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Community Event Park Rental

Park Reservations for a Public Community Event

Festivals, charity runs and other events open to any and all participants are considered community or public events. A park must be reserved at least three month in advance for a public event and the rental season is from approximately  April 15 - October 15. 

Click here to see the current Community Events in Parks calendar. (Note: this is for reference only and not an indicator of park availability.)  No more reservations are being taken for 2014.

Public events can be one of three categories:

  • Hosted/staged at a park (see information below) 
  • Run/walk through a park (see information below)
  • Sport field event at a park

For community/public events hosted at a park, the reservation process, which has several steps shown below, must be completed and approved no later than three months prior to the event date. Your contact for park reservations for public events is Chris Zerger, Community Outreach Coordinator, (541) 706-6220 or ChrisZ@bendparksandrec.org.

For run/walk through a park events that will simply pass through a park and are not staged in one, please use the Run/Walk Events Through Parks Reservation Request and contact Chris Zerger, Community Outreach Coordinator, (541) 706-6220 or ChrisZ@bendparksandrec.org. Reservations request must be approved no later than two months prior to your event.

For sports field events such as sports tournaments, please contact Kevin Collier, Sport Program Coordinator at (541) 706-6123 or kevin@bendparksandrec.org

Step by Step Guide to Public Event Reservations

The steps that follow will take you through the reservation and planning process, with links to related documents and information. You may also download and print a PDF version of the Step by Step Guide. Please also review the Guidelines for Community Events in Community Parks to learn general park rules and regulations. Links below will take you to specific rules and guidelines for the parks listed.

The following community parks are suitable for community/public event reservations from April 15 through October 15.  No more reservations are being taken for 2014.
Download rules, guidelines and maps for each park below:

Steps #1 - #4 must be completed no later than 3 months prior to your proposed event.  We recommend you allow sufficient time to complete all steps.

Step #1 – Proposal (for new events) - Returning events, skip to Step #2.
The event planner must submit a proposal.
A description of your event vision including:

  • Timeline, including set up thru clean up
  • Vendors - how many and what type
  • Entertainment
  • Food
  • Event Activities 
  • Proposed Run/Walk Route
  • Layout - Site Map
  • Prospective event date
  • Prosposed park 
  • Estimated number of attendees
  • The organization’s status as non-profit or commercial
  • Contact name, telephone numbers and email

Submit the proposal by mail, email or fax to:
Chris Zerger, Community Outreach Coordinator
Park Services
1675 SW Simpson Avenue
Bend, Oregon 97702
Telephone: (541) 706-6220  Fax: (541) 388-3613
Email: ChrisZ@bendparksandrec.org and JeffH@bendparksandrec.org (Include both emails in all correspondence regarding your event)

The district will review your proposal to determine suitability of the event being held in a park. You will be notified by Chris Zerger within 2 weeks of submittal regarding approval to move forward with the reservation process. Upon approval of your event, it is the event planner's responsibility to schedule the Pre-Event Meeting three months prior to your event (Step # 4).

Step #2 - Reservation and Fees

  1. Upon approval of your event it is the event planner’s responsibility to schedule the Pre-Event Logistics Meeting (Step #4)  and Post Event Meeting (Step #8).
  2. Complete the  reservation form.
  3. Submit and pay your Basic Park Fee and Impact Fee to hold your rental date/time pending the Pre-Event Logistics Plan Meeting. Should your event not be approved fees are refundable. Please refer to Fees for Public Events in Community Parks.
  4. Returning events: submit with the reservation form a written description of any changes to your event plan from last year for approval.

Step #3 - Event and Park Logistics Plan 
This plan will be the basis of your discussion with district staff regarding your event and will include an entire event timeline, activities schedule and all pertinent details of your use of the park. Please bring your completed plan to your scheduled Pre-Event Meeting. The document Event and Park Logistics Plan includes instructions, considerations and expectations. Please review the Event Accessibility Tips for your planning. If your event will have vehicles on grounds other than parking lots or access roads, you are required a Vehicle Access Permit.

If you have questions regarding district expectations or if you would like help in event logistics problem solving, don’t hesitate to contact the district.  We are here to help you make your event successful.

Step #4 - Pre-Event Logistics Meeting  
During this meeting you will go over your Event and Park Logistics Plan, discuss park related event details, arrange for any other district services you may need, and schedule a site walkthrough. Your event date is not secure until this meeting has occurredRemember, Steps #1 - #4 must be completed no later than 3 months prior to your event.

Steps #5 - #6 must be completed no later than 30 days prior to your event.

Step #5 - Damage Deposit
Remit your refundable Damage Deposit in the amount of $500 or $1000, dependent on size of event. If you pay by Visa or Mastercard, the card will be run through.

Step #6 - Insurance
Submit proof of COMPREHENSIVE GENERAL LIABILITY insurance policy with coverage of not less than $2,000,000 combined single occurrence. Insurance Information Packet
Sample insurance certificate
   
Step #7 - Have a successful and fun event!

Step #8 - Post-Event Evaluation 
It is the event organizers repsonsibility to schedule your post event meeting within one month following your event. This meeting is crucial if you plan on holding your event on a recurring basis.  Final billing and/or refunds will be made following the post-event meeting.

District  Contacts:
Please include both e-mails when corresponding regarding your event
Chris Zerger, Community Outreach Coordinator, (541) 706-6220 ChrisZ@bendparksandrec.org
Jeff Hagler, Park Stewardship Manager, (541) 706-6127 JeffH@bendparksandrec.org

Document Summary:
Public Event Planning Packet (all documents below, except Run/Walk Reservation Request and Fees)

Individual Forms/Documents:
Step by Step Guide
Guidelines for Community Events in Parks
Event Accessibility Tips
Event Logistics Plan
Fees for Community Events in Parks
Community Event Reservation Form
Sample Insurance Certificate
Insurance Information Packet
Vehicle Permit Form
Run/Walk Events Through Parks Reservation Request