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.
Please review all athletic facility rental documents for rules and regulations of athletic facility use, scheduling prioritization, billing and fees, cancellation and refunds, and other important information. It is the user’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. Here are our primary sports facilities:
Athletic tournament requests may be submitted between December 1 and December 31. Requests will not be considered if they are received less than three months in advance of requested tournament dates.
Tournaments are limited to a maximum of two consecutive tournament days, including setup and cleanup.
BPRD will accept requests for non-tournament facility rentals beginning January 1. To receive appropriate scheduling priority, these reservation requests are due on the following dates:
- February 1 for use during April 1 – June 14
- May 1 for use during June 15 – August 14
- August 1 for use during August 14 – October 31
After the deadlines, athletic facility rentals are open to the public on a first-come, first-served basis. Requests must be submitted at least seven-days before the first date of the reservation. Requests received less than seven days in advance may not be accommodated.
A prioritization process has been developed to schedule athletic facility use, as BPRD cannot provide facility space to accommodate all sports organizations.
Facilities will be scheduled based on the user types below in order of priority. When possible, BPRD will attempt to accommodate all users regardless of priority. As a result, we will consider all requests and schedule time based on priority order that makes the best use of available space.
- Bend Park and Recreation District youth and adult programs
- Bend-La Pine School District youth programs
- Affiliate youth sports organizations
- Affiliate adult sports organizations
- Non-Affiliate youth or adult sport organizations
- Private and commercial use
We also reference the OSAA primary sports seasons as an additional criterion for prioritization among the user types listed above.
Cancellation and Refund Policy
Rentals are billed based on the reservation. It is the responsibility of the user to contact the district to release unused facilities before the first date of the reservation so they may be reassigned. For non-tournament rentals, fee adjustments and refunds will be readily granted if notified seven days prior to the reservation date.
Tournaments may be refunded in full if canceled no less than three months prior to the first day of the tournament. No refund will be granted if the tournament is canceled less than three months prior to the first day of the tournament.
BPRD reserves the right to cancel or delay any event due to weather conditions. In the event of inclement weather, reservations may be rescheduled, if possible, at no additional cost. Cancellations due to inclement weather will not be refunded.
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:
Submit completed reservation request form via email to BeckyR@bendparksandrec.org. Please allow at least two business days for district staff to contact you to determine availability and gather additional information regarding the field rental.
Step 2 | Fees and Facility Use Agreement
Full payment, including refundable damage deposit and fees for additional services when applicable, is due at the time of booking. User will receive a confirmation receipt as well as a facility use agreement that must be signed and returned to the district.
Failure to comply with billing procedures may jeopardize current and/or future field reservations. Please see the Sports Facility Rental Fees for more information regarding deposit amounts, rental rates and additional fees.
Step 3 | Additional Services
All additional services requested by the user must be finalized prior to the first date of the reservation. For tournaments and events, these additional services will be specified in the logistics plan and reviewed during the pre-event meeting (see Step 6 below). Please see the Sports Facility Rental Guidelines for information regarding the additional services available.
Step 4 | Insurance
A certificate of insurance (COI) is required for tournaments and recurring field use and is due no less than 30 days prior to the reservation. Please see the Insurance Requirements for more information.
Single-day field reservations do not require a COI.
Step 5 | Alcohol Consumption and Sales
No person shall possess or consume alcoholic beverages on BPRD property without authorization from the district. If granted, insurance is required to possess or consume alcohol on BPRD property. The type of liability insurance required will depend on the nature of possession and consumption.
If alcohol is either being provided by the event organizer, free of charge, or is brought to an event by an attendee, an additional rider on the COI for Host Liquor Liability is required.
If alcohol is being sold or if any type of fee, including race and event entry fees, is being charged at an event and alcohol is being provided to attendees only, a liquor license must be obtained from the Oregon Liquor Control Commission (OLCC) and an additional rider on the COI for Liquor Liability insurance is required. BPRD also requires the area to be fenced in.
Step 6 | Additional Requirements for Tournaments and Athletic Events
Athletic tournaments have additional requirements above and beyond other rentals. Tournament organizers are required to submit a completed logistics plan and schedule a pre-event meeting with BPRD staff no less than 30 days prior to the event date. If the logistics plan is submitted less than 30 days prior to the tournament, additional services cannot be guaranteed and may not be accommodated.
For additional tournament rental requirements, please see the Logistics Plan Guide.
Once you have reviewed the information above and if you have questions, please contact: