• Playbook
  • News
  • Jobs
  • Register

Al Moody Park Picnic Shelter

2225 NE Daggett Ln, Bend, OR 97701, USA

Aspen Hall

18920 NW Shevlin Park Rd, Bend, OR 97701, USA

Big Sky Park & Sports Complex – North Picnic Shelter

21690 NE Neff Rd, Bend, OR, United States

Big Sky Park & Sports Complex – South Picnic Shelter

21690 NE Neff Rd, Bend, OR, United States

Compass Park Picnic Shelter

2500 NW Crossing Dr, Bend, OR, United States

Discovery Park Picnic Shelter

1315 Northwest Discovery Park Drive, Bend, OR, United States

Farewell Bend Park Picnic Shelter

1000 SW Reed Market Rd, Bend, OR 97702, USA

Hollinshead Barn

1235 NE Jones Rd, Bend, OR 97701, USA

Juniper Park Uncovered Picnic Area

800 NE 6th St, Bend, OR, United States

Kiwanis Park Picnic Shelter

800 Centennial Boulevard, Bend, OR, United States

Larkspur Park Picnic Shelter

1700 SE Reed Market Rd, Bend, OR, United States

Marcoulier Room (Bend Senior Center)

1600 SE Reed Market Rd, Bend, OR 97702, USA

Miller’s Landing Park Picnic Shelter

55 NW Riverside Blvd, Bend, OR, United States

Pine Nursery Park Picnic Shelter

3750 NE Purcell Blvd, Bend, OR, United States

Pioneer Park Picnic Shelter

1525 Northwest Wall Street, Bend, OR, United States

Ponderosa Park Picnic Shelter

225 SE 15th St, Bend, OR, United States

Riverbend Community Room (BPRD District Office)

779 SW Columbia St, Bend, OR 97702, USA

Riverbend Park

799 SW Columbia St, Bend, OR, United States

Riverbend Park Picnic Shelter

799 SW Columbia St, Bend, OR, United States

Rockridge Park

20885 Egypt Dr, Bend, OR 97701, USA

Shevlin Park – Aspen Meadow Picnic Shelter

18920 Northwest Shevlin Park Road, Bend, OR, United States

Skyline Sports Complex Picnic Shelter

19617 Mountaineer Way, Bend, OR, United States

The Pavilion

1001 SW Bradbury Dr, Bend, OR 97702, USA

With dozens of parks and several large indoor spaces, we have several options for private and public events. Thanks for thinking about us!

Whether you have a specific date in mind and know exactly what you want your event to look like, or you’re just starting to think about possibilities, we are here to help.

Questions? Contact:

Customer Service
Customer Service Team

Facility Rental Comparison

The reservation window for each facility is as follows:

  • Aspen Hall: up to 18 months in advance
  • Hollinshead Barn: up to 18 months in advance
  • Bend Senior Center / Marcoulier Event Room: up to 12 months in advance
  • Riverbend Community Room: up to 3 months in advance
  • The Pavilion: up to 12 months in advance.
  • Parks & Picnic Shelters: up to 12 months in advance.
  • Additional charges may incur when reservations are made on major holidays.

Private Use In-District Fees: Weddings, Family Reunions, Parties

Facility Name Capacity M – Th,
per hour
Fri – Sun, per day
(and major Holidays)
The Pavilion 25-800+ N/A Friday after 6:30 pm; $350 Saturday – Sunday; $1,000 – $1,500/day -or- $200 – $300/hour, 2 hour minimum
Marcoulier Room (Bend Senior Center) 250 $55 per hour; 2 hr minimum Friday 5:00-10:00 pm: $350; Saturday Noon – 10:00 pm $750; Sunday $750
Aspen Hall 150 $80 per hour; 4 hr minimum $1,120
Hollinshead Barn 110 $50 per hour; 4 hr minimum $650
Riverbend Community Room (BPRD district office) 80 $55 per hour; 3 hr minimum Friday: $550; Saturday and Sunday not available

 

Private Use Out-of-District Fees:

Non-residents will be charged a 20% out-of-district fee in addition to the in-district fee (above) to rent facilities. The following rentals are exempt from out-of-district fees.

  • Governmental agencies or non-profit organizations serving district residents
  • Exceptions as granted by the Executive Director

Commercial Use In-District Fees: Business Event or Activity

Facility Name Capacity M – Th,
per hour
Fri – Sun, per day
(and major Holidays)
The Pavilion 25-800+ N/A Friday after 6:30 pm; $350 Saturday – Sunday; $1,000 – $1,500/day -or- $200 – $300/hour, 2 hour minimum
Marcoulier Room (Bend Senior Center) 250 $65 per hour; 3 hr minimum Friday 5:00-10:00 pm: $455; Saturday Noon – 10:00 pm $975; Sunday $975
Aspen Hall 150 $100 per hour; 4 hr minimum $1,400
Hollinshead Barn 110 $70 per hour; 4 hr minimum $910
Riverbend Community Room (BPRD district office) 80 $65 per hour; 3 hr minimum Friday: $715; Saturday and Sunday not available

Business Use Out-of-District Fees:

Non-residents will be charged a 20% out-of-district fee in addition to the in-district fee (above) to rent facilities. The following rentals are exempt from out-of-district fees.

  • Governmental agencies or non-profit organizations serving district residents
  • Exceptions as granted by the Executive Director

Image of the interior of Aspen Hall for an event rental.

Aspen Hall in Shevlin Park

Booking Window: up to 18 months in advance

Aspen Hall is located in Shevlin Park, just minutes west of downtown Bend. The idyllic setting and spacious grounds serve as a wonderful venue for events, from corporate to weddings. The Hall’s lodge-like feel features exposed ceiling beams, tile floors, wood framed windows, and a large wood burning fireplace. Doors open out onto a beautiful patio, towering pines, grassy lawns, and Shevlin Pond.

  • The large, spacious kitchen makes it easy to handle food preparation and limited cooking of large meals.
  • There is also a large, paver patio with a few picnic tables overlooking the pond, a grassy lawn and pathways.
  • Fireplace can be used for your event or meeting. Firewood is located outside the hall. Renters will need to bring kindling, matches and paper.

Learn more on the Aspen Hall Rental page, or contact:

Rental Facility Event Specialist
Image of an Event hosted at the Bend Senior Center.

The Marcoulier Room at the Bend Senior Center

Booking Window: up to 12 months in advance

The Marcoulier Room is an event space for large gatherings and is conveniently located within the Bend Senior Center. This bright and well-lit event space has abundant natural light, maple hardwood floors and high ceilings. This event space is adjacent to Larkspur Park, a multi-use park with trees, grass, walking trails, basketball court, restrooms, picnic shelter, playground and parking.

  • Patio doors lead to a landscaped patio and natural area make this a functional and attractive location for receptions, dances and events.
  • Full commercial kitchen amenities include: gas range/oven, flat top grill, convection oven, warmer and walk-in refrigerator/freezer, ice machine and dishwasher.

Learn more on the Marcoulier Room Rental page, or contact:

Brenda Chilcott
Program Coordinator
Image of the interior of a Hollinshead event rental.

Hollinshead Barn at Hollinshead Park

Booking Window: up to 18 months in advance

The country-like setting of the Hollinshead Barn is an ideal event location just minutes from downtown Bend. The former homestead operated from 1939 to 1983 and is located in 16.5 acre Hollinshead Park. The barn is surrounded by open pastures and orchard-like groves of trees. It is a great setting for meetings, corporate retreats, family gatherings and small weddings.

  • The renovated barn has gorgeous hardwood interior.
  • The first floor includes a small kitchen, restrooms, coat closet, telephone and elevator access.
  • French doors open to exterior patios in the front and back. In the back of facility, there is a large propane barbecue and benches.
  • The outdoor space and event lawn is a dedicated, fenced in area and gives you privacy for your guests and event.
  • The second floor has high, vaulted ceilings, which are great for acoustical music.
  • There is a sink with a small counter area and handicap elevator access.

Learn more on the Hollinshead Barn Rental page, or contact:

Rental Facility Event Specialist

Public Events 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 2020 and beyond, please review our processes and contact the Public Events Coordinator.

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 April 15 – October 15.

Click here to see the current Community Events in Parks calendarNote: this is for reference only and not an indicator of park availability.

Public events can be one of three categories:

Public Event Venues

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:

* Float-Throughs: Due to liability, floater impact and river safety, BPRD is unable to approve any organized in-water tubing/floating events in all river parks.

Public Event Reservation Process

Must be submitted at least four months prior.

Step #1 -- Proposal (for new events)

The event organizer 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 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 Katy Aceto, Program assistant
Bend Park & Recreation District Office
799 SW Columbia St.
Bend, Oregon 97702
Telephone: (541) 706-6220
Email: Chrisz@bendparksandrec.org and katy@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 (and Returning events with changes)

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.

  1. 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).
  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. Please refer to Fees for Public Events in Community Parks.
  4. Pay your refundable damage deposit in the amount of $500-1000.00 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 -- Event

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.

Questions?

Once you have reviewed the information above and if you have questions, please contact:

Chris Zerger
Public Events Coordinator
Katy Aceto
Public Events Program Assistant
 

Tournaments, Athletic Events and Sports Facility Rentals

Athletic facility users are required to have a reservation for practicing, playing contests, conducting drills, events, tournaments, camps or other programmed activities. Reservations provide exclusive and priority use of BPRD sports fields and facilities.

How to Reserve a Sports Field or Facility

Please review all athletic facility rental documents for rules and regulations of athletic facility use, scheduling prioritization, billing cancellation and refunds, fees, and other important information. It is the renter’s responsibility to be familiar with the information provided in these documents and adhere to the facility rental guidelines and general park rules and regulations.

Athletic facilities are available to rent April 1 through October 31, with the tournament rental season ending Labor Day. Here are our primary sports facilities:

Athletic Tournament Requests
Athletic tournament requests may be submitted beginning November 1 and must be submitted at least three months in advance of requested dates.

Non-Tournament Rental Requests
For non-tournament facility rentals (practices, games, private rentals, etc.), the district will begin taking requests on January 1. To receive appropriate scheduling priority, these reservation requests are due at the following dates:

  • Spring (April – May) requests are due February 1
  • Summer (June – mid-August) requests are due May 1
  • Fall (mid-August – October) requests are due August 1

Once these dates have passed, facility requests are open to all users regardless of scheduling priority and will be accommodated on a first-come, first-served basis. Requests must be submitted at least seven days in advance of reservation date(s). Those received less than seven days in advance may not be accommodated.

Scheduling Prioritization and Limitations
Because the district cannot provide facility space to accommodate all requests, we have developed a prioritization process to make the best use of available space. Athletic facility space will be scheduled based on the user types below in priority order. The district will attempt to accommodate all users regardless of priority.

