The above criteria are for an additional date extension. The criteria are minimums and do not preclude an extension of a
production for other dates or based on other factors than those set forth under this section. The Board of Directors may
seek to add performances of a production (including but not limited to, a production being extended under this section) at their discretion.
The Board of Directors will make a determination on any given performance date as to whether to cancel a performance.
All care will be given to do so in a timely basis, meaning at least two (2) hours prior to performance where possible.
Tickets for that evening will be re-booked to a following performance, or if none exist, refunds will be issued.
Each ticket will be handled on case by case basis to ensure the patron is treated in respectful manner.
The decision process will be made as follows: The Facilities Manager and/or President will make the final
determination. In lieu of their presence, in order the responsibility falls to:
- the Secretary
- the Treasurer
- Box Office Manager
- House Manager
- PR / Media Director
- Sales Director
- Membership Director
Once decision has been made, contact is:
Phone call and e-mail to all Board Members, Stage Manager and Director
- Director contacts actors
- Stage Manager contacts all crew chiefs who should assist with their run crew as needed
- Box Office Manager contacts Ticket staff and together they split up the patron list and reach out to all possible
- House Manager contacts that nights house staff and any auxiliary house staff
- Sales Director makes sure that the website is updated with cancelation information and re-booking process
- Sales Director use Twitter to announce cancelation
- PR / Media Director posts on Facebook and sends e-blast via Constant Contact
Facilities Manager and/or person closest to the Hall will post a sign on the
front doors announcing the cancelation and any information about re-booking tickets.
If power exists, the phone message will be changed to announce the cancelation and re-booking instructions.
Actual Language to be used follows (use this exact language when posting to online media):
First Message - Unfortunately, we have had to cancel this evening's performance due to the current weather.
If you had tickets, a member of our staff will be in contact with you to arrange for a future reservation.
All future performances will run as scheduled. For more information, log on to www.suffieldplayers.org.
Stay safe and we will see you soon.
First Message - The weather canceled the show! If you had tickets, a staff member will be in
contact with you. More info www.suffieldplayers.org
Second Message (to be posted if there is a show the next night) – We may have canceled tonight, but tomorrow night is still on!
Tonight’s show performance has been canceled due to the weather! If you had tickets to join us tonight,
a member of our staff will be in contact with you to arrange for a future reservation. We will continue to post
real time updates about future performances on Facebook and Twitter as long as the power stays on.
On behalf of all of us at The Suffield Players, stay safe and we will see you soon!
Constant Contact –
Similar wording to the website.
Created November, 2011. Codified here August 28, 2019.