A Regular Convocation cannot be cancelled or postponed in advance, irrespective of circumstances, including bad weather, such as heavy snow. The Book of Constitutions requires that you make an attempt to hold the Convocation and abandon it if an insufficient number of Companions can attend. The minutes must show that the Convocation was “Abandoned” and not “Cancelled”.
If the meeting is cancelled in advance, Book of Constitution regulations mean that the Chapter will risk loss of continuity of service and jeopardize future anniversary warrants.
It would be a prudent course of action to cancel the caterers, should the meeting be in doubt, before the Chapter becomes liable for cancellation charges. If a Chapter can then muster five suitably qualified Companions (including Principals) at the meeting place it is in order to open, read the minutes, hold any election etc. and close. The Companions do not have to be the existing officers or all members of that particular Chapter. If the weather conditions are such that the meeting place cannot be reached safely, the minutes must show that one or more responsible Companions tried and failed and that the Convocation had to be abandoned.
It is important to try and hold the convocation if part of the purpose is to elect the Principals etc. for the ensuing year. If it is totally impossible to hold the Convocation at which the Principals are to be elected then please contact the Provincial Office for further advice.