Inclement Weather

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 judgment 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 matinees. There is a potential that a weather event severe enough to cancel a matinee could also cause the evening performance to be canceled.

Procedure

In the event the decision is to cancel a performance, the following actions will be taken:

The Stage Manager will contact the cast and crew.

The Board of Directors 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 canceled, and place a sign on the exterior of the front door stating that the performance has been canceled with guidance to call the box office to reschedule. In addition, the Director of Volunteers will be notified so that the scheduled ushers and concession personnel can be notified.

Should the performance be Premier Night, the caterer and the sponsor, if applicable, will also be notified by the President.

The President or a designee will coordinate with a contractor to clear the parking area, if necessary, 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 (subject to licensing rights) . The Director or Stage Manager of the current show shall canvas the cast and crew to determine if such an additional performance is feasible without personal conflicts.

Revision Notes

• 01/17/07 -- Board Sign-off
• 11/24/24 -- Board revision