  1. Bend Park and Recreation District youth and adult programs
  2. Bend-La Pine School District youth programs
  3. Affiliate youth sports organizations
  4. Affiliate adult sports organizations
  5. Non-Affiliate youth or adult sport organizations
  6. Private and commercial use

We will also reference the OSAA primary sports seasons as an additional criterion for prioritization among the user types listed above.

Due to a large amount of practice rental requests during the spring and fall seasons, the district will limit each team to a 90-minute practice time slots. This is consistent with what the district offers to its youth and adult sports leagues. If needed, the district may limit the number of days per week an individual team may reserve space. Exceptions may be made depending on availability.

Tournaments are limited to a maximum of two consecutive tournament days. The district will not schedule more than four tournaments per month; this includes all sport complexes.

Cancellation and Refund Policy

Facility rentals are billed based on the reservation. It is the responsibility of the renter to contact the district to release unused facilities before the first date of the reservation so they may be reassigned. Fee adjustments and refunds are readily granted if the district is notified seven days prior to the reservation date.

Step-By-Step Reservation Process


Step 1 | Athletic Field Reservation Request

Prior to completing a reservation form, if you would like to check field availability, please contact:

Becky Young
Sports Program & Athletic Facilities Coordinator

Submit completed reservation request form via email to beckyy@bendparksandrec.org or by mail to Bend Park & Recreation District, Attention: Becky Young, 799 SW Columbia St., Bend, OR 97702. You will be notified within two business days of submitting your request to determine availability and gather additional information regarding the field rental.


Step 2 | Deposit and Fees

A refundable deposit is due at the time of your reservation. For single occurrence field rentals, full payment is also due at the time of reservation. For tournaments and recurring field reservations final billing will be done at the conclusion of the field rental. Full payment is due within 14 days of the final reservation date.

Failure to comply with billing procedures may jeopardize current and/or future field reservations. Please see our facility use fees for more information regarding deposit amounts, rental rates and additional services available.


Step 3 | Additional Services

All additional services requested by the renter must be finalized prior to the first date of the reservation. For tournament and events, these additional services will be specific in the logistics plan and reviewed during the pre-event meeting. Please see the facility use fees for information regarding the additional services available and associated fees.


Step 4 | Field Use Agreement

Once the deposit is received and details of the reservation have been coordinated, you will receive a confirmation receipt as well as a field use agreement that must be signed and returned to the District.

Reservations are not confirmed until you have returned the signed field use agreement.


Step 5 | Liability Insurance Requirements

All athletic facility renters are required to provide proof of a Comprehensive General Liability policy of not less than $2,000,000 combined single limit per occurrence, and name Bend Park and Recreation District as additionally insured. A Certificate of Insurance (COI) is due no later than 30 days prior to your rental. Please reference the information below when speaking with an insurance provider.

  • Certificate Holder Address on lower left corner must always state the following:
    Bend Park and Recreation District
    799 SW Columbia St.
    Bend, OR 97702
  • Minimum amount of General Liability Coverage:
    $2,000,000 General Liability – OR –
    $1,000,000 General Liability + $1,000,000 Umbrella Liability
  • Please include the date, name of the ‘Event’ and location in the DESCRIPTION OF OPERATIONS box.

For more information regarding insurance requirements, see the samples of acceptable coverage or contact Justin Sweet, Business Analyst, at (541) 706-6102 or via email at JustinS@bendparksandrec.org.


Step 6 | Alcohol Consumption and Sales

Insurance is required to consume alcohol on BPRD property. The type of liability insurance required will depend on the event.

If alcohol is either being provided by a host, free of charge, or is brought to an event by a participant, Host Liquor Liability is required.

If alcohol is being sold or if any type of fee, including tournament and event entry fees, is being charged at an event and alcohol is being provided to participants only, a liquor license must be obtained from the Oregon Liquor Control Commission (OLCC) and Liquor Liability insurance is required. The OLCC license requires approval signatures of both OLCC and the district and must be submitted 30 days prior to the event.

Both circumstances require certificates of insurance in the amount of $2,000,000 per occurrence, must name Bend Park and Recreation District as additionally insured, and must be submitted to the district 30 days prior to the event as previously described under the Liability Insurance Requirements section.


Step 7 | Concessions and Vendors

Food and beverage sales are prohibited without consent from the district. If food and beverage sales and granted to the user, it is the responsibility of the user to ensure that all vendors and concessionaires are following district rules and regulations. See Tournament Logistics Plan Guide for additional information regarding concessions and vendors.


Step 8 | Additional Requirements for Tournaments and Athletic Events

Athletic tournaments have additional requirements above and beyond other rentals. 30 days prior to the event date, tournament organizers are required to submit a completed logistics plan and schedule a pre-event meeting, which may be held over the phone, via email or in person.

Because the district’s permanent and portable restrooms do no accommodate large rentals, tournaments over 100 attendees (this number includes players, coaches, officials, staff and spectators) are required to provide additional portable restrooms, garbage cans and dumpsters.

For tournaments where use of the Pine Nursery plaza building has been granted, the renter is responsible for the security and appropriate use of the building during their reservation. Any lost or stolen items or damages will be charged to the renter.

Pre-tournament field prep requested for baseball or softball tournaments will be provided for an additional fee for the first pitch only on each field for each tournament day. This initial field preparation includes setting bases and pitching rubbers, infield grooming and chalking, and field lining. Additional field grooming throughout the tournament, including necessary equipment and supplies, must be provided by the renter.

For additional tournament rental requirements, please see the Tournament Logistics Plan Guide.

Questions?

Once you have reviewed the information above and if you have questions, please contact:

Becky Young
Sports Program & Athletic Facilities Coordinator

Run/Walk/Bike Events

A request for a run/walk/bike event race route through a park or on trails is required if you produce a staged event not on BPRD property but need the use of BPRD trails, pass through or travel adjacent to BPRD parks.

Paid private or staged public event reservations take priority over run/walk/bike race event requests in parks and on trails.

Not all parks and trails are suited for event use due to safety, impact and other public use.

Step-by-step Guide to Run/Walk/Bike Through Reservations

Step #1 -- Submit Request

Two months prior to your requested run/walk/bike event, fill out the request form. Please include a legible detailed route map attached with the request.

You will be notified by Chris Zerger of submittal regarding approval to move forward with the request process. This is not confirmed yet!

Returning run through event requests with changes: Submit the reservation form and written description of any changes to your route plan from last year along with a new proposed route map, for approval.


Step #2 -- Contact City of Bend, Old Mill District

The event planner may need to contact the City of Bend, (541) 388-5505, for possible city requirements.

If the requested event will pass through Riverbend Park, you must obtain approval from The Old Mill District. Contact Brent at (541) 312-0131.


Step #3 -- Insurance

At least 30 days prior to the approved reservation, submit proof of Comprehensive General Liability Insurance policy with coverage of not less than $2 million combined single occurrence. Review Insurance Information Packet and Sample Insurance certificate.

Submit proof of Comprehensive General Liability insurance policy with coverage of not less than $2 million combined single occurrence. Review Insurance Information Packet and Sample insurance certificate

Questions?

Once you have reviewed the information above and if you have questions, please contact:

Chris Zerger
Public Events Coordinator
Katy Aceto
Public Events Program Assistant
 

Image of a Run-Walk event through Farewell Bend.

Business Park Rental Instructions

In order for a business to operate in or on District property, a business must request permission from the District and be properly permitted for the activity. Please visit the Business Use of a Park page to fill out a request or to learn more about obtaining a permit.

Shelter Rental Fees

In-District Fees

Type of Rental  Groups of 0 - 30    Groups of 31 - 74    Groups of 75 - 124    Groups over 125  
Non-Profit$60.00$75.00$100.00$150.00
Private$80.00$120.00$160.00$200.00
Commercial$100.00$150.00$200.00$250.00

Out-of-District Fees:

    Non-residents will be charged a 20% out-of-district fee in addition to the in-district fee (above) to rent facilities. The following rentals are exempt from out-of-district fees.
  • Governmental agencies or non-profit organizations serving district residents
  • Exceptions as granted by the Executive Director

How to reserve a Facility, Picnic Shelter or uncovered Picnic Area.

Perfect for your private celebration or gathering.

Are you a business renting a park? Learn about businesses in parks guidelines.

The reservation window for each rental is as follows:

  • Picnic Shelters and Picnic Areas: up to 12 months in advance. Riverbend Park picnic shelter is 3 months in advance.
  • Aspen Hall: up to 18 months in advance.
  • Hollinshead Barn: up to 18 months in advance.
  • Marcoulier Event Room: up to 12 months in advance.
  • Riverbend Community Room: up to 3 months in advance.
  • The Pavilion: up to 12 months in advance.

PLEASE NOTE: Requests are NOT confirmed reservations.You will be contacted after making your request. Reservations are ONLY considered confirmed when a deposit or fee is paid.

  1. Browse the facility rentals map and rate comparisons to find the ideal location for your event. These links will provide you with many answers to questions you may have regarding fees, location, capacity and amenities.
  2. Check availability by clicking on the Availability Calendar for the site you select. Select your date on the calendar and sign in or create BPRD account to fill out a request form.
  3. Submit a Request online. Be sure to provide as much information as possible.  Requests are NOT confirmed reservations. 
  4. You will be contacted within 48 hours of submitting your request. Our customer service staff will confirm availability and gather more information regarding your event.
  5. A deposit of $250 will hold and confirm your reservation for a facility or shelter rentals with 41 or more attendees. The remaining rental balance is due 30 days prior to event. When booking a picnic shelter or picnic area a full payment is required. If the reservation is made less than 30 days prior to event, the entire balance is due at the time of reservation.”
  6. All events held in facilities must provide a certificate showing $2 million general liability insurance per occurrence. Individuals and groups may request an alcohol permit in accordance with Park Rules that allow for exceptions to the prohibited activity. If alcohol is to be consumed in a BPRD park or trail, a permit is required. If alcohol is being served or present an additional rider on the insurance certificate is required and shelter renter must obtain an alcohol permit (issued by BPRD on behalf of the City of Bend Police) prior to the event. You can obtain an alcohol permit in person in any Bend Park & Recreation District facility.
Refund Policy:

A full refund will be readily granted if notified a week or more in advance. If notified six days or less before reservation date, BPRD will keep $25 of the reservation fee and the remainder will be refunded.

For frequently asked questions about our private event rentals, please visit our Shelter Rentals page.

If you have further questions, please call the customer service staff:

Customer Service
Customer Service Team

FAQ’s

    Do I have to make a reservation in order to use a picnic shelter or uncovered picnic area?

    If picnic shelter or designated picnic areas are NOT reserved, they are available on a first come, first served basis. Check the availability calendar for the picnic shelters you want to reserve. Reserved signs will be posted on the day of the event.

    What are the time limitations for renting a picnic shelter or uncovered picnic area?

    BPRD parks are open from dawn to dusk (5:00 am – 10:00 pm). One reservation is made per designated site per day. Renters may use the site for as long as they wish during designated hours.

    Do I have exclusive use of the park when I rent a picnic shelter?

    Picnic shelters reservation does not allow a renter to have exclusive use of a park, just the reserved the shelter or picnic area. The general public may use the park and parking areas.

    May I put up tents, bouncy houses, etc. at park sites?

    All of the above items are subject to approval by Park Services management. Use of stakes to secure objects is prohibited due to in ground irrigation.

    Can I barbecue in the park?

    Park users are welcome to bring gas grills for personal use. Charcoal briquette barbecues and portable fire pits are prohibited.

    May I have alcohol in the park?

    Alcohol is allowed in most parks with the proper permits and insurance requirements. Those wishing to have and/or consume alcohol in a BPRD park or at a private event, you must obtain an alcohol permit for their group and will need to provide the district with a certificate of insurance naming BPRD as additionally insured for $2 million general liability insurance per occurrence. Learn more.

    Alcohol permits are issued at the District Office 799 SW Columbia Street Monday through Friday, from 8:00 am – 5:00 pm. Questions? Call customer service, at (541) 389-7275 to learn more.

    How far in advance can I reserve a facility or park?

    The reservation window for each facility is as follows:

    • Aspen Hall: up to 18 months in advance
    • Hollinshead Barn: up to 18 months in advance
    • Bend Senior Center / Marcoulier Event Room: up to 12 months in advance
    • Riverbend Community Room:  up to 3 months in advance.
    • Picnic Shelters: up to 12 months in advance

rentals

shelters

Shelter Rental Fees

In-District Fees

Type of Rental  Groups of 0 - 30    Groups of 31 - 74    Groups of 75 - 124    Groups over 125  
Non-Profit$60.00$75.00$100.00$150.00
Private$80.00$120.00$160.00$200.00
Commercial$100.00$150.00$200.00$250.00

Out-of-District Fees:

How to reserve a Facility, Picnic Shelter or uncovered Picnic Area.

Perfect for your private celebration or gathering.

Are you a business renting a park? Learn about businesses in parks guidelines.

The reservation window for each rental is as follows:

PLEASE NOTE: Requests are NOT confirmed reservations.You will be contacted after making your request. Reservations are ONLY considered confirmed when a deposit or fee is paid.

  1. Browse the facility rentals map and rate comparisons to find the ideal location for your event. These links will provide you with many answers to questions you may have regarding fees, location, capacity and amenities.
  2. Check availability by clicking on the Availability Calendar for the site you select. Select your date on the calendar and sign in or create BPRD account to fill out a request form.
  3. Submit a Request online. Be sure to provide as much information as possible.  Requests are NOT confirmed reservations. 
  4. You will be contacted within 48 hours of submitting your request. Our customer service staff will confirm availability and gather more information regarding your event.
  5. A deposit of $250 will hold and confirm your reservation for a facility or shelter rentals with 41 or more attendees. The remaining rental balance is due 30 days prior to event. When booking a picnic shelter or picnic area a full payment is required. If the reservation is made less than 30 days prior to event, the entire balance is due at the time of reservation.”
  6. All events held in facilities must provide a certificate showing $2 million general liability insurance per occurrence. Individuals and groups may request an alcohol permit in accordance with Park Rules that allow for exceptions to the prohibited activity. If alcohol is to be consumed in a BPRD park or trail, a permit is required. If alcohol is being served or present an additional rider on the insurance certificate is required and shelter renter must obtain an alcohol permit (issued by BPRD on behalf of the City of Bend Police) prior to the event. You can obtain an alcohol permit in person in any Bend Park & Recreation District facility.
Refund Policy:

A full refund will be readily granted if notified a week or more in advance. If notified six days or less before reservation date, BPRD will keep $25 of the reservation fee and the remainder will be refunded.

For frequently asked questions about our private event rentals, please visit our Shelter Rentals page.

If you have further questions, please call the customer service staff:

Customer Service
Customer Service Team
(541) 389-7275

FAQ’s

    Do I have to make a reservation in order to use a picnic shelter or uncovered picnic area?

    If picnic shelter or designated picnic areas are NOT reserved, they are available on a first come, first served basis. Check the availability calendar for the picnic shelters you want to reserve. Reserved signs will be posted on the day of the event.

    What are the time limitations for renting a picnic shelter or uncovered picnic area?

    BPRD parks are open from dawn to dusk (5:00 am – 10:00 pm). One reservation is made per designated site per day. Renters may use the site for as long as they wish during designated hours.

    Do I have exclusive use of the park when I rent a picnic shelter?

    Picnic shelters reservation does not allow a renter to have exclusive use of a park, just the reserved the shelter or picnic area. The general public may use the park and parking areas.

    May I put up tents, bouncy houses, etc. at park sites?

    All of the above items are subject to approval by Park Services management. Use of stakes to secure objects is prohibited due to in ground irrigation.

    Can I barbecue in the park?

    Park users are welcome to bring gas grills for personal use. Charcoal briquette barbecues and portable fire pits are prohibited.

    May I have alcohol in the park?

    Alcohol is allowed in most parks with the proper permits and insurance requirements. Those wishing to have and/or consume alcohol in a BPRD park or at a private event, you must obtain an alcohol permit for their group and will need to provide the district with a certificate of insurance naming BPRD as additionally insured for $2 million general liability insurance per occurrence. Learn more.

    Alcohol permits are issued at the District Office 799 SW Columbia Street Monday through Friday, from 8:00 am – 5:00 pm. Questions? Call customer service, at (541) 389-7275 to learn more.

    How far in advance can I reserve a facility or park?

    The reservation window for each facility is as follows:

    • Aspen Hall: up to 18 months in advance
    • Hollinshead Barn: up to 18 months in advance
    • Bend Senior Center / Marcoulier Event Room: up to 12 months in advance
    • Riverbend Community Room:  up to 3 months in advance.
    • Picnic Shelters: up to 12 months in advance

rental comparisons

Facility Rental Comparison

The reservation window for each facility is as follows:

  • Aspen Hall: up to 18 months in advance
  • Hollinshead Barn: up to 18 months in advance
  • Bend Senior Center / Marcoulier Event Room: up to 12 months in advance
  • Riverbend Community Room: up to 3 months in advance
  • The Pavilion: up to 12 months in advance.
  • Parks & Picnic Shelters: up to 12 months in advance.
  • Additional charges may incur when reservations are made on major holidays.

Private Use In-District Fees: Weddings, Family Reunions, Parties

Facility Name Capacity M – Th,
per hour
Fri – Sun, per day
(and major Holidays)
The Pavilion 25-800+ N/A Friday after 6:30 pm; $350 Saturday – Sunday; $1,000 – $1,500/day -or- $200 – $300/hour, 2 hour minimum
Marcoulier Room (Bend Senior Center) 250 $55 per hour; 2 hr minimum Friday 5:00-10:00 pm: $350; Saturday Noon – 10:00 pm $750; Sunday $750
Aspen Hall 150 $80 per hour; 4 hr minimum $1,120
Hollinshead Barn 110 $50 per hour; 4 hr minimum $650
Riverbend Community Room (BPRD district office) 80 $55 per hour; 3 hr minimum Friday: $550; Saturday and Sunday not available

 

Private Use Out-of-District Fees:

Non-residents will be charged a 20% out-of-district fee in addition to the in-district fee (above) to rent facilities. The following rentals are exempt from out-of-district fees.

  • Governmental agencies or non-profit organizations serving district residents
  • Exceptions as granted by the Executive Director

Commercial Use In-District Fees: Business Event or Activity

Facility Name Capacity M – Th,
per hour
Fri – Sun, per day
(and major Holidays)
The Pavilion 25-800+ N/A Friday after 6:30 pm; $350 Saturday – Sunday; $1,000 – $1,500/day -or- $200 – $300/hour, 2 hour minimum
Marcoulier Room (Bend Senior Center) 250 $65 per hour; 3 hr minimum Friday 5:00-10:00 pm: $455; Saturday Noon – 10:00 pm $975; Sunday $975
Aspen Hall 150 $100 per hour; 4 hr minimum $1,400
Hollinshead Barn 110 $70 per hour; 4 hr minimum $910
Riverbend Community Room (BPRD district office) 80 $65 per hour; 3 hr minimum Friday: $715; Saturday and Sunday not available

Business Use Out-of-District Fees:

Non-residents will be charged a 20% out-of-district fee in addition to the in-district fee (above) to rent facilities. The following rentals are exempt from out-of-district fees.

banquet halls

Image of the interior of Aspen Hall for an event rental.

Aspen Hall in Shevlin Park

Booking Window: up to 18 months in advance

Aspen Hall is located in Shevlin Park, just minutes west of downtown Bend. The idyllic setting and spacious grounds serve as a wonderful venue for events, from corporate to weddings. The Hall’s lodge-like feel features exposed ceiling beams, tile floors, wood framed windows, and a large wood burning fireplace. Doors open out onto a beautiful patio, towering pines, grassy lawns, and Shevlin Pond.

  • The large, spacious kitchen makes it easy to handle food preparation and limited cooking of large meals.
  • There is also a large, paver patio with a few picnic tables overlooking the pond, a grassy lawn and pathways.
  • Fireplace can be used for your event or meeting. Firewood is located outside the hall. Renters will need to bring kindling, matches and paper.

Learn more on the Aspen Hall Rental page, or contact:

Rental Facility Event Specialist
Image of an Event hosted at the Bend Senior Center.

The Marcoulier Room at the Bend Senior Center

Booking Window: up to 12 months in advance

The Marcoulier Room is an event space for large gatherings and is conveniently located within the Bend Senior Center. This bright and well-lit event space has abundant natural light, maple hardwood floors and high ceilings. This event space is adjacent to Larkspur Park, a multi-use park with trees, grass, walking trails, basketball court, restrooms, picnic shelter, playground and parking.

  • Patio doors lead to a landscaped patio and natural area make this a functional and attractive location for receptions, dances and events.
  • Full commercial kitchen amenities include: gas range/oven, flat top grill, convection oven, warmer and walk-in refrigerator/freezer, ice machine and dishwasher.

Learn more on the Marcoulier Room Rental page, or contact:

Brenda Chilcott
Program Coordinator
Image of the interior of a Hollinshead event rental.

Hollinshead Barn at Hollinshead Park

Booking Window: up to 18 months in advance

The country-like setting of the Hollinshead Barn is an ideal event location just minutes from downtown Bend. The former homestead operated from 1939 to 1983 and is located in 16.5 acre Hollinshead Park. The barn is surrounded by open pastures and orchard-like groves of trees. It is a great setting for meetings, corporate retreats, family gatherings and small weddings.

