Running an Effective Online Contest: Logistics and Technology
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Richard Daniel Abel EC1 and
Dave Bachan DTM
23-Nov-2020
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Before the Contest
During the Contest
After the Contest
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Read and understand the contest rule book
Zoom Account Settings
Arrange for a Pro Zoom account (Free accounts have a time
limit of 40 mins)
Enable the Breakout room feature
Arrange who is going to be Zoom Hosts and Co-Hosts
for the contest
Find out who are the contestants and contest officials
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Timers have the appropriate virtual background
setup in Zoom
Ensure judges remain anonymous
Change their name to Judge 1, Judge 2, etc when they
join the meeting
Remove any identifying photo that will show up when their
video is off
Explain to the contest officials how the breakout
room used
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Zoom Host
set up a breakout room for the contest officials – Judges’
Room
ensure all judges are anonymous
control the movement of contestants and contest officials
move contest officials to breakout room when time need
Zoom Co-host(s)
Admitting individuals into the Zoom meeting
Do video and mic tests with contestants as they come into
the contest
Mute/unmute as needed
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Open the Zoom meeting host and co-host(s)
Set up breakout room – Judges’ Room
Disable chime when guests enter/leave room
Host and co-host(s) know their roles
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Contest officials admit first
all judges are anonymous
timers have appropriate virtual background setup
move to breakout room from briefing with Chief Judge and
Zoom co-host
return to main contest room after briefing
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Contestants admit second after the contest officials
are moved to breakout room
Complete video and mic test with each contestant
Know how to pin the Timer
Contestants to rename themselves if needed
Contest chair complete briefing
Pick speaking order for the contestants
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Contest officials return from breakout room
Contestants to pin timers
Any late arrivals wait in the waiting room while the
contest is on
Chat not be used during the contest
only between Zoom host and co-host(s)
only between Contest chair and Zoom host
Contest chair begins contest
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Move the Counters, Times and Chief Judge to the
breakout room
Move Zoom co-host to Judges’ Room for tech help
need
Timers give contestant times to the chief judge and
return to the main room
Once voting judge are ready (raising their hand), the
Zoom host moves them one by one into breakout room
to give Chief Judge their votes return to the main room
Counters and Chief Judge to count the votes return to
main room when completed
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After last voting judge is moved to the breakout
room the Contest Chair can start contest interviews
Chief Judge returns to main room
Chief Judge and Contest Chair moved the breakout
room to review results with co-host for support
Chief Judge and Contest Chair return to main
room to announce the winners
Contest Chair closes the contest
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Complete Notification of Winners to send to the
next level
Debrief with contest officials and Zoom host and
co-host(s)
Celebrate your success
Prepare your winners for the Area contest, Division
contest, District contests, and International Speech
Contest
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Check the District 60 website for Zoom training opportunities
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https://zoom.us/account/setting
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https://zoom.us/meeting
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https://support.zoom.us/hc/en-us/articles/115005759423-Managing-participants-in-a-meeting
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https://support.zoom.us/hc/en-us/articles/201362603-Host-and-co-host-controls-in-a-meeting
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https://support.zoom.us/hc/en-us/articles/201362603-What-Are-the-Host-Controls
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https://support.zoom.us/hc/en-us/articles/206330935-Enabling-and-adding-a-co-host
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https://support.zoom.us/hc/en-us/articles/360040324512-Roles-in-a-meeting
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https://support.zoom.us/hc/en-us/articles/206476093-Enabling-breakout-rooms
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https://support.zoom.us/hc/en-us/articles/206476313-Managing-Breakout-Rooms
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https://support.zoom.us/hc/en-us/articles/201362473-Local-recording
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https://support.zoom.us/hc/en-us/articles/360021851371-Allowing-Removed-Participants-or-
Panelists-to-Rejoin
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https://www.toastmasters.org/resources/Timer%20Zoom%20Backgrounds
Learn how to successfully coordinate and manage an online contest using Zoom technology. This guide covers pre-contest preparation, setting up roles and duties, managing Zoom meetings effectively during the contest, and ensuring smooth operations for contestants and officials.
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Presentation Transcript
Running and Effective Online Contest Logistics and Technology Richard Daniel Abel EC1 and Dave Bachan DTM 23-Nov-2020
Agenda Before the Contest During the Contest After the Contest
Before the Contest Read and understand the contest rule book Zoom Account Settings Arrange for a Pro Zoom account (Free accounts have a time limit of 40 mins) Enable the Breakout room feature Arrange who is going to be Zoom Hosts and Co-Hosts for the contest Find out who are the contestants and contest officials
Preparing Contest Officials Timers have the appropriate virtual background setup in Zoom Ensure judges remain anonymous Change their name to Judge 1, Judge 2, etc when they join the meeting Remove any identifying photo that will show up when their video is off Explain to the contest officials how the breakout room used
Zoom Roles Zoom Host set up a breakout room for the contest officials Judges Room ensure all judges are anonymous control the movement of contestants and contest officials move contest officials to breakout room when time need Zoom Co-host(s) Admitting individuals into the Zoom meeting Do video and mic tests with contestants as they come into the contest Mute/unmute as needed
During the Contest Preparing Zoom Open the Zoom meeting host and co-host(s) Set up breakout room Judges Room Disable chime when guests enter/leave room Host and co-host(s) know their roles
During the Contest Contest officials Contest officials admit first all judges are anonymous timers have appropriate virtual background setup move to breakout room from briefing with Chief Judge and Zoom co-host return to main contest room after briefing
During the Contest Contestants Contestants admit second after the contest officials are moved to breakout room Complete video and mic test with each contestant Know how to pin the Timer Contestants to rename themselves if needed Contest chair complete briefing Pick speaking order for the contestants
During the Contest Contest Starts Contest officials return from breakout room Contestants to pin timers Any late arrivals wait in the waiting room while the contest is on Chat not be used during the contest only between Zoom host and co-host(s) only between Contest chair and Zoom host Contest chair begins contest
During the Contest All Contestants Finish Speaking Move the Counters, Times and Chief Judge to the breakout room Move Zoom co-host to Judges Room for tech help need Timers give contestant times to the chief judge and return to the main room Once voting judge are ready (raising their hand), the Zoom host moves them one by one into breakout room to give Chief Judge their votes return to the main room Counters and Chief Judge to count the votes return to main room when completed
During the Contest All Contestants Finish Speaking After last voting judge is moved to the breakout room the Contest Chair can start contest interviews Chief Judge returns to main room Chief Judge and Contest Chair moved the breakout room to review results with co-host for support Chief Judge and Contest Chair return to main room to announce the winners Contest Chair closes the contest
After the Contest Complete Notification of Winners to send to the next level Debrief with contest officials and Zoom host and co-host(s) Celebrate your success Prepare your winners for the Area contest, Division contest, District contests, and International Speech Contest
References Zoom Basics for Toastmasters MeetingsOnline Check the District 60 website for Zoom training opportunities Zoom Account and MeetingSettings: https://zoom.us/account/setting https://zoom.us/meeting Host/Co-Host Roles and Controls: https://support.zoom.us/hc/en-us/articles/115005759423-Managing-participants-in-a-meeting https://support.zoom.us/hc/en-us/articles/201362603-Host-and-co-host-controls-in-a-meeting https://support.zoom.us/hc/en-us/articles/201362603-What-Are-the-Host-Controls https://support.zoom.us/hc/en-us/articles/206330935-Enabling-and-adding-a-co-host https://support.zoom.us/hc/en-us/articles/360040324512-Roles-in-a-meeting
References Breakout Rooms: https://support.zoom.us/hc/en-us/articles/206476093-Enabling-breakout-rooms https://support.zoom.us/hc/en-us/articles/206476313-Managing-Breakout-Rooms Local Recording: https://support.zoom.us/hc/en-us/articles/201362473-Local-recording Allowing Removed Participants or Panelists to Rejoin https://support.zoom.us/hc/en-us/articles/360021851371-Allowing-Removed-Participants-or- Panelists-to-Rejoin Toastmasters Virtual Timing Backgrounds: https://www.toastmasters.org/resources/Timer%20Zoom%20Backgrounds
