Park Reservations for Community Events

Public Community Events Held in Parks

Events season in Bend is very busy and event parks book up quickly with festivals, community events and start/finish lines for run and walk events!

If you wish to discuss possibilities for 2018 and beyond, please review our processes and contact Chris Zerger, Public Events Program Coordinator, (541) 706-6220 or ChrisZ@bendparksandrec.org.

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 months 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.

Public events can be one of three categories:

Please review the Event Park Guidelines to learn general park rules and regulations. The following community parks are suitable for community event reservations from April 15 through October 15 and have park-specific rules and guidelines too:

Step-by-Step Guide to Public Event Reservations

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

Step #1 – Proposal (for new events) Returning events, skip to Step #2.

The event organizer must submit a proposal. A description of your event vision including:

  • Timeline, including set up through clean up
  • Vendors, how many and what type
  • Entertainment
  • Food or food vendors, how many
  • Event activities
  • Layout- site map
  • Proposed run/walk route
  • Proposed event date
  • Proposed park
  • Estimated number of attendees
  • Admission or entry fee to the event
  • The organization’s status as non-profit or commercial
  • Contact name, telephone numbers and email

Submit the proposal by mail, in person, email or fax to:
Chris Zerger, Public Event Program Coordinator and Debra O’Shea, Program assistant
Bend Park & Recreation District Office
799 SW Columbia St.
Bend, Oregon 97702
Telephone: (541) 706-6220
Email: Chrisz@bendparksandrec.org and Debrao@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 of submittal regarding approval to move forward with the reservation process.

Step #2 – Reservation 

Returning events with changes: submit with the reservation form a written description of any changes to your event plan from last year for approval. Changes may impact your event fees.

  • Upon approval of your event it is the event organizer’s responsibility to schedule the pre–event logistics meeting (Step #4) and Post Event Meeting (Step #7).
  • Complete the Reservation Form.
  • Submit and pay your Basic Park Fee and Impact Fee to hold your rental date/time pending the pre-event logistics plan meeting. Please refer to Fees for Community Events.
  • Pay your refundable damage deposit in the amount of $500-$1,000 based on event size.

Step #3 – Event and Park Logistics Plan

  • The Event and Park Logistics Plan will be the basis of your pre-event meeting with District staff regarding your event and must include an event timeline, site map, activities schedule and all pertinent details of your use of the park.
  • Please email your completed plan one week prior to your scheduled meeting and bring a copy to your scheduled pre-event meeting.
  • Please review the Accessibility Plan Guidelines for your planning.
  • If your event will have vehicles on the grounds other than parking lots or access roads, you are required to have a complete Vehicle Permit.

Step #4 – Schedule and Attend Pre-Event Logistics Meeting

During this meeting you will go over your completed Event and Park Logistics Plan, discuss park-related event details, arrange for any other District services you may need, and schedule a site walk-through if needed.  

Step #5 – Insurance 
Submit proof of Comprehensive General Liability insurance policy with coverage of at least $2,000,000 combined single occurrence no later than 30 days prior to your event.

Step #6 – Have a successful and fun event!

Step #7 – Post-Event Evaluation
It is the event organizer’s responsibility to schedule the post-event meeting within two weeks 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:

Document Summary: