Reserving a field or area within Hartford’s City’s Parks

I am not talking about a picnic, pick-up game or bringing children to the playground nor does this include fields that are on school property. You have to contact Lara Bartolotta, Operations Development Specialist at the BOE, Lara.Bartolotta@hartfordschools.org. What I want to do is explain how you can reserve an athletic field or hold an event in our city’s parks. There are two websites that have the bulk of the information I will try to make it easier to understand, http://www.hartford.gov/parks/permits-and-applications and http://www.hartford.gov/meca/plan-an-event.

If you want to stop by a park and play a pick-up game, you do need to respect another group if they have reserved the field. They will have a permit for which they paid a fee, provided their leagues’ insurance documentation and team rosters.

If you want to reserve a field, download an application by clicking on this link, http://www.hartford.gov/images/DPW/2016/Athletic_Field_Application_-_2-8-16_BP_UPDATE.pdf. Athletic Field Reservation Permits are processed at 50 Jennings RD from 8 am to 5 pm.  Contact Brenda Padilla (860) 757-4951 if you have any questions.  In order to reserve a field you MUST submit a complete application.  The application includes a Hold Harmless agreement that has to be signed by each team player and a Certificate of Insurance from your league or group which names the City of Hartford as an additional insured party. You may request a field, but if it is already reserved or it is ‘resting’ between games, you will be asked for your next choice. Here is a link to the parks that includes the fields and their respective numerical designations, http://gis1.hartford.gov/hartfordparks/index.html.

There are three different payment schedules; First Priority – Exempt (Hartford Schools and Hartford Youth Leagues), Second Priority (Hartford Adult Leagues/Teams), and Third Priority (Teams and leagues who reside outside of Hartford). Grass fields and artificial turf fields are charged a different rate.

Dillon Stadium can only be used for games, not practices. It has its own application,

http://www.hartford.gov/images/parks/Dillon_Stadium_Application_2014.pdf. The fee schedule is included on the form. If you have any questions, call (860) 757-4967. All of the same requirements are required as when you reserve a field; rosters, waivers and insurance documents must be submitted. If you want to use Dillon Stadium for other than an athletic purpose, you will be asked to go through the Special Events process. 

A “special event permit is required to ensure the health, safety and welfare of event participants, residents and visitors, and to minimize the financial and legal risks to the Event Organizers (EO) and the City. Special events include parades, sporting events, concerts, theater productions, celebration, outings, weddings ceremonies, and fairs, among others,

”(http://www.hartford.gov/meca/plan-an-event). Depending upon the expected number of attendees and the type of event, different information is required to be completed on the permit application, and different levels of support will be provided. Here is a link to the permit. http://www.hartford.gov/images/2016/COH.SpecialEventsPermitApplication.wsr.v1.3.30.16.pdf

At first, the document may appear to be daunting. But just persevere, and take one section at a time. If a section is not relevant to your event, skip it. When you meet with the Special Event Task Force, they will ask questions and guide you through the process. The sooner you submit your application, the sooner you will meet and discuss the requirements for your event. All organizers want to know, what is the cost. You can only find this out by meeting with the task force. The deadline for a completed application (including copies of all required permits & insurance documentation) is 60 days before the proposed Special Event. But, I would not recommend waiting this long, our parks are booked well in advance by other organizations and groups, and there are restrictions on the number of times areas can be used. You can submit your event application by email: marian.andoh@hartford.gov, Fax: (860)722-6074 or (860)722-6402

or mail it to the City of Hartford, Department of Development Services, Re: Special Events Permit Application, 250 Constitution Plaza, 4th floor, Hartford, CT 06103. If you have any questions, email or call Marian Andoh at (860) 757-9526.

Many people like to hold their wedding at Elizabeth Park. To do so, you will need to complete an application, http://www.hartford.gov/images/parks/Wedding-App_rev_20140228.pdf. The fees are $50.00 for Hartford/West Hartford Residents (proof of residency required), or $100.00 for non-residents for weddings. For pictures only, you will be asked to pay $25.00 for Hartford/West Hartford Residents and $50.00 for non-residents. These reservations and permits are processed at 50 Jennings Rd, 2nd Floor, from 8 am to 5 pm. You can either mail them or drop them off. If you have questions, please contact Stacey Willis at (860) 757-9971.

I am hoping that by putting all the information in one location, it will make it easier to complete any of the application forms. Don’t hesitate to call to ask questions, they can’t process your application if it is not completed. Was there something I left out?