary

Take minutes at all meetings and especially, record Action Items and who is to do them..

Prepare minutes and distribute copies within one week after meetings. Copies should be sent to PQD and DD.

Send a reminder of upcoming meetings to all attendees

3.20 Communications officer

Translates all promotional and conference material including web-site, promotional flyer and program

Helps to edit brochure, website etc.

3.21 Hospitality chair

Arrange for any out of district guests to be greeted.

Coordinate with DD for the roles of Aide-de-Camp for VIPs i.e. airport pickup

Arrange for a welcoming committee at the front lobby of the conference hotel.

Welcome sign for front lobby or registration area.



Set up a lost & found box, bulletin board

Coordinate information table near registration, also lost & found box.

Manage the hospitality suite.

3.22 Aide-de-Camp personnel

The person asked to be an Aide-de-Camp (ADC) to a Keynote speaker or VIP is appointed by the District Director. It is an honorary, volunteer position.

The responsibilities of the ADC include:

1. Acting as a liaison officer and advisor between the District Director, the conference committee and the Keynote speaker.

2. Providing advice and assistance to hosts of official functions on behalf of the District Director.

3. Ensuring that the Keynote speaker is where he or she needs to be at the appointed time for official functions.

4. Attending to the needs of the Keynote speaker when required. This includes transport, scheduling assistance and guidance related to his or her expected duties and meeting appointments.

The Aide will normally verify arrangements with the conference committee, contact and meet with the hosts and visit the site beforehand. On some occasions, a rehearsal or dry run may be required. On-the-spot changes to the itinerary or program are to be communicated to the keynote by the ADC.

The duties begin as early as received and communication with the Keynote speaker is to be established then. The duties end when the Keynote speaker has been safely transported back to the airport, as applicable, otherwise, when the Keynote leaves the conference venue. Transfers and personal commitments may alter this appointment, in exceptional cases.

Aides-de-Camp are expected to ensure that they maintain contact with the Keynote on the following aspects:

a. Transportation. If by air, confirm flight itinerary and pick up and drop off times; b. Hotel arrangements (through the DD). Room reservation and possibly room payment. The DD

will try to accommodate guest speakers under the complimentary rooms provided by the hotel as part of our contract.

c. Contact information (phone numbers, e-mail addresses) d. Meals – Provide info and possibly transport to restaurants for meals that will not be at the

conference. The Keynote may not have any local currency. If a meal is to be paid for by the District, the ADC should enquire to the DD ahead of the event on details about payments and reimbursements. Pre-approval of any expenses must be given by the DD in writing prior to the expense.



e. Meals – at the conference, confirm meal choices and dietary needs, provide those to the conference committee

f. Scheduling. Paramount to not cause undue stress to our Keynote speaker. Confirm scheduling of appointments and stage time of the Keynote and be ready to call their hotel room to confirm that they will be ready in sufficient time to be on stage at the appointed time

g. Communicate any requests from the Keynote speaker to the conference committee ASAP.

3.23 Contest Chairs Responsibilities

Ensure that the necessary forms have been provided from each contestant as soon as possible.

Contact the contestants and request from them any missing information

Inform the contestants of the date and time of the contest briefing and contest time at the conference.

Conduct the briefing and chair the contest.

Have on hand and be familiar with the following:

- Contest rules

- Contest judging form for their appropriate contest

- Contest script (vetted by the PQD)

- Biographical information forms from each contestant and alternate.

3.24 Contest Chief Judge Responsibilities

Obtain the names of all the contestants and alternate and their club number and verify eligibility with TI.

Obtain the names of all the contest officials from the Volunteers’ Coordinator

Inform the contest officials of the date and time of the briefing and the contest.

Have with you two chronometers and colored cards in case they are required at the contest.

Conduct the Official’s briefing.

Have each judge sign and submit to you the Judge’s Code of Ethics form before the contest.

Have on hand sufficient numbers of the following forms:

- Contest rules



- Judging forms - Judge’s Code of Ethics forms - Chief Judge instructions (for the officials’ briefing)

3.25 Access Control Volunteer (S.A.A.) Responsibilities

The role of SAA for any meal event involves the following:

As a team, the SAAs take their place at the entrance of the room they are assigned for access control.

Ensure that all who wish to enter show you their registration card (in a plastic sleeve) or a specially printed ticket that allows them to get in. This includes District officers; Past DGs/DDs and even the visiting officials.

Anyone not able to produce such an item needs to be referred to a conference committee member for assistance.

3.30 Toast Presenter Responsibilities

1. At a Toastmasters conference, the time allotted to a toast is a maximum of 2 minutes.

2. A good toast is a speech in miniature. As anyone who writes can tell you, it takes a great deal more effort to be succinct than long-winded, so prepare your words well in advance. Mark Twain felt that "It usually takes more than three weeks to prepare a good impromptu speech." Practice, practice, practice if you want to sound spontaneous.

3. Exercise eloquence and wit. A good toast is hard to find, probably because people seldom give thought to what will be said. And, when they do, too often they turn it into a roast. A good toast should be a gift, not an insult, so make it appropriate, flattering and, if possible, memorable.

4. Remember to KISS ... keep it short and simple. Brevity is the soul of wit and the heart of hospitality. As George Jessel said, "If you haven't struck oil in three minutes, stop boring." Better still, think three sentences. The simplest words are perceived as the most sincere. Be yourself. A toast is not an audition for Hamlet. The best words and witticisms are your own, so forget about being reminded of something you once heard or read. Originality is the essence of wit.

5. End on a positive note. A toast should always be upbeat. Lead your audience to a conclusion with a generally accepted gesture like "Raise your glass".

Procedure 1. Be prepared at the side of the stage when you are being introduced. 2. Bring a glass with you to the lectern.



3. Offer a gracious or inspirational short speech, then propose the toast by saying "Ladies and gentlemen, please rise, raise your glasses and join me in a toast.” Hold a glass at the ready, while you wait for everyone to stand. Don't raise it until just before the last sentence of the toast. To ______________". This is the one time you don’t address the person conducting the meeting (MC) when you finish. Just return to your seat.

3.31 Invocation Presenter Responsibilities

1. Be prepared at the side of the stage when you are being introduced.

2. At a Toastmasters conference, the time allotted to an invocation is a maximum of 2 minutes. The invocation is usually bilingual so part of it will be in French, the remainder, in English.

3. The term invocation is from the Latin verb invocare which means to call on, invoke, or to give.

4. Although it could take the form of a supplication or a prayer, in Toastmasters, the invocation is to be secular since our members are people of faith, some are atheists and others are agnostics. Using a prayer-like speech can make many in the room uncomfortable.

5. A good invocation is a short speech that may take as much time to prepare as manual speech. Practicing the speech several times in advance will make your presentation much better.

6. A secular invocation will focus on thanking the people present, the reasons we are together, and what you hope to happen at the event and a message of gratitude. You could also invite people to take a short time to quietly reflect on being thankful for the opportunity we have to be here in their own way. As a result, everyone can be mindful of the being thankful without being excluded. You can wrap things up by affirming how thankful everyone is for the companionship and nourishment they'll receive

— that will be true for everyone in the room atheist, agnostics or believer.

Procedure Come up to the lectern. Offer a gracious or inspirational short bilingual speech in a secular invocation. You do not have to address the person conducting the meeting (MC) when you finish. Just return to your seat. Please do not ask people to stand for the invocation and do not offer a prayer or ask people to bow their heads.





4.0 ACTIVITY DETAILS

4.1 Planning Meetings

The Conference Planning Team will meet to set goals, share status, assign tasks, and allocate resources.

4.1.1 Input

Conference Plan Template

Minutes Template

Budget

4.1.2 Process

Conference Planning Meetings

Frequency: monthly until 2 months out, then every two weeks until 1 month out, then weekly

Location: A boardroom holding at least 20 is suitable. The location also requires space to lay out the refreshments. It is the responsibility of the chair to find the boardroom.

Meeting Agenda and Minutes

Preparation: The Conference Chair will send out an agenda before the meeting.

Distribution: The Secretary distributes the minutes of the previous meetings to the people identified on the Conference Contact List a day or two before the meeting.

Refreshments

Because the planning meetings are often held in the evening, over meal hours, funds are budgeted for refreshments for the team. Refreshments are organized by the chair.