Concert or Rehearsal Cancellation
This policy, adopted by the board of the WCU, is intended to provide guidance so that an orderly decision making process can be followed, and the decisions communicated in an effective and timely manner, in the event that circumstances arise which may require the cancellation of a WCU concert or rehearsal.

Circumstances
It is not possible to identify all of the circumstances that may come in to play in the future; however, we expect that most situations will involve either weather conditions or venue issues. In the event of venue issues, the artistic director will attempt to make arrangements for an alternative venue if at all possible, prior to making a recommendation for cancellation.

Decision Criteria
Our goal, of course, is that “The show must go on.” However, the most important priority will be safety. If weather or other conditions were to present a significant safety hazard to WCU members or to potential attendees, then serious consideration to cancellation will be given. Other factors to be taken into account will be other closures/cancellations being made for the day and locality in question. The decision process must be made in a timely manner so that the cancellation, if made, can be communicated to all interested parties in enough time to prevent them from unnecessarily venturing into hazardous conditions.

Decision Process
The Artistic Director will be responsible for making a recommendation as to cancellation or not. The WCU Executive Committee will be responsible for making the final call. The EC will communicate via email and/or phone calls to discuss and decide. The final decision should be made as earlier as feasible, but in no event less than three hours before the scheduled start of the event (even if this means the event is cancelled before the actual travel conditions immediately proceeding the event time are known.) The President will alert the Marketing Director of the decision.

Communication of Decision
In the event of cancellation due to weather, the Marketing Director will make sure that the information is posted immediately on the WCU website and will submit notices to local TV and radio station(s) for broadcast. The WCU Board Secretary will send an email to the allwcu list informing members and other interested parties of the cancellation. If it is determined that the above measures may not reach all necessary parties on a timely basis, members of the emergency “Telephone Tree” will be contacted by the Executive Committee to get the message out to chorus membership.