  • The renovated barn has gorgeous hardwood interior.
  • The first floor includes a small kitchen, restrooms, coat closet, telephone and elevator access.
  • French doors open to exterior patios in the front and back. In the back of facility, there is a large propane barbecue and benches.
  • The outdoor space and event lawn is a dedicated, fenced in area and gives you privacy for your guests and event.
  • The second floor has high, vaulted ceilings, which are great for acoustical music.
  • There is a sink with a small counter area and handicap elevator access.

Learn more on the Hollinshead Barn Rental page, or contact:

Rental Facility Event Specialist

community events

Public Events 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 2020 and beyond, please review our processes and contact the Public Events Coordinator.

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 April 15 – October 15.

Click here to see the current Community Events in Parks calendarNote: this is for reference only and not an indicator of park availability.

Public events can be one of three categories:

Public Event Venues

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:

* Float-Throughs: Due to liability, floater impact and river safety, BPRD is unable to approve any organized in-water tubing/floating events in all river parks.

Public Event Reservation Process

Must be submitted at least four months prior.

Step #1 -- Proposal (for new events)

The event organizer 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 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 Katy Aceto, Program assistant
Bend Park & Recreation District Office
799 SW Columbia St.
Bend, Oregon 97702
Telephone: (541) 706-6220
Email: Chrisz@bendparksandrec.org and katy@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 (and Returning events with changes)

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.

  1. 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).
  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. Please refer to Fees for Public Events in Community Parks.
  4. Pay your refundable damage deposit in the amount of $500-1000.00 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 -- Event

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.

Questions?

Once you have reviewed the information above and if you have questions, please contact:

Chris Zerger
Public Events Coordinator
Katy Aceto
Public Events Program Assistant
 

sports fields rentals

Tournaments, Athletic Events and Sports Facility Rentals

Athletic facility users are required to have a reservation for practicing, playing contests, conducting drills, events, tournaments, camps or other programmed activities. Reservations provide exclusive and priority use of BPRD sports fields and facilities.

How to Reserve a Sports Field or Facility

Please review all athletic facility rental documents for rules and regulations of athletic facility use, scheduling prioritization, billing cancellation and refunds, fees, and other important information. It is the renter’s responsibility to be familiar with the information provided in these documents and adhere to the facility rental guidelines and general park rules and regulations.

Athletic facilities are available to rent April 1 through October 31, with the tournament rental season ending Labor Day. Here are our primary sports facilities:

Athletic Tournament Requests
Athletic tournament requests may be submitted beginning November 1 and must be submitted at least three months in advance of requested dates.

Non-Tournament Rental Requests
For non-tournament facility rentals (practices, games, private rentals, etc.), the district will begin taking requests on January 1. To receive appropriate scheduling priority, these reservation requests are due at the following dates:

  • Spring (April – May) requests are due February 1
  • Summer (June – mid-August) requests are due May 1
  • Fall (mid-August – October) requests are due August 1

Once these dates have passed, facility requests are open to all users regardless of scheduling priority and will be accommodated on a first-come, first-served basis. Requests must be submitted at least seven days in advance of reservation date(s). Those received less than seven days in advance may not be accommodated.

Scheduling Prioritization and Limitations
Because the district cannot provide facility space to accommodate all requests, we have developed a prioritization process to make the best use of available space. Athletic facility space will be scheduled based on the user types below in priority order. The district will attempt to accommodate all users regardless of priority.

  1. Bend Park and Recreation District youth and adult programs
  2. Bend-La Pine School District youth programs
  3. Affiliate youth sports organizations
  4. Affiliate adult sports organizations
  5. Non-Affiliate youth or adult sport organizations
  6. Private and commercial use

We will also reference the OSAA primary sports seasons as an additional criterion for prioritization among the user types listed above.

Due to a large amount of practice rental requests during the spring and fall seasons, the district will limit each team to a 90-minute practice time slots. This is consistent with what the district offers to its youth and adult sports leagues. If needed, the district may limit the number of days per week an individual team may reserve space. Exceptions may be made depending on availability.

Tournaments are limited to a maximum of two consecutive tournament days. The district will not schedule more than four tournaments per month; this includes all sport complexes.

Cancellation and Refund Policy

Facility rentals are billed based on the reservation. It is the responsibility of the renter to contact the district to release unused facilities before the first date of the reservation so they may be reassigned. Fee adjustments and refunds are readily granted if the district is notified seven days prior to the reservation date.

Step-By-Step Reservation Process


Step 1 | Athletic Field Reservation Request

Prior to completing a reservation form, if you would like to check field availability, please contact:

Becky Young
Sports Program & Athletic Facilities Coordinator

Submit completed reservation request form via email to beckyy@bendparksandrec.org or by mail to Bend Park & Recreation District, Attention: Becky Young, 799 SW Columbia St., Bend, OR 97702. You will be notified within two business days of submitting your request to determine availability and gather additional information regarding the field rental.


Step 2 | Deposit and Fees

A refundable deposit is due at the time of your reservation. For single occurrence field rentals, full payment is also due at the time of reservation. For tournaments and recurring field reservations final billing will be done at the conclusion of the field rental. Full payment is due within 14 days of the final reservation date.

Failure to comply with billing procedures may jeopardize current and/or future field reservations. Please see our facility use fees for more information regarding deposit amounts, rental rates and additional services available.


Step 3 | Additional Services

All additional services requested by the renter must be finalized prior to the first date of the reservation. For tournament and events, these additional services will be specific in the logistics plan and reviewed during the pre-event meeting. Please see the facility use fees for information regarding the additional services available and associated fees.


