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City of Albany Department of Recreation Field Reservation Policy

City of Albany Department of Recreation Field Reservation Policy

Purpose
This policy governs the reservation and usage of athletic fields to ensure fair access, proper maintenance, and compliance with local regulations.

Eligibility

• Reservations are open to local leagues, schools, community organizations, and the general public.
• Priority is given to city-sponsored programs, youth leagues, and school activities.

Single-Use Permit

• Designed for one time use reservations. For multiple requests please refer to Multi-Use Permits.
• Reservations can be made online at albanyny.gov/albanyrec
• Permit and receipt are sent via email.
• A copy of the permit must be present on the field during use.
• Fees are due a minimum of 24 hours prior to reservation.

Multiple-Use Permit

• Designed for leagues reserving multiple practices and/or games for a season.
• Leagues must submit requests at least 3 months in advance at albanyny.gov/albanyrec
• Permit and receipt are sent via email.
• A copy of the permit must be present on the field during use.
• Fees are due on a 30 day billing cycle for City run and private leagues and for all academic leagues it is billed on a quarterly basis. 

Field Allocation & Seasonal Application Deadlines

• Fall: Sept 1 - Nov 30 (Apply by May 15, response by July 15)
• Winter: Dec 1 - Feb 28 (Apply by Oct 15, response by Nov 15)
• Spring: Mar 1 - May 31 (Apply by Dec 15, response by Feb 15)
• Summer: June 1 - Aug 31 (Apply by Mar 15, response by Apr 15)
• Summer Camps: June 1 - Aug 31 (Apply by Mar 1, response by Mar 31)

Approved Public Benefit Programs (APBO)

• Reduced fees are available for leagues/programs meeting public benefit requirements.
• Applications must be submitted at least 90 days before accepting participant registrations. Please contact the Department at 518-434-5699 for application and details. 
• At least 51% of participants must be City of Albany residents.

City Wide Field Rental Fee’s

(Effective pricing for rental requests approved after June 20, 2025, for rentals scheduled on or after September 1, 2025)

• Plumeri Sports Complex 
  • Bellizzi Baseball Field- $215 per hour
  • Haker Softball Field- $215 per hour
  • Sullivan Soccer Field- $215 per hour
  • Guthiel open Filed- $165 per hour
• All remaining City Fields- $75 per hour 
• Nonprofit leagues serving Albany City residents may qualify for reduced rates. An application will be required with proof of nonprofit status. Please contact the Department of Recreation to schedule a date for application process. Rates will be decided by the Department on a case by case analysis.  
• Publicizing events before permit approval may result in a one-year suspension.

Payment Terms

• Payment for Single-Use permits must be made 24 hrs. prior to rental by check or money order made payable to The City of Albany Treasurer and brought or mailed to the office located at 175 Central Ave, Suite 1, Albany, NY 12206. If the rental falls on a weekend payment is to be paid the Friday before the date of the rental. 
• Payment For Multi-Use permits payment will be billed by the following cycle: 

A. 30 day cycle for private and city run leagues. It is the responsibility of the league to maintain the civic rec platform for balance’s due and dates of payment. If there are any question about a balance or due date you may reach out to the department at 518-434-5699 or by emailing the department at recreation@albanyny.gov  

B. College and Academic leagues will be on a quarterly billing cycle. 

A check or money order made payable to The City of Albany Treasurer can be mailed to or dropped off at 175 Central Ave, Suite 1, Albany, NY 12206. 

• Late Fee:Payments not received within 30 days of the rental period will incur a $25 late fee. A $25 late fee will be charged for each subsequent 30-day period in which payment remains outstanding. See Schedule below: 
  1. 30 days- $25
  2. 60 days- $50
  3. 90 days- $75
  4. After 90 days of an unpaid balance:
     1. Single-Use permits the rental account will be blocked, and any pending rental requests will be put on hold. 
     2. For Multi-Use Permit’s if the account goes past 90 days the rental account will be deactivated and any rentals remaining will be on hold until payment is made for the full balance due. An additional 10% fee will also be applied. 

• Extras and Add on services: If, on the day of the permitted use, the Permittee requires services not initially agreed upon, the City will make reasonable efforts to accommodate the request but does not guarantee fulfillment. The Permittee agrees to pay any reasonable, additional charges for last-minute requests.
• Additional Services for Leagues and Academic: Any additional services requested by the league (e.g., field maintenance, special requests, etc.) will be billed as part of the rental charge within the same 30-day billing cycle.
• Additional Services for one time rentals: Any additional services requested by the rental upon arrival or during event will be billed out within 5 days of event completion and payment is due within 14 days of event completion.

Cancellation Policy

• Notice Requirement: A minimum of 14 days' notice is required to cancel a rental without incurring charges.
• Late Cancellations: If a cancellation is requested less than 14 days prior to the rental date, the full rental fee will still be charged.

• Users can choose to leave the credit on their account and use at a later date with in the 12 month calendar. If in the event a scheduled date cannot be rescheduled or used with in that 12 month calendar year credits will be forfeited. 

Rainout Policy

• Department of Recreation Declared Rainouts: If the Department calls a rainout, no charges will be applied to that rental.
• Late Rain Showers: If a late rain shower occurs and the playability of the field is uncertain, the coach or umpire must speak with the Site Supervisor who will contact Administration for final determination. 
• Billing Adjustments: Any billing adjustments will be adjusted by the department to reflect the rainout and ensure no charge is applied for that day.

Damages to Property

• Any damages to property during the rental period will be assessed by the Department of Recreation. The Permittee will be notified within 72 hours of the reported damages.
• If professional assessment or repairs are required, the Permittee will be billed for all incurred charges.
• Failure to pay for repairs will result in the cancellation of future rental dates and deactivation of the Permittee's account until payment is settled.

Insurance Requirements

• Certificate of Liability Insurance: A valid certificate of liability insurance must be submitted to the Department of Recreation with 7 days of receiving your approved rental receipt/permit. Please email the certificate of insurance to recreation@albanyny.gov. 
• The insurance must: 
  1. Name the City as an additional insured party.
  2. Provide at least a $1M limit per occurrence and $3M aggregate limit.
  3. Cover all dates requested by the Permittee.
  4. The insurance carrier must carry an A.M. Best rating of no less than A-VII.
• Failure to Submit Insurance: Failure to provide the required insurance documentation will result in denial of the rental.