Making an Athletic Field Reservation

Is a reservation required to use a field?

Usually not. However, reservations ARE required if you want to use Bannerwood, need lights, want game prep or are collecting a fee from participants. Groups using a field on a first-come, first-served basis must leave if a group with a reservation arrives.

When is a reservation required/recommended?

A reservation is required if you want to use Bannerwood, have a game prep, need lights, or are collecting a fee from participants. A reservation is recommended if you are inviting others to come. Having a reservation is the only way to have priority over first-come, first-served use.

What are the pros/cons of making a field reservation?

Pros - Only groups with reservations can have the lights turned on or get a game prep, when available. Groups with reservations will get a Field Agreement that can be taken to the field as proof. Groups with reservations have the right to kick off drop-in users for the date/time of their reservation.

Cons - There is a cost involved for the priority granted by a reservation. Field reservations require advanced planning, since we require at least eight days' notice.

Field Rental Fees (2020)

For what type of event may I submit a request?

Games - baseball, softball, ultimate, soccer, lacrosse, flag football, kickball and cricket.

Practices - baseball, softball, ultimate, soccer, lacrosse, football, kickball and cricket.

Groups - companies, organizations, schools, friends and families.

Tournaments, camps, tryouts, picnics and parties.

May I make a reservation?

How can I check availability for a field?

Contact the appropriate Scheduling Office - Athletic Field Contact Information.

What fields can be reserved?

The Parks Scheduling Office coordinates use at all of the City of Bellevue's fields. List of Fields (2020)

When can the fields be used?

Refer to the List of Fields for the date ranges for field use. For fields without lights, please refer to the Lights and Darkness Schedule to determine the approximate time of dusk. Fields will be reserved until dusk only.
List of Fields (2020)
Lights and Darkness Schedule (2020)

Field Seasons & Use Times for Fields Scheduled by the City of Bellevue

City Softball/Baseball Fields

Bannerwood:
March - September Game Times (coordinate warm-up time, too)
Monday - Friday - 5 p.m. to 7:45 p.m. and 8 p.m. to 10:45 p.m.
Saturday and Sunday - 9 a.m. to noon, 12:30 p.m. to 3:30 p.m., 4 p.m. to 7 p.m. and 7:30 p.m. to 10:30 p.m.

Hidden Valley #1:
January - December
Every day - 9 a.m. to 11 p.m.

Hidden Valley #2, #3 and #4 and Newport Hills Baseball:
March - October
Every day - 9 a.m. to dusk

All other fields:
March - September
Every day - 9 or 10 a.m. to 11 p.m. (or dusk)

City Soccer Fields:
Robinswood and Wilburton:
January - December
Every day - 9 a.m. to 11 p.m.

Newport Hills:
January - December
Every day - 9 a.m. to 10 p.m.

All others:
July - November
Every day, 9 a.m. to dusk

How do I make a reservation?

Which request form should I use?

Request Form for Formal Field Use - to request ongoing use for EACH new season, EACH tournament, or sports camps. Use a separate form for each basepath distance. Can also be used anytime several reservations are wanted.
Request Form for Informal Field Use - to request a single date or just a few practices. For example: team practice, company picnic, gathering of friends, or family birthday party.
Request Form for Additional Field Use - to request another Formal or Informal reservation.

What additional paperwork is needed? (Formal Field Use Only)

Certificate of Insurance
Post-Season League Report (for returning groups)
Concussion Compliance Form
Proof of Non-Profit Status (if applicable)
List of Board Members with Contact Information (if applicable)
Participant Roster with Names and Home Addresses (if requested)

Is insurance required for field reservations?

Insurance is NOT required for Informal Field Use. For Formal Field Use, a current Certificate of Insurance is needed, meeting these requirements: The City of Bellevue, its officials, employees and volunteers, PO Box 90012, Bellevue, WA 98009-9012, must be listed as Certificate Holder and named Additional Insured. Minimum amount of general liability is $1,000,000 per occurrence, $2,000,000 aggregate.

How do I complete/submit a request form?

Download the form and complete it (preferably typed). At the bottom of the Terms & Conditions section (last page), we require either a signature or a User Code (for returning clients). Returning clients can contact the Parks Scheduling Office to find out their User Code. Once completed, attach the form to an email (preferred), or submit it via fax, regular mail or drop it off at Bellevue City Hall.

How many reservations may I request?

For Formal Field Use, groups can request as many reservations as wanted. NOTE: All field time requested may not be reserved, since reservations are based on the allocation process.
For Informal Field Use, groups can request up to four reservations per form. If more than four reservations are wanted, an additional form can be submitted on the following day.

How far in advance can I submit a request form?

Request forms can be submitted as soon as the field rental information is updated for the new calendar year.

For Formal Field Use, the forms will included in the allocation process after the submission deadline has passed for each date range.

For Informal Field Use, forms will be processed once done with the allocation.

For information about the seasons and deadlines, please see the Athletic Field Scheduling Timeline.

How do I pay for reservation(s)?

How much does it cost to reserve a field?

Field rental fees are hourly rates based on the age of the participants, quality of the field, and, for non-commercial youth groups, the Bellevue Residency Percentage. If lights are needed, there is an hourly light fee in addition to the field fees.

Field Rental Fees (2020)
Unsure of which category applies to the field wanted? Refer to the Fees by Field document (2020).

When do I have to pay for a field reservation?

For Informal Field Use, payment in full will be due immediately.
For Formal Field Use, payment for the first month of use is due as soon as the allocation has been done. Payment for additional months will be due by the 15th of the month prior. (Some returning groups have been approved for the Field Post-Payment Plan with a down payment involved. Contact the Parks Scheduling Office for more information.)
For Sports Camps and Tournament field use, an initial payment is due immediately, with the remaining balance due one month prior.

What is the initial payment amount for sports camps?

$1,000 or 50% of the fees, whichever is less.

What is the initial payment amount for a tournament?

$1,000 for tournaments requesting Bannerwood, a synthetic turf soccer field, or at least three fields.

$500 for all other tournaments.

NOTE: When a group is holding multiple tournaments simultaneously, each bracket (with a different list of starting teams) will define the number of tournaments occurring. This sometimes occurs when "a" tournament is offered for multiple age groups.

What forms of payment are accepted?

The City of Bellevue accepts payments via cash, check, Visa or MasterCard credit/debit. NOTE: We cannot accept a check payment within two weeks of the field use.

How can I provide a Visa or MasterCard number for payment?

When the City is ready to process payment, the Parks Scheduling Office will contact you via email with the amount due and the options. We can accept a Visa/MasterCard payment via phone or through an online payment. If groups prefer to have a credit card number on file, please submit a signed Credit Card Authorization Form.