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 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:
- 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 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.
Cancellation and Refund Policy
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.
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 firstname.lastname@example.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 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.
Step 3 | Additional Services
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.
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 | Liability Insurance Requirements
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.
- Certificate Holder Address on lower left corner must always state the following:
Bend Park and Recreation District
799 SW Columbia St.
Bend, OR 97702
- Minimum amount of General Liability Coverage:
$2,000,000 General Liability – OR –
$1,000,000 General Liability + $1,000,000 Umbrella Liability
- Please include the date, name of the ‘Event’ and location in the DESCRIPTION OF OPERATIONS box.
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.
Step 6 | Alcohol Consumption and Sales
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.
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 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.
Once you have reviewed the information above and if you have questions, please contact: