A tournament is multiple games when the outcome of one game determines the teams that will be playing in later games. It is usually a day or weekend but could be played over consecutive weeks.
Tournament requests
Due at time of request
- Field Use Request Form: Tournaments requesting multiple basepaths may now submit a single request form for all divisions/age groups. Submit a request form for each tournament that is separate from the regular season request.
- Tournament Expectations Sign-Off Page: Review, sign-off and submit one Tournament Expectation Sign-Off Page for each user group requesting tournament(s).
- Initial Payment Amount: Submit payment via check or Credit Card Authorization Form.
- Current Certificate of Insurance: Must list “The City of Bellevue, its officials, employees and volunteers, PO Box 90012, Bellevue, WA 98009-9012” as Certificate Holder and named Additional Insured.
- Minimum amount of General Liability: $1,000,000 per occurrence/$2,000,000 aggregate.
- COB Concussion-Cardiac Arrest Form: Required annually from all groups.
- BSD Concussion Compliance Form: Required for youth groups requesting Bannerwood, Ivanhoe, or North Robinswood (based on school year).
Priority scheduling
- Returning tournaments (same organization, same fields, days and times for the past two years).
- Additional days or times are subject to availability.
- Skipping a year will negate returning status.
- Regular league play has priority over tournaments except for Memorial Day Weekend and the month of July.
- New tournaments will be scheduled after all field requests for returning tournaments and league play have been scheduled.
Fees and fields
- 2026 Fees by Field: Non-Profit groups must submit proof of Non-Profit status from WA State or IRS with request paperwork.
- List of Fields: Find a field using this alphabetical listing.
Special use permits
- Seasonal Concessions Request Form (if applicable): Required for on-site sales or charging admission per Park Code 3.43. Sales include food, souvenirs, etc.
- Parks Special Use Form: Required if hiring an outside vendor (e.g., food vendor, entertainment).
Other helpful information
- The tournament season is May through September. Bannerwood isn’t available for non-school tournaments until Memorial Day Weekend. Please contact the Parks Scheduling Office for case-by-case feasibility for a tournament during a different month.
- Lights and Darkness Schedule
Payment schedule
Initial payment
- The initial payment is due with the tournament request forms via check or Credit Card Authorization Form.
- Refund: If the tournament request isn’t approved, the initial payment will be refunded.
- The initial payment is $1,000 per tournament when requesting Bannerwood, a full turf soccer field, or more than two fields or $500 for all other tournament requests.
Remaining balance
- The remaining fees are due by the 15th of the month prior to the first game.
- Additional fees incurred with less notice are due immediately.
- Tournaments not paid in full on time will be canceled, unless an adjusted payment arrangement has been discussed and approved before the due date.
Cancellation policy
- Request a cancellation by submitting 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 counting notice days, day one is the day after the request was received.
- At least two months prior: If all the tournament field time reserved is cancelled with at least two months’ notice, full credit will be issued.
- Less than two months notice: The credit amount will be based upon the General Cancellation Policy, reduced by the initial payment amount.
- General cancellation policy:
- Admin fee only, if canceled with at least 21 days' notice.
- 50% field credit, if canceled with 10 to 20 days' notice.
- No field credit, if canceled with less than 10 days' notice.
- For add-on fees, credit may be possible with notification.
Reservation adjustments
The Add/Update Field Reservations Spreadsheet will be required to make changes, rather than just email discussion or a game schedule that includes more or less time than reserved.
- Adding time: Contact the Parks Scheduling Office to check availability, then submit an Add/Update spreadsheet as the official request.
- Add requests must be received with at least 8 days’ notice.
- Canceling unused time: If all the reserved field time isn’t needed, please submit an Add/Update spreadsheet as the official request to cancel with as much notice as possible.
- Cancel requests must be received with at least 10 days’ notice for partial credit. The only exception is for field time previously identified as Hold for Makeup or If Needed games per the Game Schedule.
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 spreadsheet by the 1st of the following month or within 5 days of the closure for end-of-the-month weather impacts.
Game schedules
- Game Schedules are wanted as soon as possible, even if teams haven’t been assigned yet.
- The games schedules are needed at least 2 weeks prior to the first game.
- Game schedules 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.
- Reminder: If the fields aren’t at the same park, the crew will need enough time for travel, too.
- 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.
- If needed reservations: These are reservations that will only be needed based on results of earlier games (like the team losing the championship game needs a 2nd loss or possible games in a series). Provide date/time when field time is reserved for If Needed games and when a status update will be provided.
- Basepath and pitching distances: Confirm the basepath & pitching distance wanted for the tournament. If it varies by field or game, please include it for each field/game.
After the tournament
- Light fee adjustments, especially at Bannerwood, will be reviewed after the tournament and any resulting charges will be due immediately.
- Any credit on account after the tournament will be refunded or applied to future field use in the same year. This includes credit from reservation changes, poor weather, field light adjustments, or an initial payment amount that was higher than the actual tournament fees, etc.
- Please submit a How are we Doing? Survey to provide input on areas where Bellevue Parks excels or could improve.