Field Reservation Process (Continued…)
For Steps 1-3: Review Request a Field webpage for the beginning steps in the process.
4. Acknowledgement of Receipt: Once received, the Parks Scheduling Office will confirm via email that they have received the request.
5. Timing of Processing: Was the request form submitted before or after the Request Submission Deadlines?
- If the request form was submitted before the deadline, the request form will be reviewed but held for the Allocation Process.
- If the request form was submitted after the deadline, it will be processed in the order received.
6. Offered Field Time: The Parks Scheduling Office provides availability and offers reservations to each group.
- Note: For requests in the Allocation Process, this is the Allocation Proposal. A reply is needed to 1) Accept all, 2) Accept some, or 3) Decline the offered field time.
7. Required Payment: If any monies are owed (first month, deposit, or initial payment), it must be processed.
8. Confirmation: A Field Agreement will be sent out via email, so that groups have proof of reservation to take to the field. Review it immediately, the email to which it is attached, and other attached files, since they all contain important information. Contact the Parks Scheduling Office ASAP if there are any questions.
Allocation Process
What happens behind the scenes?
- Availability: What field time is available for community use? This can vary based on City programs and planned maintenance projects.
- Demand: What groups are requesting the field time? How many participants do these groups have? What is the Bellevue Residency Percentage for each group? The demand for a single season can change multiple times based on the date ranges wanted by each group.
- Fair Share: What is the fair share of field time for each Bellevue Resident participant requesting field time? This number is then used with the Participant Count of each group to determine the group’s fair share of field time.
- Notes:
- The maximum Participant Count used for large groups is 500 players.
- Contact the Parks Scheduling Office if you would like more details on how each group’s fair share is determined.
- Notes:
- Allocation: The Parks Scheduling Office then decides WHAT field, days, and times to offer to each group. Several factors are considered - field configuration and size, field quality, field location, and sometimes historical use.
- Note: The allocation changes from year to year, since field availability, demand, and demographics are subject to change annually.
- Proposals: The Parks Scheduling Office offers each group field time available for their use. Groups then reply, so that the confirmation process can continue.