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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: 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 $75 per hour; 3 hr minimum $1,050
Hollinshead Barn 110 $45 per hour; 3 hr minimum $450
Riverbend Community Room (BPRD district office) 80 $55 per hour; 3 hr minimum Friday: $550; Saturday and Sunday not available

Commercial Use: 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  $85 per hour; 3 hr minimum  $1,365
Hollinshead Barn 110  $55 per hour; 3 hr minimum  $585
Riverbend Community Room (BPRD district office) 80  $65 per hour; 3 hr minimum  Friday: $715; Saturday and Sunday not available

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:

Alissa Hettinga
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:

Alissa Hettinga
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 2018 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:

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 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 (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
 

Tournaments, Athletic Events and Sports Fields Rentals

Sports field users are required to have a reservation for practicing, playing contests, conducting drills, camps or other programmed activities. Reservations provide exclusive and priority use of District athletic fields and facilities.

How to Reserve a Sports Field 

Please review the Field Use Guidelines for rules and regulations of athletic field use, scheduling prioritization, billing cancellation and refunds, and other important information. It is the user’s responsibility to know and adhere to the rules and regulations outlined along with general park rules and regulations.

Athletic fields are available to rent March 1 through October 31. Here are our primary sports field rentals:

The District will begin taking tournament reservation requests November 1 and they must be submitted by December 31.

The District will begin taking requests for non-tournament field reservations on December 1. To receive appropriate scheduling priority for non-tournament rentals, reservation requests are due at the following dates:

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

Once these dates have passed, field rentals 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 7 days in advance of reservation date(s). Requests received less than 7 days in advance may not be accommodated.

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 Coordinator
& Sports Field Rentals

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 will hold your field reservation. For single occurrence field rentals, payment is 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 Field Use Fees for more information regarding deposit amounts, rental rates and additional services available.


Step 3 | 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 4 | Liability Insurance

All field rentals require a Certificate of Liability Insurance that is due 30 days before the first reservation date. Please see Liability Insurance Requirements below for more information.


Step 5 | Alcohol Sales and Requirements

Use or selling of alcohol is allowed only under permitted uses. Possession or consumption of alcoholic beverages requires an alcohol permit that can be obtained in person at any Bend Park and Recreation District facility. Selling of alcoholic beverages for all sport field rentals and consumption of alcohol at tournaments requires an additional rider on the certificate of insurance and a permit issued by the Oregon Liquor Control Commission, both of which are due 30 days prior to the reservation date.


Step 6 | Tournament Logistics Plan

Tournaments are required to complete and submit a logistics plan as well as schedule a pre-event meeting at least 30 days prior to the event date. This meeting can be held over the phone, via email or in person. See Athletic Event Tournament Logistics Plan Guide for additional information.

Cancellation and Refund Policy

Field rentals are billed based on reserved field space. In the event reserved fields are not being used, it is the responsibility of the user to contact the District to release unused fields before the first date of the reservation so they may be reassigned. Fee adjustments and refunds are readily granted if notified 7 days prior to the reservation date.

Liability Insurance Requirements 

All users and organizations to whom use has been granted via the reservation process must agree in writing to hold the Bend Park & Recreation District harmless and free from all liability of any kind resulting from the use of District fields and facilities.

A Certificate of Insurance and Additionally Insured Endorsement page must be submitted to the District 30 days prior to the reservation providing proof of the following coverage:

  • Public liability and property damage insurance in an amount no less than $2,000,000 per occurrence.
  • Bend Park & Recreation District named as additionally insured.

Every Certificate of Insurance should have the following minimum information:

  • Named insured
  • Insurance company
  • Policy number
  • Date(s) of coverage
  • Limits of liability
  • Type of event
  • Type of activity and location of event
  • Issuance date of Certificate (should be no more than thirty (30) days prior to event)
  • Cancellation insurance clause providing the District with thirty (30) days written notice

For additional information see the Insurance Information Packet which includes samples of acceptable coverage.

Alcohol and Concessions

Consumption or sale of alcohol in District parks is allowed only under permitted uses. Possession or consumption of alcoholic beverages requires an additional alcohol liability rider on the certificate of insurance. Selling of alcoholic beverages for all sport field rentals and consumption of alcohol at tournaments requires an additional alcohol liability rider on the certificate of insurance and a permit issued by the Oregon Liquor Control Commission. User is responsible for contacting OLCC to obtain a permit. The OLCC permit (if obtained) and the certificate of insurance must be submitted to the District 30 days prior to the event.

The District holds an exclusive contract for food and beverages concessions. Additional food and beverage sales are prohibited without written consent from the District. See Athletic Event Logistics Plan Guide for additional information regarding concessions and vendors.

Questions?

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

Becky Young
Sports Program Coordinator
& Sports Field Rentals

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

Image of a Run-Walk event through Farewell Bend.

Shelter Rental 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

 Throwing a picnic? Ask about Picnic Kit Rentals for $32.00 per day for your next celebration.

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. If alcohol is being served an additional rider on the insurance certificate is required and 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. Picnic shelter or picnic areas rental do not require insurance, unless the number of people is over 75 or alcohol is served then $2 million certificate of insurance is required.
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. Those wishing to have and/or consume alcohol in a BPRD park must obtain an alcohol permit for their group. If you plan on providing and/or serving alcohol at your private event, you will need to provide the district with a certificate of insurance naming BPRD as additionally insured for $2 million general liability insurance per occurrence.

    Alcohol permits are issued at the District Office 799 SW Columbia St. or call us at (541) 389-7275. (Monday-Friday: 8:00 am – 5:00 pm)

    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

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

 Throwing a picnic? Ask about Picnic Kit Rentals for $32.00 per day for your next celebration.

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. If alcohol is being served an additional rider on the insurance certificate is required and 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. Picnic shelter or picnic areas rental do not require insurance, unless the number of people is over 75 or alcohol is served then $2 million certificate of insurance is required.
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
info@bendparksandrec.org

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. Those wishing to have and/or consume alcohol in a BPRD park must obtain an alcohol permit for their group. If you plan on providing and/or serving alcohol at your private event, you will need to provide the district with a certificate of insurance naming BPRD as additionally insured for $2 million general liability insurance per occurrence.

    Alcohol permits are issued at the District Office 799 SW Columbia St. or call us at (541) 389-7275. (Monday-Friday: 8:00 am – 5:00 pm)

    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: 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 $75 per hour; 3 hr minimum $1,050
Hollinshead Barn 110 $45 per hour; 3 hr minimum $450
Riverbend Community Room (BPRD district office) 80 $55 per hour; 3 hr minimum Friday: $550; Saturday and Sunday not available

Commercial Use: 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  $85 per hour; 3 hr minimum  $1,365
Hollinshead Barn 110  $55 per hour; 3 hr minimum  $585
Riverbend Community Room (BPRD district office) 80  $65 per hour; 3 hr minimum  Friday: $715; Saturday and Sunday not available

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:

Alissa Hettinga
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:

Alissa Hettinga
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 2018 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:

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 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 (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
 

sports fields rentals

Tournaments, Athletic Events and Sports Fields Rentals

Sports field users are required to have a reservation for practicing, playing contests, conducting drills, camps or other programmed activities. Reservations provide exclusive and priority use of District athletic fields and facilities.

How to Reserve a Sports Field 

Please review the Field Use Guidelines for rules and regulations of athletic field use, scheduling prioritization, billing cancellation and refunds, and other important information. It is the user’s responsibility to know and adhere to the rules and regulations outlined along with general park rules and regulations.

Athletic fields are available to rent March 1 through October 31. Here are our primary sports field rentals:

The District will begin taking tournament reservation requests November 1 and they must be submitted by December 31.

The District will begin taking requests for non-tournament field reservations on December 1. To receive appropriate scheduling priority for non-tournament rentals, reservation requests are due at the following dates:

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

Once these dates have passed, field rentals 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 7 days in advance of reservation date(s). Requests received less than 7 days in advance may not be accommodated.

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 Coordinator
& Sports Field Rentals

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 will hold your field reservation. For single occurrence field rentals, payment is 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 Field Use Fees for more information regarding deposit amounts, rental rates and additional services available.


Step 3 | 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 4 | Liability Insurance

All field rentals require a Certificate of Liability Insurance that is due 30 days before the first reservation date. Please see Liability Insurance Requirements below for more information.


Step 5 | Alcohol Sales and Requirements

Use or selling of alcohol is allowed only under permitted uses. Possession or consumption of alcoholic beverages requires an alcohol permit that can be obtained in person at any Bend Park and Recreation District facility. Selling of alcoholic beverages for all sport field rentals and consumption of alcohol at tournaments requires an additional rider on the certificate of insurance and a permit issued by the Oregon Liquor Control Commission, both of which are due 30 days prior to the reservation date.


Step 6 | Tournament Logistics Plan

Tournaments are required to complete and submit a logistics plan as well as schedule a pre-event meeting at least 30 days prior to the event date. This meeting can be held over the phone, via email or in person. See Athletic Event Tournament Logistics Plan Guide for additional information.

Cancellation and Refund Policy

Field rentals are billed based on reserved field space. In the event reserved fields are not being used, it is the responsibility of the user to contact the District to release unused fields before the first date of the reservation so they may be reassigned. Fee adjustments and refunds are readily granted if notified 7 days prior to the reservation date.

Liability Insurance Requirements 

All users and organizations to whom use has been granted via the reservation process must agree in writing to hold the Bend Park & Recreation District harmless and free from all liability of any kind resulting from the use of District fields and facilities.

A Certificate of Insurance and Additionally Insured Endorsement page must be submitted to the District 30 days prior to the reservation providing proof of the following coverage:

  • Public liability and property damage insurance in an amount no less than $2,000,000 per occurrence.
  • Bend Park & Recreation District named as additionally insured.

Every Certificate of Insurance should have the following minimum information:

  • Named insured
  • Insurance company
  • Policy number
  • Date(s) of coverage
  • Limits of liability
  • Type of event
  • Type of activity and location of event
  • Issuance date of Certificate (should be no more than thirty (30) days prior to event)
  • Cancellation insurance clause providing the District with thirty (30) days written notice

For additional information see the Insurance Information Packet which includes samples of acceptable coverage.

Alcohol and Concessions

Consumption or sale of alcohol in District parks is allowed only under permitted uses. Possession or consumption of alcoholic beverages requires an additional alcohol liability rider on the certificate of insurance. Selling of alcoholic beverages for all sport field rentals and consumption of alcohol at tournaments requires an additional alcohol liability rider on the certificate of insurance and a permit issued by the Oregon Liquor Control Commission. User is responsible for contacting OLCC to obtain a permit. The OLCC permit (if obtained) and the certificate of insurance must be submitted to the District 30 days prior to the event.

The District holds an exclusive contract for food and beverages concessions. Additional food and beverage sales are prohibited without written consent from the District. See Athletic Event Logistics Plan Guide for additional information regarding concessions and vendors.

Questions?

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

Becky Young
Sports Program Coordinator
& Sports Field Rentals

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

Image of a Run-Walk event through Farewell Bend.