Step 4 | Field Use Agreement

Once the deposit is received and details of the reservation have been coordinated, you will receive a confirmation receipt as well as a field use agreement that must be signed and returned to the District.

Reservations are not confirmed until you have returned the signed field use agreement.


Step 5 | Liability Insurance Requirements

All athletic facility renters are required to provide proof of a Comprehensive General Liability policy of not less than $2,000,000 combined single limit per occurrence, and name Bend Park and Recreation District as additionally insured. A Certificate of Insurance (COI) is due no later than 30 days prior to your rental. Please reference the information below when speaking with an insurance provider.

  • Certificate Holder Address on lower left corner must always state the following:
    Bend Park and Recreation District
    799 SW Columbia St.
    Bend, OR 97702
  • Minimum amount of General Liability Coverage:
    $2,000,000 General Liability – OR –
    $1,000,000 General Liability + $1,000,000 Umbrella Liability
  • Please include the date, name of the ‘Event’ and location in the DESCRIPTION OF OPERATIONS box.

For more information regarding insurance requirements, see the samples of acceptable coverage or contact Justin Sweet, Business Analyst, at (541) 706-6102 or via email at JustinS@bendparksandrec.org.


Step 6 | Alcohol Consumption and Sales

Insurance is required to consume alcohol on BPRD property. The type of liability insurance required will depend on the event.

If alcohol is either being provided by a host, free of charge, or is brought to an event by a participant, Host Liquor Liability is required.

If alcohol is being sold or if any type of fee, including tournament and event entry fees, is being charged at an event and alcohol is being provided to participants only, a liquor license must be obtained from the Oregon Liquor Control Commission (OLCC) and Liquor Liability insurance is required. The OLCC license requires approval signatures of both OLCC and the district and must be submitted 30 days prior to the event.

Both circumstances require certificates of insurance in the amount of $2,000,000 per occurrence, must name Bend Park and Recreation District as additionally insured, and must be submitted to the district 30 days prior to the event as previously described under the Liability Insurance Requirements section.


Step 7 | Concessions and Vendors

Food and beverage sales are prohibited without consent from the district. If food and beverage sales and granted to the user, it is the responsibility of the user to ensure that all vendors and concessionaires are following district rules and regulations. See Tournament Logistics Plan Guide for additional information regarding concessions and vendors.


Step 8 | Additional Requirements for Tournaments and Athletic Events

Athletic tournaments have additional requirements above and beyond other rentals. 30 days prior to the event date, tournament organizers are required to submit a completed logistics plan and schedule a pre-event meeting, which may be held over the phone, via email or in person.

Because the district’s permanent and portable restrooms do no accommodate large rentals, tournaments over 100 attendees (this number includes players, coaches, officials, staff and spectators) are required to provide additional portable restrooms, garbage cans and dumpsters.

For tournaments where use of the Pine Nursery plaza building has been granted, the renter is responsible for the security and appropriate use of the building during their reservation. Any lost or stolen items or damages will be charged to the renter.

Pre-tournament field prep requested for baseball or softball tournaments will be provided for an additional fee for the first pitch only on each field for each tournament day. This initial field preparation includes setting bases and pitching rubbers, infield grooming and chalking, and field lining. Additional field grooming throughout the tournament, including necessary equipment and supplies, must be provided by the renter.

For additional tournament rental requirements, please see the Tournament Logistics Plan Guide.

Questions?

Once you have reviewed the information above and if you have questions, please contact:

Becky Young
Sports Program & Athletic Facilities Coordinator

run & walk throughs

Run/Walk/Bike Events

A request for a run/walk/bike event race route through a park or on trails is required if you produce a staged event not on BPRD property but need the use of BPRD trails, pass through or travel adjacent to BPRD parks.

Paid private or staged public event reservations take priority over run/walk/bike race event requests in parks and on trails.

Not all parks and trails are suited for event use due to safety, impact and other public use.

Step-by-step Guide to Run/Walk/Bike Through Reservations

Step #1 -- Submit Request

Two months prior to your requested run/walk/bike event, fill out the request form. Please include a legible detailed route map attached with the request.

You will be notified by Chris Zerger of submittal regarding approval to move forward with the request process. This is not confirmed yet!

Returning run through event requests with changes: Submit the reservation form and written description of any changes to your route plan from last year along with a new proposed route map, for approval.


Step #2 -- Contact City of Bend, Old Mill District

The event planner may need to contact the City of Bend, (541) 388-5505, for possible city requirements.

If the requested event will pass through Riverbend Park, you must obtain approval from The Old Mill District. Contact Brent at (541) 312-0131.


Step #3 -- Insurance

At least 30 days prior to the approved reservation, submit proof of Comprehensive General Liability Insurance policy with coverage of not less than $2 million combined single occurrence. Review Insurance Information Packet and Sample Insurance certificate.

Submit proof of Comprehensive General Liability insurance policy with coverage of not less than $2 million combined single occurrence. Review Insurance Information Packet and Sample insurance certificate

Questions?

Once you have reviewed the information above and if you have questions, please contact:

Chris Zerger
Public Events Coordinator
Katy Aceto
Public Events Program Assistant
 

Image of a Run-Walk event through Farewell Bend.

businesses use of parks

Business Park Rental Instructions

In order for a business to operate in or on District property, a business must request permission from the District and be properly permitted for the activity. Please visit the Business Use of a Park page to fill out a request or to learn more about obtaining a permit.