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