Note: Additional Conference-Specific Policies are located in our conference registration: Willamettewriters.org/wwcon.

Privacy Policy

Your privacy is critically important to us. At Willamette Writers we have a few fundamental principles:

  • We don’t ask you for personal information unless we truly need it.
  • We don’t share your personal information with anyone except to comply with the law, share opportunities with you, or protect our rights.
  • We don’t store personal information on our servers unless required for the on-going operation of one of our services.
  • We will only use your e-mail address to send you updates about Willamette Writers and our conference with your explicit permission. You can opt out of these e-mails at any time by contacting us, but we hope you’ll enjoy them enough not to.

Website Visitors

Like most website operators, Willamette Writers collects non-personally-identifying information of the sort that web browsers and servers typically make available, such as the browser type, language preference, referring site, and the date and time of each visitor request. Our purpose in collecting non-personally identifying information is to better understand how visitors use our website. From time to time, we may release non-personally-identifying information in the aggregate, e.g., by publishing a report on trends in the usage of its website.

Cancellation and Refund Policies

Membership and Events Cancellation by Willamette Writers (Excluding August Conference):

  • Willamette Writers reserves the right to refuse/cancel a membership in Willamette Writers.
    • If Willamette Writers refuses a new or renewing membership, registrants will be offered a full refund.
  • Willamette Writers reserves the right to cancel an event due to low enrollment or other circumstances which would make the event non-viable.
    • Should circumstances arise that result in the postponement of an event, registrants will have the option to either receive a full refund OR transfer registration to the same event at the new, future date.

Membership and Events Cancellation by Participant (Excluding August Conference):

  • Membership cancellations received within 30 days of registration may be eligible to receive a full refund less a handling and service fee of 10% of the cost of membership.
  • Event registration cancellations received 7 days before the event may be eligible to receive a refund less a handling and service fee of 10% of the cost of the event.
  • Cancellations for memberships and events received after the stated deadline(s) will not be eligible for a refund.
  • Cancellations will be accepted via phone, fax or email, and must be received by the stated cancellation deadline.
  • All refund requests must be made by the participant or credit card holder.
  • Refund requests must include the name of the participant and/or transaction number.
  • Refunds will be credited back to the original credit card used for payment. Check or cash payments will be refunded by check from Willamette Writers.
  • If cancelled within 24 hours of registration, membership and events receive a full refund and are not charged a handling and service fee.

These above policies apply to all Willamette Writers events unless otherwise noted in the corresponding event materials. Please read all individual event information thoroughly. Willamette Writers is a non-profit and deducts handling and service fees when charged by our third-party service providers.

Method of Transaction Security

CC Logo

Through its payment gateway Authorize.net, Willamette Writers uses Secure Sockets Layer (SSL) technology to provide you with the safest, most secure purchasing experience possible. SSL technology enables encryption (scrambling) of sensitive information during your online transactions. All of the forms on our site are secured with SSL technology so your personal information stays safe and out of malicious hands.

Disclosure of Currency

All Transactions are in US Dollars.

Privacy Policy Changes

Although most changes are likely to be minor, Willamette Writers may change its Privacy Policy from time to time, and in our sole discretion. Willamette Writers encourages visitors to frequently check this page for any changes to its Privacy Policy.

Customer Service Contact

For questions, please contact Willamette Writers at:

5331 S. Macadam Ave.

Suite 258, PMB 215

Portland, OR 97239

wilwrite [at] willamettewriters [dot] org

Anti-Discrimination Policy

Revised and adopted by the Board 5.19.22

Willamette Writers is a 501(c)3 nonprofit organization. We value diversity. We do not discriminate based on race, religion, color, sex, marital status, family status, national origin, ethnicity, age, mental or physical ability, sexual orientation, gender identity, educational background or income.

Willamette Writers Anti-Harassment Policy 

Revised and Approved by The Governance Committee 7.8.23

Willamette Writers does not tolerate unlawful harassment of any Board member, Program Leader, Chapter Coordinator, speaker/presenter, hired contractor/staff, volunteer, organization member, conference/program attendee, or guest. Harassment practices that violate this policy include all behavior that violates federal, state, or local law, including, but not limited to harassment related to an individual’s race, religion, color, gender, sex, sexual orientation, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, and/or physical or mental disability. For the purpose of this policy, the term “harassment” includes slurs and other offensive remarks, jokes, other verbal, graphic, or physical conduct. 

In addition to the above listed conduct, Willamette Writers prohibits sexual harassment, which can include the following examples of unacceptable behavior: 

  • unwanted sexual advances; 
  • offering career benefits in exchange for sexual favors; 
  • visual conduct such as leering, sexual gestures, displaying sexually suggestive objects or pictures, cartoons or posters; 
  • verbal sexual advances or propositions; 
  • verbal abuse of a sexual nature, specifically graphic verbal commentaries about an individual’s body or sexually degrading words 
  • suggestive or obscene letters, notes, invitations, or other written forms of communication
  • physical conduct such as inappropriate touching, assault, impeding or blocking movements.

Donations Policy

Revised and adopted by the Board 4.23.22

Willamette Writers occasionally accepts donations of cash, goods and services. Donations must be compliant under law and not present Willamette Writers with a conflict of interest. Donations of cash must be tracked for accounting and compliance purposes. Donations can be declined or returned by Willamette Writers for any reason.

Sponsorship Policy

Revised and adopted by the Board 4.25.23

Willamette Writers accepts sponsorships from organizations or businesses. Sponsorships must be compliant under law and not present Willamette Writers with a conflict of interest. Sponsorships must be tracked for accounting and compliance purposes. Sponsorships can be declined by Willamette Writers for any reason.

AI Policy

Adopted by the Governance Committee 10/19/2023 

At Willamette Writers, we understand the importance of protecting the creative integrity of writers, and we know that technology is constantly changing. Therefore, we will, to the best of our ability:

  • ask all our representatives to refrain from using AI systems for external organizational communications such as marketing and outreach.
  • refrain from the use of AI tools that capture user data without their express consent.
  • refrain from sharing and using biometric data, such as photographs, with AI tools without express consent, and
  • not knowingly publish or award any AI generated work.

We understand that all writers and creatives have different needs, and we support the use of adaptive tools where necessary. 

Willamette Writers, as an organization that supports writers, will continue to adapt our responses and expectations as the need arises.

Conflict of Interest, Whisteblower Policy, as well as Volunteering Policies available on request.