Citywide Sports Field User Agreement
Contrato de Uso de Campos Deportivos de la Ciudad
(SJMC 13.44.020)

The Director of Parks, Recreation and Neighborhood Services shall have the right to deny use of a field or revoke a permit with cause to any person or organization at any time, and/or impose a penalty on any person or organization not complying with this policy and its rules and regulations.

The non-refundable application fee must be submitted with each application form per field; submitting and completing an application is not a guarantee that a reservation will be issued. Complete the application as thoroughly as possible to avoid delays in the reservation process. Applications received after the registration period deadline will be considered late and processed on a “first come, first served basis” after the Field Allocation Meeting has concluded.

• The registration period for the Spring & Summer season (March 1 – August 31) begins the first Tuesday in November, to the following Monday.
  • Contracted little leagues, youth softball leagues, and external tennis registration window begins the last Tuesday in October ends the following Monday.
• The registration period for the Fall & Winter season (September 1 - February 28) begins the first Tuesday in May, to the following Monday.
  • Contracted little leagues, youth softball leagues, and external tennis registration window begins the last Tuesday in April ends the following Monday.

Read our full Field Use Policy & User Guidelines for Reserving Sporting Fields & Tennis Courts for further information. 

Citywide Sports Facility Reservation - Sports Field Fees

Español - Citywide Sports Facility Reservation - Sports Field Fees

Citywide Sports Facility Reservation - Court Fees

FREQUENTLY ASKED QUESTIONS

• Why submit an application for Sports Field use?
  
  • Permits are issued for the convenience of users and guarantee exclusive access of a particular location for a specific time period, date and use.
• Can I make same day reservations?
  
  • No; same day reservation requests should be made three (3) days in advance to ensure field time. A rush fee will be implemented for requests received less than 30 days prior to the event in addition to the application fee.
• How do I know if a field is available?
  
  • To request field availability please email: fieldreservations@sanjoseca.gov
• When will I receive my approved sports field permit?
  
  • Approved Sports Field permits will be given to the permit holder once full payment is made.
• What happens when someone is using the field I reserved when I arrive?
  
  • If you encounter problems on-site contact our afterhours line (408) 690-2171.
• What forms do I need to procced with my application?
  
  • Forms necessary to proceed with an application include the: application, insurance form, and a team roster to ensure the accurate fees are applied.
• What is the refund policy?
  
  • A notice of 30 days or less – no refund of the total permit fees
  • A notice of 31-59 days – 50% refund of the total permit fees
  • A notice of 60+ days or more – 100% refund of the total permit fees
• Do non-profit organizations get a discount?
  
  • No, non-profit organizations do not receive a discount. However, non-profit organizations do receive a priority in the allocation process.

To login please visit: apm.activecommunities.com/sanjoseparksandrec/ActiveNet_Login

To pay directly through your online account, please follow the instructions below. Do not share your login information with anyone else.

1. Select the permit you would like to pay for and add it to the cart
2. Select "Organization Services"
3. Select "View Details" next to Account Balance
4. Enter the payment amount
5. Click "Next" under "Payment Summary"
6. Read the waiver and sign it
7. Check Out
8. Forward your receipt to fieldreservations@sanjoseca.gov for approval

Fees may be paid by cash, check (payable to City of San José) or credit card (Visa, MasterCard, and Discover). Personal or business checks will not be accepted less than 30 days prior to intended use. Additional fees may be charged for returned checks.

For checks, mail to 1300 Senter Rd. San José, CA 95112.
For cash, drop off in-person at 1300 Senter Rd. San José, CA 95112.

If you do not have an online portal or need further assistance, contact Citywide Sports Team at 408-794-6527 or email fieldreservations@sanjoseca.gov.

Sample

Certificate of Liability Insurance Requirements

Preferred Excel Team Roster Form

PDF Team Roster Form

The team roster is used to identify the 75% San Jose residency rate. Once the residency is identified, our office places the application under its proper user type for field or court fees. Citywide Sports will only accept one of the two rosters listed above. Any other format will be sent back as a request for more information. Team rosters must include the following to be considered complete: full first name, last name, street address, city, state, zip code, age, and gender.

The Goal: To ensure that Citywide Sports equitably serves all City of San José Residents. We can achieve this goal through a comprehensive data analysis of team rosters.

Download files above to digitally fill out.

Permit holders should call the Field Conditions Hotline at 408-794-6532 to confirm the status of the fields. The hotline will be updated as conditions change.

Citywide Sports staff will make updates by 2 p.m. Monday through Friday and by 8 a.m. on Saturday and Sunday.

Fields will be closed if any of the following conditions exist:

• A steady rain is falling
• Standing water
• Lightning or electrical storm is occurring, evacuate the field immediately and seek shelter
• Squishy” sound made or “spongy” feel when walking on the turf and/or footstep leaves an imprint in the turf
• Have mud on the bottom of shoes and/or sod is removed easily with a cleat
• Heavy to severe rain in the forecast
• Fields are too wet or too muddy for use, generally indicated by standing water or soft ground

It is very important when fields are closed that no play is allowed due to safety and the preservation of the turf.

Synthetic fields will only be available in two (2) hour time blocks. This ensures that there is no unusable time left over. Two-hour time blocks cannot be modified during revisions.

Synthetic Fields can only be reserved: weekends full field reservations and weekdays half field reservations.

Synthetic Field Equity: (Verified by team roster submission)

• 300+ participants qualify to request four (4) fields
• 101-299 participants qualify to request three (3) fields
• 100 participants or fewer qualify to request two (2) fields.

All synthetic fields are blocked out on city holidays. Synthetic fields can be reserved at the hourly rate plus staffing fees of $35 per hour.