Athletic Event Application

Instructions

The Frederick County Division of Parks & Recreation (DPR) requires submission of a completed Athletic Events Application, supporting documents, required approvals, and full payment for any event on county park property.  For any additional information or questions, please contact 301-600-2151.

  • Please refer to the Athletic Fields & Amenities Policies and Guidelines before completing this application.
  • Please read each question in its entirety as it may require additional information or documents to fully answer the question. 
  • Events may be scheduled up to 24 months in advance and require a 20% deposit due upon event approval to hold the date.  
  • Applications and all requested information must be submitted a minimum of 60 days prior to the proposed date of your event. Requests within 60 days will not be considered.
  • You must complete the application in its entirety. An application with incomplete or blank responses will not be accepted 
  • Your application is a formal proposal for an event and does not a guarantee that a permit will be issued to your organization.  
  • All park events require a valid certificate of insurance (COI) before the event date. To learn more about minimum requirements, please review the Athletic Fields & Amenities Policies and Guidelines.
  • Set-up & Clean-up time for your organization or warm up time for teams or participants is to be included in the times set aside each day for event scheduling. This includes any weekdays leading up to the event for preparation.
  • ALL PLAY & CLEAN-UP MUST END at 8pm for natural grass fields and trails, and 10pm for synthetic field use each day.  
  • First time events will require an initial walk through a minimum of 6 months in advance and a final walk through within 30 days prior to the event date.  Division of Panks & Recreation may require additional site visits for events each year at its discretion.
  • Full payment is due 90 days prior to the date of your event.  Fees are non-refundable within 20 business days of the event.

Description of Impact Fees

  • If your event application is approved, then impact fees will be assessed based on services requested from and/or required by the Division of Parks & Recreation for portions of the event that would impact regular county parks patrons.  
  • All reservations may be staffed with additional Park Rangers, maintenance or recreation staff, and/or turf field attendants with the appropriate associated fees.
  • Additional charges may be incurred after assessment of the event. These include, but are not limited to:
  • Equipment – tents, radios, tables, chairs, and/or signage.
  • Facility Charges – synthetic field lining, additional mowing, additional custodial services, overflow lot lining, etc.
  • Special Permits – Vendor sales, alcohol, etc.

Cancellation & Refund Policy

FCPR reserves the right to cancel a reservation when the safety of the participants or staff is in question.   Every effort will be made to give all rental applicants/program participants’ prior notice before canceling.

Refunds or credits will be granted for daily rate reservations that are not used by the applicant when a refund or credit request is made at least 20 business days prior to the date(s) in question. A minimal 20% processing fee will be charged per refund transaction. To avoid the processing fee, you may apply the credit to your account for future use.  Any refund or credit requests for a reservation that are received less than 20 business days prior to the event will not be honored. Reservation dates cancelled by DPR are automatically issued full refunds. Please allow at least 3 weeks for refunds to be processed. 

“When Thunder Roars, Go Indoors” DPR reservations on any athletic field will be suspended if a thunderstorm appears imminent before or during outdoor activities.  If thunder can be heard, lightning is close enough to be a hazard, and everyone should head to a safe location immediately.  All activities will be suspended until 30 minutes after the last sound of thunder is heard.  Spectator and participants must be directed to the nearest safe location which in many instances will be their vehicles. Participants and spectators should only make their way back to a venue after an “all-clear” from Event Staff. Consideration must be given to patrons leaving safe locations and returning to the venue.

If your reservation is cancelled due to inclement weather, your Designated Representative should notify DPR the first business day following your reservation in order to receive a refund or credit of field use fees.  Any rescheduling is at DPR’s discretion.