Purpose
To define the steps to be taken and the responsibilities of specific individuals
should a significant weather event be predicted for the area.
Decision Process
The President, the Director of Volunteers, and the Stage Manager will confer by telephone
if the weather predicted suggests that consideration should be given to canceling a
scheduled performance. The severity of the predicted weather, the actual conditions
in both Williamsburg and Newport News, and individual judgement will drive the decision.
In the event one of the above-named individuals is not available, the other two shall
make the decision.
Timeframe
The decision shall be made prior to 3 PM for evening performances and
10 AM for Saturdays with matinees. There is a potential that a weather event
severe enough to cancel a matinee could also cause the evening performance
to be cancelled.
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Procedure
In the event the decision is to cancel a performance, the following actions will be taken:
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The Stage Manager will use a pre-existing telephone notification
so that the cast and crew can be contacted.
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The Director of Volunteers will notify the box office volunteers,
seek assistance to call the patrons with reservations for that show,
put a voice message on the box office phone stating that the performance
has been cancelled, and place a sign on the exterior of the front door stating
that the performance has cancelled with guidance to call the box office to reschedule.
In addition, the House Manager will be notified so that the scheduled ushers and
concession personnel can be notified.
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Should the performance be Premier Night, the caterer and the sponsor will also be
notified by the President.
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The President or a designee will coordinate with a contractor to clear
the parking area prior to the next scheduled performance,
and will notify the scheduled Board Member on Duty.
- Within 24 hours of a cancellation, the Board of Directors in coordination
with the both the Production Manager of the show in production and the one
in rehearsal shall make a decision on whether to add an additional performance
such as a Sunday matinee or a Tuesday night special performance.
The Production Manager of the current show shall canvas the cast and
crew to determine if such an additional performance is feasible
without personal conflicts.
Change Summary
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Board Sign-off: 1/17/2007
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