Tournaments, Athletic Events and Sports Facility Rentals
Athletic facility users are required to have a reservation for practicing, playing contests, conducting drills, events, tournaments, camps or other programmed activities. Reservations provide exclusive and priority use of BPRD sports fields and facilities.
How to Reserve a Sports Field or Facility
Please review all athletic facility rental documents for rules and regulations of athletic facility use, scheduling prioritization, billing cancellation and refunds, fees, and other important information. It is the 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, 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 by January 1. Requests will not be considered if they are received less than three months in advance of requested tournament dates.
Non-Tournament Rental Requests
For non-tournament facility rentals (practices, games, private rentals, etc.), the district will begin taking requests on January 1. To receive appropriate scheduling priority, these reservation requests are due at the following dates:
- Spring (April – May) requests are due February 1
- Summer (June – mid-August) requests are due May 1
- Fall (mid-August – October) requests are due August 1
Once these dates have passed, facility requests are open to all users regardless of scheduling priority and will be accommodated on a first-come, first-served basis. Requests must be submitted at least seven days in advance of reservation date(s). Those received less than seven days in advance may not be accommodated.
Scheduling Prioritization and Limitations
Because the district cannot provide facility space to accommodate all requests, we have developed a prioritization process to make the best use of available space. Athletic facility space will be scheduled based on the user types below in priority order. The district will attempt to accommodate all users regardless of priority.
- 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 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 slot. This is consistent with what the district offers to its youth and adult sports leagues. If needed, the district may limit the number of days per week an individual team may reserve space. Exceptions may be made depending on availability.
Tournaments are limited to a maximum of two consecutive tournament days. The district will not schedule more than four tournaments per month; this includes all sport complexes.
Cancellation and Refund Policy
Facility rentals are billed based on the reservation. It is the responsibility of the user 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.
The district 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 Becky or by mail to Bend Park & Recreation District, Attention: Becky Rexford, 799 SW Columbia St., Bend, OR 97702. 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 | Deposit and Fees
A refundable deposit is due at the time of your reservation. For single occurrence field rentals, full payment is also due at the time of reservation. For tournaments and recurring field reservations final billing will be done at the conclusion of the field rental. Full payment is due within 14 days of the final reservation date.
Failure to comply with billing procedures may jeopardize current and/or future field reservations. Please see the guidelines 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 specific in the logistics plan and reviewed during the pre-event meeting. Please see the guidelines for information regarding the additional services available and associated fees.
Step 4 | Field Use Agreement
Once the deposit is received and details of the reservation have been coordinated, you will receive a confirmation receipt as well as a field use agreement that must be signed and returned to the District.
Reservations are not confirmed until you have returned the signed field use agreement.
Step 5 | Insurance
A certificate of insurance is required and is due no less than 30 days prior to the reservation. Please see the insurance packet for more information.
Step 6 | Alcohol Consumption and Sales
No person shall possess or consume alcoholic beverages on district property without authorization from the district. If granted, insurance is required to possess or consume alcohol on district property. The type of liability insurance required will depend on the nature of possession and consumption.
If alcohol is either being provided by a host, free of charge, or is brought to an event by a participant, an additional rider on the COI for 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 an additional rider on the COI for Liquor Liability insurance is required. The OLCC license must be submitted 30 days prior to the event.
Step 7 | Concessions and Vendors
Food and beverage sales are prohibited without consent from the district. If food and beverage sales and granted to the user, it is the responsibility of the user to ensure that all vendors and concessionaires are following district rules and regulations. See Tournament Logistics Plan Guide for additional information regarding concessions and vendors.
Step 8 | Additional Requirements for Tournaments and Athletic Events
Athletic tournaments have additional requirements above and beyond other rentals. 30 days prior to the event date, tournament organizers are required to submit a completed logistics plan and schedule a pre-event walk-through of their reserved facility or facilities.
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 user 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 user.
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 user.
For additional tournament rental requirements, please see the Tournament Logistics Plan Guide.
Once you have reviewed the information above and if you have questions, please contact: