Organizers Guide

Organizer‘s Guide

Set Dates

• Be sure to set provincial, then regional, then local level competitions, setting each date at least one month previous to the next level competition.
• Ideally, this should be done in December to make sure dates are recorded on everyone’s calendar.

Decide Location

• Central to area.
• Consistent with any existing rotation.
• Facility suitable for speakers and anticipated audience.

Book Facility

• Book with the appropriate person.
• Determine all details of payment (cost, to whom, when, method of payment). Be sure payment is available at the right time (cheque signed, etc.) Send a confirmation letter.
• Determine who will open/close facility, handle keys, etc.
• Obtain a P.A. system and podium.

Select Judges

• Use criteria of knowledge, attitude, appropriate experience, interest in youth, willingness, and ability.
• Select higher level competition judges first (i.e. provincial, then regional, the local).

Inform Your Judges

• purpose of the competition
• level
• what you expect of judges
• use the forms (send samples)
• comments (verbal, written)
• competition rules
• specific details (date, time, place)
• scoring and teller system

Encourage all judges, to attend a Judges’ Seminar.

Inform appropriate Squadron Officers, Sponsoring Committee and Provincial Committee members and parents of details of the competition (time, date, place, level, judges, etc.).

Promotion

• Be sure speakers know to whom, and by when, they are to provide speech titles.
• Contact local radio and television station(s) with details of the competition (you might even be able to arrange for someone from the station to attend and tape a report for airing, or act as judge, M.C., etc.).
• Write a brief news release and provide this to newspapers 2-3 weeks in advance of the competition.
• Be sure to ask newspapers if a reporter/photographer can attend. If not, be prepared to take a few pictures and send in a short follow-up release.

Sponsors

• Ask sponsors if they are interested in sponsoring part of the Effective Speaking Competition. Do this 4-6 weeks ahead of the date, to allow them time to respond.
• Contact new sponsors if desired. Know in advance exactly what kind of support (dollars, materials, people, etc.) you wish.
• Invite sponsors or representatives to attend the competition – and recognize them when they do attend.

Recruiting Officials and Helpers

• Chairperson
  • Provide chairperson with a copy of “Rules for Competition” well in advance.
  • Chairperson possibilities: Sponsoring Body President, Junior Officers, Senior Officers, ex-Cadets, media representatives
  • Responsibilities
    • Keep speakers as relaxed as possible.
    • Determine from each speaker, before the competition starts, whether she/he wishes to use the podium, P.A., and time cards. During the competition move this equipment as necessary.
    • Inform and guide the audience through the program.
    • Introduce  officials,   guests,   judges,   sponsors,  etc.,   noting   any  special   seating arrangements.
    • Call upon each speaker by the pre-determined speaking order, e.g. Speaker A, Speaker B, etc.
    • Watch the Judges to see if they need assistance, more time, etc.
    • Optional – announce results, present awards, thank you(s), etc.
    • Be responsible for maintaining a smooth, comfortable pace for the program.
    • Following the competition, introduce the judges, timers, etc. and ask the Cadets to introduce themselves and to indicate why they selected the topic they did.
• Timer(s)
  • Provide each timer with an accurate stopwatch.
  • Explain to timer(s) the competition order, procedure, duties etc.
  • Inform timer(s) of what to do with Timer Marking Sheet.
• Teller(s)
  • Explain to teller(s) the duties:
    • Calculate placing from judges’ ranking.
    • Inform chairperson of the calculated results.
  • Inform teller(s) of what to do with Timer Marking Sheet.
  • Inform teller(s) of what to do with Judges’ Scoring Marking Sheets and Teller Scoring Marking Sheet.
• Set-Up Crew
  • Find several people to set-up tables, chairs, P.A. system, etc.
  • Arrange for a key to be available.
• Clean-Up Crew (as above)

Refreshments

Be sure to arrange exactly who is responsible for buying or bringing juice, coffee, food, etc.

Forms and Paperwork

• Arrange for someone to print or type the speakers’ numbers, speech titles, Scoring Marking Sheets, Evaluation Sheets, Timer Marking Sheets and Teller Scoring Marking Sheet in the order in which they will speak, and in the same order on all the these sheets.
• Arrange appropriate packages of Scoring Marking Sheets, Evaluation Sheets and notepaper for each Judge, Timer and Teller.

Printed Program

• Arrange for someone to write, prepare, and copy the programs for the competition, if any.
• Programs should include all items to occur during the competition: welcome, introductions, list of officials, list of speakers/speeches, presentations, comments, list of sponsors, etc.
• Order of speaking should be determined in advance. A random draw of numbers for speaking order is often the fairest method. There should be two distinct phases to the competition: the prepared speeches are delivered first, followed by the impromptu speeches.
• Alternating prepared with impromptu speeches can save time and keep a smooth flow to the program.

Hospitality

• Arrange for people to: greet guests, direct officials to organizers for consultation, direct speakers to chairperson for consultation, pass out programs, handle name tags (if any), direct attention to refreshments.

Impromptus

• Arrange for one of two people to sit at a separate table to handle impromptu topic cards, etc. for speakers.

Duties will include:

• The true object of impromptu speeches is that each competitor speak on the same topic chosen by the competition coordinator.
• All competitors will leave speaking area in a predetermined speaking order, the next speaker will be isolated and given impromptu topic.
• Allow each speaker three minutes after being given the topic to prepare ideas and/or notes on that topic. (A second timer with a stopwatch can be used here). Pencils and spare blank cards should be available to the speakers.

Recognition of Judges and Other Officials

•  Say “thank you”; an inexpensive gift is optional, but appreciated. The gift may be made presented by a Cadet.

Remember:

•  The Cadets are already benefiting from the training in a life-long skill. Expensive or elaborate awards are not required or recommended.

Organizers

• Hopefully the participants and/or their parents will thank you! After all, you are doing this for the benefit of Air Cadets.

Sponsors

• A “thank you” Certificate goes a long way.

After the Competition:

• Be sure winning speakers know the time, date and place of the next level and who to contact regarding that Competition.
• Remember your post-competition publicity in the media.

NOTE: In order to ensure uniformity and avoid controversy, each Effective Speaking Provincial Committee that hosts the National Competition must work in very close association with the National Effective Speaking Chairperson. The Chairperson must ensure that the program follows the National rules and that precautions are taken to avoid complaints, problems, etc.

Important preparation for Competitions

1. Make sure whoever is teaching the lessons knows the rules and requirements of the Air Cadet effective speaking program.
2. Make sure the Cadets know the rules and requirements of the Air Cadet effective speaking program.
3. Make sure paperwork is filled out correctly and on time. (g. Cadet application form ACC54 requires 4 signatures: Cadet, Parent, CO and SSC Chair.)
4. Make sure Judges know the rules and requirements for marking.