Conference Room Rental
Policy for Use of Chamber Conference Room
The Shelton-Mason County Chamber of Commerce maintains a conference room at its office location. Recognizing that this space provides a valuable benefit to its members, the Chamber has adopted the following policy regarding its use. Failure to follow this policy and these procedures will jeopardize future use of the conference room by the user and/or group.
Eligible Users Chamber members in good standing, businesses, community nonprofit organizations, professional associations, and affiliate organizations, may request to use the Chamber’s conference room.
Frequency of Use Each user is eligible to schedule the conference room once per month. Additional hours may be made available and special exceptions may be made.
Facility Information The Chamber’s conference room space is approximately 15 feet by 24 feet. There is a 12-foot table and approximately 20 chairs for your use along with a round 3-foot table that may be used for staging, beverages, etc.
Restrooms are available through the shared kitchen space at the rear of the building. Street parking is available; users are requested to park utilizing the North (opposite) side of Railroad Ave or the lot located at Evergreen Square whenever possible.
The conference room, Chamber Office, and the entire building are a smoke-free environment. Smoking is allowed only at the rear of the building; users may utilize the back-alley entrance beyond the bathrooms. Smokers must properly dispose of cigarette/cigar butts and ashes.
Cost The regular rate is $40 per hour; Tier 4-5 members receive a 50% discount; and Tier 1-3 members are eligible to use the facilities free of charge for four hours, three times per calendar year, subject to availability. The Chamber may alter these fees at any time.
All catering arrangements and/or rentals (i.e. additional tables, chairs, linens, coat racks and audio-visual equipment) will not be provided by the Chamber, associated costs are the responsibility of the user. Any supplies, (i.e. pads of paper, pens, pencils, flip chart paper, markers, tape, etc.) must be furnished by the user.
Hours of Use the conference room is available for meetings Monday through Friday between the hours of 8:00 AM and 5:00 PM. This schedule allows for adequate time for setup and cleanup within the Chamber’s regular office hours. Hours of use are consecutive and must include time for delivery of supplies, set up and to take down and clean up. Please note: The facility is not available evenings, weekends, holidays, or any other dates that the Chamber Office may be closed due to events or other occasions.
Room Reservation The Chamber will not accept reservations until 30 days prior to the event date. Priority will be given to Tier 1, 2, and 3 members after which reservations will be made on a first-come, first-serve basis. The Chamber reserves the right to offer alternative dates/times and to reject any request.
Reservation Cancellation Room cancellation is required no less than five business days prior to the event date. Failure to notify the Chamber may jeopardize future use of the facility by the user. The Chamber reserves the right to cancel any reservation if the facility is required for Chamber or other official purposes. Should this situation arise, we will make every attempt to find you an alternate space but cannot guarantee availability.
Food and Beverages Food and beverages are allowed in the conference room. The Chamber does not provide any food and/or beverage service. For your convenience a list of preferred caterers and restaurants who provide takeout is below, though you are welcome to use any vendor of your choice. Alcohol may be served, providing user follows the legal requirements and applicable laws. At minimum, an online banquet permit will be required. This can be acquired at https://lcb.wa.gov/licensing/online-banquet-permit.
Blondie’s Restaurant
Dale’s Mobile Kitchen
Domino’s
Eastside Specialty Cakes
El Sarape III & La Cantina
Fat Cat Coffee Shop
Happy Hour Mobile Bartending
Mestizo’s
Nita’s Koffee Shop
Radio Fryer Foods, LLC
Railroad Tap Station
Suzan’s Grill
Steph’s Espresso
Tasty Bites
Taqueria Las Palmas
The Cabin Tavern Bar & Grill
T’s Cafe & Espresso
Urraco Coffee Company
Wild & Woodsy Catering
Wilde Irish Pub
Audio-Visual The Chamber provides limited audio-visual equipment such as television with HDMI connection and a conference speaker. Please discuss your needs when booking conference space. A laptop is not available through the Chamber and must be provided by the user.
Technology Internet access is available through the Chamber’s wireless network. Instructions for using the network are available from the reception desk upon check in. By requesting internet access, the user understands there are no privacy rights associated with their use. Inappropriate use of the internet may result in the loss of access privileges. Users will not access, download, or distribute offensive or illegal material including, but not limited to, pornography, racially or sexually offensive messages, and messages which are intended to harass or may reasonably be regarded as harassment. Misuse of the internet access will jeopardize future use of the conference room by the user.
Room Cleaning While the Chamber maintains a weekly cleaning schedule, it is the user’s responsibility to wipe down tables and/or chairs and return furniture and equipment to its original state upon departure.
All items brought into the facility by the user and its guests must be be removed by the end of the period of use. Users must clean up leftover refreshments, materials, equipment, furnishings, and decorations after use, returning the room to its original layout.
Should there be damage or insufficient cleaning as determined solely by the Chamber; the user will be considered the responsible party for payment in full of the total amount of damage, cleaning, etc., as required.
Reservation Procedures Please contact the Chamber office at (360) 426-2021 or fill out an online request for conference room. The Chamber recommends that prospective users make an appointment to view the conference room and discuss usage policies and logistics to ensure that your meeting and the facility are a good match.