2225 NE Daggett Ln, Bend, OR 97701, USA
18920 NW Shevlin Park Rd, Bend, OR 97701, USA
21690 NE Neff Rd, Bend, OR, United States
21690 NE Neff Rd, Bend, OR, United States
2500 NW Crossing Dr, Bend, OR, United States
1315 Northwest Discovery Park Drive, Bend, OR, United States
1000 SW Reed Market Rd, Bend, OR 97702, USA
1235 NE Jones Rd, Bend, OR 97701, USA
800 NE 6th St, Bend, OR, United States
800 Centennial Boulevard, Bend, OR, United States
1700 SE Reed Market Rd, Bend, OR, United States
1600 SE Reed Market Rd, Bend, OR 97702, USA
55 NW Riverside Blvd, Bend, OR, United States
3750 NE Purcell Blvd, Bend, OR, United States
1525 Northwest Wall Street, Bend, OR, United States
225 SE 15th St, Bend, OR, United States
779 SW Columbia St, Bend, OR 97702, USA
799 SW Columbia St, Bend, OR, United States
799 SW Columbia St, Bend, OR, United States
20885 Egypt Dr, Bend, OR 97701, USA
18920 Northwest Shevlin Park Road, Bend, OR, United States
19617 Mountaineer Way, Bend, OR, United States
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:
The reservation window for each facility is as follows:
| 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.
| 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.
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.
Learn more on the Aspen Hall Rental page, or contact:
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.
Learn more on the Marcoulier Room Rental page, or contact:
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.
Learn more on the Hollinshead Barn Rental page, or contact:
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 calendar. Note: this is for reference only and not an indicator of park availability.
Public events can be one of three categories:
Please review the Event Park Guidelines to learn general park rules and regulations. The following community parks are suitable for community event reservations from April 15 through October 15 and have park-specific rules and guidelines too:
* 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.
Must be submitted at least four months prior.
The event organizer must submit a proposal.
A description of your event vision including:
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.
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.
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.
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.
Have a successful and fun event!
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:
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.
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:
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.
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.
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.
Prior to completing a reservation form, if you would like to check field availability, please contact:
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.
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.
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.
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.
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.
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.
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.
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.
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:
Documents for Sports Field Rentals:
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.
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.
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.
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:
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.
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:
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.
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:
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.
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.
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.
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.
Park users are welcome to bring gas grills for personal use. Charcoal briquette barbecues and portable fire pits are prohibited.
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.
The reservation window for each facility is as follows:
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:
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.
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:
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.
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.
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.
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.
Park users are welcome to bring gas grills for personal use. Charcoal briquette barbecues and portable fire pits are prohibited.
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.
The reservation window for each facility is as follows:
The reservation window for each facility is as follows:
| 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.
| 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.
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.
Learn more on the Aspen Hall Rental page, or contact:
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.
Learn more on the Marcoulier Room Rental page, or contact:
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.
Learn more on the Hollinshead Barn Rental page, or contact:
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 calendar. Note: this is for reference only and not an indicator of park availability.
Public events can be one of three categories:
Please review the Event Park Guidelines to learn general park rules and regulations. The following community parks are suitable for community event reservations from April 15 through October 15 and have park-specific rules and guidelines too:
* 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.
Must be submitted at least four months prior.
The event organizer must submit a proposal.
A description of your event vision including:
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.
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.
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.
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.
Have a successful and fun event!
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:
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.
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:
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.
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.
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.
Prior to completing a reservation form, if you would like to check field availability, please contact:
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.
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.
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.
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.
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.
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.
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.
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.
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:
Documents for Sports Field Rentals:
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.
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.
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.
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:
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.
