Additional Field Reservations Form
Update Field Reservations Form
Add/Update Form for Field Reservations Spreadsheet
Add a Reservation
To request additional reservations per season, submit the simplified Additional Field Reservations Form. Please submit the request with at least 8 days’ notice. Paperwork received by 2 p.m. will be considered as “received” on that day.
Return/Cancel a reservation
If you have a reservation and realize IN ADVANCE that the time is no longer wanted, please return the reservation with as much notice as possible. The amount of credit will be based on the amount of notice. Please submit an Update Field Reservation Form with as much notice as possible. Paperwork received by 2 p.m. will be considered as “received” on that day. When determining the amount of notice, Day 1 is the day that follows the day "received."
General Cancellation Policy
For 2023 field use:
- Full credit if cancelled while Rental is in Initial Status (typically the first 2 weeks after send-out).
- Admin Fee only if cancelled After Initial Status has ended, but with at least 15 days’ notice.
- 50% field credit if cancelled with 8 to 14 days’ notice.
- No field credit if cancelled with less than 8 days’ notice.
- For Add-on fees, credit may be possible with notification.
For 2024 field use:
- Full credit if cancelled while Rental is in Initial Status (typically the first 2 weeks after send-out).
- Admin Fee only if cancelled After Initial Status has ended, but with at least 21 days’ notice.
- 50% field credit if cancelled with 10 to 21 days’ notice.
- No field credit if cancelled with less than 10 days’ notice.
- For Add-on fees, credit may be possible with notification.
Cancelling Field Time for Tournament Teams
If you have a team involved in a multi-week tournament or playoffs, we can treat last cancellations as though we had more notice. This ONLY applies when both conditions are met:
- Contact us with at least 15 days’ notice (for 2023) or 21 days’ notice (for 2024) to let us know WHICH reservations might be cancelled, due to elimination, AND
- Provide at least 3 days’ notice if the field time needs to be cancelled.
REMINDER: When cancellations are received with this amount of notice, just the Admin Fee will be charged.
Sports Camp & Tournament Cancellation Policy
If all camp or tournament field time reserved is cancelled with at least two months’ notice, full credit will be issued. If field time is cancelled with less than two months' notice, the credit amount will be based upon the General Cancellation Policy, less the initial payment amount.
Rainout a Reservation
If your group was scheduled to use a field that was rained out, please submit an Update Field Reservation Form as soon as convenient. The Parks Scheduling Office needs to receive this form NO LATER than the first day of the following month in order to be processed. NOTE: To get credit for light fees, leave a message at the FIeldLights number (425-452-2864).
Extend the Time of a Reservation
If just a little more time is needed, please submit an Update Field Reservation Form. For example, a 1 p.m. - 3 p.m. timeslot could be EXTENDED to become 1 p.m. - 3:30 p.m. or 12:30 p.m. - 4 p.m. NOTE: If more time is needed to add a game or practice, submit a Additional Field Reservations Form.
Shorten the Time of a Reservation
If less time is needed, please submit an Update Field Reservations Form. For example, a 12:30 p.m. - 4 p.m. timeslot could be reduced to become 1 p.m. - 3 p.m. NOTE: The General Cancellation Policy will apply to field time no longer wanted.
Move a Reservation to a Different Field
If a preferred field opens up and your group wants to change which field is reserved, please submit an Update Field Reservations Form. For example, a Robinswood reservation could be moved to Wilburton.
Change the Date of a Reservation
If your group wants to move a reservation to a different date, please submit an Update Field Reservations Form or Add/Update Field Reservations Spreadsheet. The Admin Fee - Field Reschedule charge will apply IF you are changing the date initially reserved with less than 15 days’ notice for 2023 or 21 days' notice for 2024. In 2023, it will also apply if the date is being changed from one month to another.
Changing a Reservation from a Practice to a Game
Please let us know if a reservation will be for a game (rather than a practice) by submitting an Update Field Reservations Form or submit a game schedule.
NOTE: If the field will receive a full game prep for the added game, the Game Prep Fee will apply. See the Field Rental Fees for more information.
Field Rental Fees (2023)
Confirm the Basepath/Pitching Distance for a Reservation
Please review the basepath and pitching distances listed for each field on the List of Fields Alphabetical files (2023) or (2024). If the field has multiple distances listed, the primary distances will be in bold text. If you want to use different distances, please contact the Parks Scheduling Office. We may ask for an Update Field Reservations Form. Although some fields may be able to accommodate multiple distances, the distances will ONLY be changed if the request coordinates with other scheduled use and the pitching distance set. For example, base distances will NOT be moved if not compatible with other reservations, the field size, or pitching mound.