Outdoor Facility Rental Request Form

Outdoor Facility Rental Request Form

www.loudoun.gov/PRCS
Please complete and submit this form. A PRCS Staff member will contact you with availability and pricing.

All rentals must be paid in advance.
Date*

MonthDayYear
Today's Date
Type of Facility Requested*

Sports Field/FacilitySpecial or Community Event
Provide a Detailed Description of Your Use*
Forms must be submitted no less
than 30 days in advance of the event.

Please allow 3-5 business days for the Special Events Team to review the information and respond to your request.
If you wish to rent a pavilion at a PRCS facility all rentals are done online at:

https://www.loudoun.gov/pavilions.

You may contact the main office at (703)777-0343 for more information.
Type of Sports Facility Requested*

Baseball (200 Foot)Large Baseball (300+ Foot)Softball (Fastpitch)Large Softball (Slowpitch)RectangleCricket PitchTurf RectangleIn-line RinkField Hockey FieldLacrosse Field
Type of Event*

Athletic/SportingCarnival/CircusConcertDisc Golf Tournament/EventEquestrian EventFair/FestivalFundraiserPoolParadePhotography SessionTennis/PickleballRun/Walk/5kWeddingOther
Do you know which facility you would like to host your event?*

YesNo
What type of Loudoun County PRCS space are you interested in using for your event?*
Rental Site Preference Equestrian*
Rental Site Preference*
Rental Site Preference Pool*
Rental Site Preference Athletics*
Rental Site Preference Disc Golf *
Rental Site Preference Community Event*
Rental Site Preference 5k*
Rental Site Preference General*
What area of Loudoun County would you like your event to take place in?*
How many attendees (including staff, vendors, and onsite personnel) do you project will be in attendance?*
Do you anticipate your event to need any other Loudoun County Department for logistical support?*

Building & Zoning for Temporary Use or Special EventsLoudoun County Emergency Operations CenterLoudoun County Fire-Rescue and Emergency ManagementLoudoun County Health DepartmentLoudoun County Sheriff's OfficeVirginia ABCVirginia Department of TransportationOther
Name*

First NameLast Name
Phone Number*
Please enter a valid phone number.
Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Email*
example@example.com
Organization Hosting Event*
Event Title*
Number of Fields/Facilities Needed*
Start Date of Rental*

MonthDayYear
Date
End Date of Rental*

MonthDayYear
Date
Preferred Rain Date*

MonthDayYear
Date
Rental Site Preference*
Start Date of Rental Sport*

MonthDayYear
Date
Additional Dates
Start Time of Rental

Hour Minutes

AM/PM Option
End Time of Rental

Hour Minutes

AM/PM Option
Will your event be open to the public or reserved for a specific group?*

Open to the publicReserved for a group
Ticket Charge per person*

FreeTicket Price:
Fill in dollar amount*
Does this event have sponsors?*

YesNo
Will a stage/stages be set for the event?*

YesNo
Will a sound system be set for the event?*

YesNo
Will inflatables, mechanical rides, bleachers, tent structures, or other similar amusements be set for the event?*

YesNo
Will you be providing a power source (i.e. Generator) for your event?*

YesNo
Does your event involve the use, sale or consumption of alcoholic beverages?*

YesNo
** Note: The use, sale or consumption of alcohol is only permitted at Franklin Park Performing and Visual Arts Center, Loudoun Heritage Farm Museum, Segra Field, and The Lodge at Hanson Park, with proper permitting from Virginia ABC.
Does your event include food concessions, food trucks, and/or preparation areas?*

YesNo
Do you plan to provide portable restroom facilities at your event?*

YesNo
Any additional information you'd like to provide?
Is this for a Youth or Adult use*
Type of Sports Use*

Single Game/PracticeTournamentSpecial EventCamp/ClinicCross Country MeetBirthday PartyOther
My Use will Include*

VendorsFood TrucksFood VendorsEntry Fee for SpectatorsEntry Fee for TeamsLive MusicAmplified Sound or MusicSmall Pop-up Tents less than 10 per fieldConcessionsLarge Tents < 10x10StageRisersPreparation/Cooking of Food On-siteSale or Consumption of AlcoholInflatablesUse of GeneratorsReferees, Umpires or OfficialsFireworksPress BoxGolf Carts or ATVsScoreboardsNone of the aboveOther
Anticipated Number of Teams*
Anticipated Number of Spectators*
Organization Name *
Name of Person Submitting Form*

First NameLast Name
Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Phone Number*
Please enter a valid phone number.
Email*
example@example.com
Certificate of Insurance

Cancelof
Please Read The Code of Conduct
I have read and agree to terms contained in the PRCS Code of Conduct*

YesNo
Renters/Vendors are not covered by the County of Loudoun liability insurance.

a. All Renters/Vendors are liable for any damage incurred to the facility, its equipment, and grounds during their use. If it is determined that the renter/vendor has caused damage or had excessive trash, then the department will charge the cost of repair or cleanup to the renter/vendor. The renter/vendor accepts full responsibility for all damages to County property caused by said use and for the prompt and proper settlement of claims for such damage. The renter/vendor must acknowledge that they have read and understand the General Rules and agree to follow them and agree to comply with these rules and accept responsibility for the actions of each person in the group.

b. Renters/vendors who offer fee-based programs must have their own liability insurance.
Signature*

Clear
By signing above, I certify all information is true and accurate to the best of my knowledge and I agree to the terms of the Code of Conduct and agree to share this with all of my participants.
Should be Empty:

Outdoor Facility Rental Request Form

Please complete and submit this form. A PRCS Staff member will contact you with availability and pricing.

Forms must be submitted no less than 30 days in advance of the event. Please allow 3-5 business days for the Special Events Team to review the information and respond to your request.

If you wish to rent a pavilion at a PRCS facility all rentals are done online at:

** Note: The use, sale or consumption of alcohol is only permitted at Franklin Park Performing and Visual Arts Center, Loudoun Heritage Farm Museum, Segra Field, and The Lodge at Hanson Park, with proper permitting from Virginia ABC.

Forms must be submitted no less
than 30 days in advance of the event.

Please allow 3-5 business days for the Special Events Team to review the information and respond to your request.