Find information for how to request additional reservations or change an existing reservation. Changes include adjusting the time, rescheduling to a different date, updating the basepath, requesting game prep, canceling or asking for poor weather credit.
Add reservation
To request additional reservations per season, submit the simplified Add/Update Field Reservations Spreadsheet. Please submit the request at least eight days' notice. Paperwork received by 2 p.m. will be considered as “received” on that day.
Change reservations
Change the time of a reservation
To extend, shorten or adjust the timeslot, submit an Add/Update Field Reservations Spreadsheet.
- Note: The General Cancellation Policy will apply to field time no longer wanted.
Change the date of a reservation
If your group wants to move a reservation to a different date, submit an Add/Update Field Reservations Spreadsheet to reschedule. The Admin Fee - Field Reschedule charge will apply if changing the date with less than 21 days' notice.
Change the basepath/pitching distance for a reservation
Please review the basepath and pitching distances listed for each field on the List of Fields. 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. 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.
Changing a reservation from a practice to a game
We assume that all reservations are for practice unless we hear otherwise. Please send over a Game Schedule if games are scheduled, especially on our dirt infields or at Bannerwood.
- Note: If the field is prepped, the Game Prep Fee will apply. See the Field Rental Fees for more information.
Game schedules
The game schedule should include:
- On-field warmup time: At all fields, this is the start of reservation time. At Bannerwood, this is also the “unlock field” time.
- Game start time: for each game
- Midday game prep time: For ballfields with a dirt infield. Midday game preps aren’t guaranteed. Provide preferred timeslot for 30 minutes per field without overlapping times between fields.
- Ending time for day: This is the “field is empty for next group”, light turn off, and/or lock up time. This should be no later than dusk on fields without lights, 10 p.m. at the Newport Hills Soccer field, and 11 p.m. at all other fields with lights.
- Hold for makeup reservations: These are reservations that will only be used if reschedules are needed. Provide date/time when field time is reserved for make-up reservations and when a status update will be provided.
- Basepath and pitching distances: Please confirm the basepath & pitching distance wanted. If it varies, please include it for each field/game.
Weather-related adjustments
- Predicted weather: Canceled field time based on predicted weather is treated as a cancellation.
- Actual weather:
- Field crew closure: Automatic credit for field and light fees will be applied.
- User group decision: If the user group decides to not use the field due to poor weather, field credit may be requested.
- Light fee credit: Leave a message at our Field Lights number (425-452-2864).
- Field credit: Submit an Add/Update Field Reservations Spreadsheet by the 1st of the following month or within 5 days of the closure for end-of-the-month weather impacts.
Cancel reservation
If you realize in advance that reserved time is no longer wanted, please cancel the field time with as much notice as possible. The amount of credit varies based on the amount of notice. Please submit an Add/Update Field Reservations Spreadsheet. Paperwork received by 2 p.m. will be considered “received” on that day; after 2 p.m. is considered “received” on the following day. When determining the amount of notice, Day 1 is the day after the request was "received."
General cancellation policy
Initial confirmations are typically in “Initial Status” for 2 weeks, unless noted on the confirmation email. Reservations cancelled while in Initial Status will receive full credit.
- Admin Fee only: Cancel with at least 21 days' notice.
- 50% Field Credit: Cancel with 10 to 20 days' notice.
- No Field Credit: Cancel with less than 10 days' notice.
- Change Not Possible: Less than 3 days' notice. Credit is still possible for add-on fees (lights, prep, special uses).
Canceling field time for tournament (aka playoff) teams
If you have a team involved in a multi-week tournament or playoffs, we can treat late cancellations as though we had at least 21 days' notice.
This only applies when both conditions are met:
- Contact us with at least 21 days' notice to let us know which reservations might be canceled.
- Provide at least 3 days' notice if the field time needs to be cancelled.
Tournament and camp cancellations
- At least two months prior: Full credit will be issued...
- Tournaments: If all the tournament field time reserved is cancelled with at least two months’ notice.
- Camps: If all the camp field time reserved for a week is cancelled with at least two months’ notice.
- Less than two months' notice: The credit amount will be based upon the General Cancellation Policy, reduced by the initial payment amount (for tournaments) or by weekly initial payment amount (for camps).