Federal Way Field Use Agreement Policies

STOP! This form should only be completed if you have already been in communication with the Recreation Manager about field rentals.

If you are inquiring about availability please click here.

The City of Federal Way Parks and Recreation Department (FWPRD) is now coordinating field use requests for athletic fields for the upcoming season which belong to the City. The following items MUST BE SUBMITTED to Federal Way FWPRD to Kevin Hutchinson at kevin.hutchinson@FederalWayWA.gov or
Attn: Kevin Hutchinson, 876 South 333rd Street, Federal Way WA 98003, AND APPROVED before the City of Federal Way athletic fields can be used:
- Field Use Agreement Form
- Payment of Fees/Deposit or PO
- Proof of Insurance
- Copy of Appropriate Licenses and Permit (If Selling Concessions)

All completed applications will be reviewed, and requests approved according to established priorities (pg 2) and time of request. Attempts will be made to maintain similar field use as that in the past. Should scheduling conflicts arise, however, the Recreation Manager will attempt to rectify the situation with the appropriate parties. The Recreation Manager will then notify the authorized representative of their field use allocations and adjusted fees within three weeks after deadline.

If you have any questions regarding the information included please contact the Recreation Manager at 253 835-6926

AVAILABILITY OF FIELDS
Generally, the fields are available for use from March 1 through November 1. Hours allocated to user groups shall not conflict with City or School District programs/activities. The City of Federal Way reserves the right to suspend field availability due to weather and/or other conditions in which use would cause excess damage.

PRIORITIES
Due to the number of user groups and the heavy demand for fields, all Field Use Requests may not be approved. The (FWPRD) will use the following priority and ranking when determining final allocations of field use:
- Federal Way Parks, Recreation and Parks Programs/Events.
- Federal Way School District sponsored Programs/Events
- Federal Way Non-profit Athletic & Youth Service Organizations Program/Events
- Private Group Program/Event
- Other factors may be taken into consideration such as:
A. CURRENT Community needs and interests
B. Past field use of organization
C. Impact of use on surrounding neighborhood and field

INSURANCE COVERAGE
All organizations MUST PROVIDE, with their field use agreement, proof of insurance, which covers their full period of use (i.e. photocopy of insurance certificate). The insurance must provide a general liability policy issued on a on a per occurrence basis with a minimum coverage of $2,000,000; this policy must also name the City of Federal Way as additionally insured.

RULES AND REGULATIONS

1. The user group must clear the field/facility of all litter and debris immediately upon conclusion of its event/activity. Prior to the event all user groups may be required to submit a refundable litter and security deposit in the amount of $100.00
2. No non-city vehicles are allowed on any athletic fields. The exception being authorized equipment for repair or field preparation.
3. Any organization that damages or destroys property through misuse or abuse (incl. lining of fields) will be responsible for reimbursing the City of Federal Way for the cost of repair or replacement. They may also be prohibited from future field use.
4. A legally responsible agent for the organization must be present on site throughout the entire event/activity.
5. NO ALCOHOLIC BEVERAGES OR CONTROLLED SUBSTANCES ARE PERMITTED. The use or possession of any alcoholic beverage in connection with any event or other authorized use shall be sufficient cause for revoking the Field Use Request. All rental fees will be forfeited.
6. All Fields are subject to rotational rest and maintenance periods, which may change without notice.
7. Groups or organizations wishing to reserve City of Federal Way FWPRD athletic fields are required to fill out and submit an application and insurance form.
8. The Federal Way FWPRD may require that a field not be used for organized practice, league, and/or tournament play due to deteriorating or unsafe field conditions. Other field arrangements may be made if possible. Failure to refrain from organized play or practice on a closed field may result in the loss of field use privileges for the season.
9. All use of the City of Federal Way athletic fields will be scheduled through the FWPRD office.
10. Children must be supervised at all times.
11. Field Closure Information—During periods of inclement weather, field closures may result as determined by the FWPRD staff. Closures may also result from poor field conditions or damage that would cause hazardous safety considerations and/or excessive repair work to bring the field back to playable condition.It is the organization’s responsibility to obtain field closure information. Call 835-6905 (Monday through Friday after 3:30 p.m.) for an up-to-date report on field closures.
12. It is the organization’s responsibility, in the event of a field closure, to contact the Recreation Manager within two (2) days after such closure to confirm a credit and/or arrange for re-scheduling. Unconfirmed schedule changes will not be credited to your organization, and field use fees will be forfeited.
13. Cancellations of scheduled field use must be made 72 hours in advance. No refund will be made to respective organizations for cancellations made less than 72 hours prior.
14. All other park rules and ordinances must be followed.
15. If the type of use is deemed larger than “normal” such as a large tournament or special event it will be the responsibility of the user group to provide additional services such as portable restrooms and additional garbage pick up. This can be arranged by the FWPRD for an additional fee.
16. Any user group that wishes to operate concessions of any type will be charged the City of Federal Way in the amount of $100. The user group is responsible for obtaining all applicable licenses and permits associated with operation of concessions. The user group is also solely responsible for payment of all applicable City, County and State taxes that apply to the sole of concessions. Copies of these licenses and permits must be provided to the City of Federal Way FWPRD prior to the start of the tournament or event. All salable items must be approved 10 days in advance of the event.

 

ADDITIONAL CELEBRATION PARK RENTAL POLICIES

1. Severe weather or conditions in which use could cause excessive damage to the facilities or potential injury to participants.
2. City-sponsored or co-sponsored events, such as (but not limited to) the annual Red, White, and Blues Festival.
3. National or World Championship–level tournaments or any other event that may be determined to take precedence over previously scheduled events.
4. Damage or destruction of property through misuse or abuse. The responsible organization must reimburse the City of Federal Way for repair or replacement costs and may be prohibited from future use of all City facilities. This policy also applies to verbal or physical abuse of City employees.
5. Failure to pay rental fees and/or any fees associated with the use of City facilities.
6. No baseball activities are allowed on the soccer fields at any time. Tournament directors are responsible for enforcement of this rule and could lose their weekend for failure to do so.
7. Any tournament cancellations made after Memorial Day weekend and before Labor Day weekend, with less than 30 days’ notice, will be charged the full tournament amount of $1,400. Any cancellations of tournaments booked on or before Memorial Day weekend, or on or after Labor Day weekend, will be charged the $100 deposit.

Click to see a PDF of this document here.

Reservations are accepted during set seasonal windows. Please submit your request during the date range for the season you are booking. Any reservation requested after the reservation date deadlines will not be guaranteed or may not be responded to due to high demand.

• Winter Reservations (January-March): Accepted September 1 - November 30
• Summer Reservations (July-September): Accepted March 1 - May 31
• Spring Reservations (April-June): Accepted December 1 - February 28
• Fall Reservations (October-December): Accepted June 1 - August 31

*INDEMNIFICATION AND RELEASE OF LIABILITY** The undersigned hereby accepts that the their own use and the Requesting Organization's use of City premises involves a risk of injury. In case of injury, the undersigned HEREBY WAIVES ALL CLAIMS OR LEGAL ACTIONS, financial or otherwise, on the undersigned's behalf, individually, and on the Requesting Organization's behalf, against the City of Federal Way and its contractors, employees or volunteers, including injury caused by the sole negligence of the City of Federal Way, its contractors, employees, or volunteers, but excluding gross negligence or intentional injury. The undersigned and the Requesting Organization further INDEMNIFY the City of Federal Way, its contractors, employees and volunteers, for any claims of negligence arising out of this rental agreement, including claims by the Requesting Organization's players, guests, employees, contractors, volunteers, or other event participants. The undersigned and Requesting Organization, by mutual negotiation, expressly waive, as respects the City of Federal Way only, their statutory immunity under the industrial insurance provisions of Title 51 RCW. USE - The undersigned and Requesting Organization agree to use the premises for the above-referenced activity and not use or permit the premises to be used for any other activity or purpose without the City of Federal Way's prior written consent. COMPLIANCE WITH LAW  - The undersigned and Requesting Organization shall not use the premises or permit anything to be done on the premises which will conflict with any applicable local, state or federal law, ordinance, rule or regulation. INSURANCE- All Requesting Organizations or individuals must provide with proof of insurance with this request, which covers their full period of use (photocopy of insurance certificate); the insurance must provide a general liability policy with minimum coverage of $2,000,000; this policy must also name the City of Federal Way as additional insured.

The City of Federal Way reserves the right to refuse to rent City facilities to any private group or organization based on previous performance of renter.

I understand the regulations included in the Athletic Space Use Agreement are incorporated by reference into this Agreement and I agree to abide by the same. If this rental is for an organization, I represent that I have authority to sign this rental agreement on behalf of the Requesting Organization.