Policies & Bylaws

• Chamber business members are allowed to utilize a display window once per year, but not within 6
  months of their previous use.
• When calling to request a window for display space, chamber members will be added to a list by chamber
  staff and will be notified at a minimum of 30 days prior to their requested date as to if they have been
  granted use of the space or not.
• Displays need to include physical items in the display window, not just signage on the window.
  Window dimensions: 14’ by 7’.
• If utilizing the west window, please make sure in advance that your display items will fit through the doorway leading to the window.

Members:

• Members can make 25 free copies per month. Any copies after 25 are $.10 per copy.

Non-members:

• Non-members will pay $ .10 per copy for black & white copies, $ .15 per copy for color copies.

Members will pay for the cost of the labels.

Labels will not be provided to non-chamber members. A database of chamber members (that can be utilized to
create labels) will be provided, if requested, to non-chamber members.

Chamber checks may be purchased in $5 increments from $10 to $25.

The entirety of the check amount must be spent at the business at which it is being used. Change cannot be given back.

Chamber members must not accept chamber checks past their expiration date.

For large orders of checks (50 or more checks) the chamber requires 2 days advance notice. During the holiday season, the chamber requests a week advance notice on chamber check orders.

The Chamber sends out weekly newsletters on Mondays in which members can include announcements. In order
to be guaranteed that their announcement is included, the chamber must receive the information the Friday
before the newsletter goes out.

The Winfield Chamber reserves the right to refuse to publicize any member announcement. – Adopted April 25,
2018.

Announcements must be sent by email to admin@winfieldchamber.org. If a flier is included, in must be in a picture format (jpg, gif, etc.).

The Winfield Chamber offers ribbon cuttings to the following:

• Any new business in town, regardless of chamber membership.
• A business that has changed ownership, regardless of chamber membership.
• A chamber member business that has undergone expansion or renovation.
• An existing business that has recently joined the chamber.

Ribbon cutting should be scheduled within six months of the business opening, changing ownership, etc., if at all possible.

The chamber coffee is always held the fourth Thursday of the month, with the exception of November and
December when it moves to the third Thursday.

Chamber members sponsoring a chamber coffee should provide coffee and refreshments for the event. An article
for the chamber newsletter should be sent to the chamber the week prior to the chamber coffee.

Cancellations will be honored only if a replacement sponsor can be found for the coffee. Otherwise, the business will still be billed for the sponsorship, which is $200.

The Winfield Area Chamber of Commerce will not publicize information for individual political candidates. The
chamber WILL publicize information on forums, debates, and other events of such a nature, where all candidates
in a particular race are invited to attend. – Adopted March 21, 2016.

Members: There is no charge for facility usage for chamber business members during regular business hours. Suggested donations for chamber members for reservations made outside of regular business hours (Monday through Friday, 8:00 a.m. – 5:00 p.m.).

Non-Members: Non-Members of the Winfield Area Chamber of Commerce may rent space during Chamber Hours (Monday through Friday, 8:00 a.m. – 5:00 p.m.) as follows:

*All activities and events will be limited by the posted capacity located in the Boardroom and Classroom. All activities must be contained within the reserved space. Use of chamber staff desks/front office area is not permitted.

Reservations during businesses hours will not be made more than 6 months in advance.

Renters will also be required to complete a Hold Harmless Agreement at the time of reservation. Events taking place outside of normal business hours will receive a “Closing Checklist”. Failure to perform the tasks associated with the checklist may result in loss of facility use privileges.

After hours renters with recurring reservations (weekly/monthly) will be required to fill out a new hold harmless agreement at the first of each year.

Right to Deny Use. The Winfield Area Chamber of Commerce reserves the right to deny use of facilities by any requestor and shall be the sole judge in making the determination.

Keys/Entry to Building: For after hours and weekend events, keys to the Winfield Area Chamber of Commerce building may be checked out no sooner than one day prior to the event and should be left on the office front desk at the close of their event. Renters and their guests must enter and exit from the front of the building.

Food and Beverages: Any food or beverages to be served will be at the Renter’s discretion and arrangements will need to be made for service, storage and clean up of food. The Winfield Area Chamber of Commerce does not provide refrigerator or freezer space, napkins, plates, utensils, cups, or any other food service equipment. Renters will be expected to remove any trash from the premises at the conclusion of their event (dumpsters are located at the rear of the building).

Room Set up: Room set up and tear down will need to be completed by the Renter before and after the event. Chairs and tables will be provided by the Chamber. Renter should arrive 10-15 minutes early to ensure room set up and to greet any event guests/attendees. Any equipment and/or materials brought on premises by the Renter must be removed immediately following their event.

Use of Winfield Area Chamber office space, equipment, including copier and telephones, and/or workroom is not permitted unless otherwise authorized by the chamber staff. Care should be taken by party in charge of
reservation to communicate to the group that the integrity of the chamber office environment shall be maintained at all times.

Personal phone calls shall be made from personal cell phones only, and should not be made in chamber front
office areas (only applicable during business hours).

We respect and are committed to protecting your privacy. We may collect personally identifiable information when you visit our site. We also automatically receive and record information on our server logs from your browser including your IP address, cookie information and the page(s) you visited. We will not sell your personally identifiable information to anyone.

Your payment and personal information is always safe. Our Secure Sockets Layer (SSL) software is the industry standard and among the best software available today for secure commerce transactions. It encrypts all of your personal information, including credit card number, name, and address, so that it cannot be read over the internet.

Refunds are based on individual basis. Please contact business office at 620.221.2420.