Submitting a Playing Field Application

1. 1. Find an Available Facility
   • Users are responsible for finding available field times
   • Times noted on the schedules are already booked by other user groups
   • Depending on the type of play, grass fields need time to “recover” and can only be booked between 10-12 hours/week
   • All-weather Field schedules
   • Artificial Turf Field schedules
   • Grass Grade A schedules (Premium Grade Regulation Natural Turf)
   • Grass Grade B schedules (Lesser Grade Natural Turf – Grade & Size may vary)
   • Grass Non-Reg schedules (Lesser Grade Practice Natural Turf – Grade & Size may vary)
   • Softball Diamond schedules
   
   
2. 2. Apply for a field
   • Facility Application Form (link opens in new window)
   • Spring/summer historical renewals are due January 2nd -February 2nd
   • Fall/winter historical renewals are due July 1st -August 1st


3. 3. Wait patiently
   • Applications will be dealt with in order of application date; we appreciate your patience and will contact you as soon as we get to your application


4. 4. Review your Draft
   • Once we have reviewed your application you will be sent a draft
   • Please ensure that all of the following on the draft are correct:
     1. Contact and / or authorized agent information
     2. Sites, dates, days and times
     3. Conditions, disclaimers and by-Laws
     4. Fees and charges
   • At this point in the process the fields are reserved and it is expected that you pay for the time that you have requested


5. 5. Provide Insurance

   “The licensee must obtain Comprehensive General Liability Insurance protecting the City of Vancouver, Vancouver Board of Parks and Recreation, and the Vancouver Police Board against liability for bodily injury, death or property damage, arising out of the activity. The minimum limits shall be $2,000,000 inclusive per occurrence, maximum deductible $500.00 per occurrence, with a cross liability clause. Acceptable proof of insurance must be received by the Vancouver Board of Parks and Recreation prior to the use of any facilities covered under this permit.

   NOTE: The foregoing satisfies the City's minimum insurance requirements. The City does not warrant that this insurance is adequate for the licensee's needs. By accepting this permit, the licensee acknowledges sole responsibility for obtaining whatever coverage the licensee deems necessary.”

   • A copy of your Certificate of Insurance is required before a permit can be released and it must cover all of the dates requested
   • Fax it to 604-257-8694 or email to pbfields@vancouver.ca


6. 6. Provide Payment
   • Full payment is required 10 working days prior to the 1st event date requested
   • We accept cash, cheque, VISA or MasterCard
   • Make cheques payable to the “Vancouver Park Board” and send to “2099 Beach Ave, Vancouver, BC
     V6G 1Z4” to the attention of “Park Permits-Stanley District Office”


7. 7. Receive your Permit
   • All field users have a copy of their permit on site
   • Your permit will be released when the following conditions are met:
     1. You have confirmed the information on the Facility Request Reply
     2. You have provided a proof of current insurance copy. Fax: 604-257-8694
     3. You have provided a Non Profit Organization Number (if applicable)
     4. You have provided payment


8. 8. Cancellations and Refunds
   • Once a Permit has been finalized and sent, a $25.00 administration fee will be charged for cancellations
   • To obtain a refund for cancellations we require notice of 10 business days prior to the event date in question
   • Refunds will not be issued for cancellations received within 10 business days or post event date
   • Permit fees will be refunded for closures and cancellations incurred by Vancouver Board of Parks and Recreation

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