• Field Reservations
• Indoor School Facility Reservations
• Priority of Use
• High-Volume Use
• Historical Use
• Fee Structure Changes
• Large Events at School Facilities
• User Accountability
• Security Deposits
• Public Forums: New Reservation Process
• Ready, Set, Go
• Thank You
• Stay Tuned

Field Reservations

Customers began using our new self-reservation request e-portal beginning February 16, 2016, to check availability and reserve fields. Overall, the feedback has been very positive and many users are thrilled at being able to see what is available, book it themselves and receive quick confirmation from CUPF. Visit www.ActiveMontgomery.org to book fields for your athletic sports activities (excludes public high school grass fields, artificial turf sites and regional park fields).

Indoor School Facility Reservations

Beginning August 1, 2016, all requests for use of MCPS indoor facilities must be submitted via ActiveMONTGOMERY, the County’s new self-service, cloud-based software. Features of the new reservation system for CUPF customers will include:

1. Ability to see what space is available online (excludes high school auditoriums)
2. Self-service ability to secure available space online
3. Quick confirmation of permits via email
4. Elimination of bi-annual submission windows
5. Elimination of 4-6 week waiting period for permit approval
6. Ability to book space for the entire school year instead of only six months at a time
7. Monthly payment plans may be available
8. Additional online payment options
9. View account transactions online

Priority of Use

Effective July 1, 2016, the following represents the priority of customer types in public facilities:

1. Primary tenant to include school (K-12) activities or County department
2. Maryland State Department of Education licensed before and after school childcare selected by Montgomery County Public Schools
3. Parent-Teacher Association (PTA) meetings and activities in schools
4. Government administrative bodies
5. Other publicly supported programs
6. High-volume use meeting applicable criteria
7. General public (via customer e-portal)

High-Volume Use

As a result of community feedback, software changes and past challenges for community groups, CUPF and schools, we are implementing a pilot program to address high-volume use in school facilities.

Groups will soon be able to request high-volume, historical use permit processing via an online form if the group use meets one of the following five definitions:

Sports League (effective September 2016 dates of use) for field, track and/or gymnasium sports include: (a) group of sports teams that may be members of different sports clubs, or individual athletes that compete against each other in a schedule of games, and (b) generally are seasonal and do not operate year-round, and (c) current season team rosters shall be submitted within two weeks of the start of a sport season in order to justify number of teams stated, and (d) current season game schedules shall be submitted within two weeks of the start of a sport season, and (e) does not include after-school enrichment programs.

Athletic Sports Club (effective September 2016 dates of use) for field, track and/or gymnasium sports include: (a) an athletic sports club for the purpose of playing one or more sports, and (b) operates year-round and hosts or organizes leagues and other competitive events such as track meets, tournaments, club vs. club competitions, etc., and (c) is affiliated or has a membership within a national or local sports association or similar organization , and (d) does not include after-school enrichment programs.

Weekly Weekend Cultural/Faith-based User Groups include: (a) cultural school programs requesting to utilize the same set of multiple rooms, day(s) and times each week within the same public facility, except for gymnasium or outdoor facilities, meeting weekly during the MCPS school year on a single permit, or (b) faith-based and or cultural classes requesting to utilize the same multiple rooms, day(s) and times each week within the same public facility, except for gymnasium or outdoor facilities, meeting weekly during the MCPS school year on a single permit, or (c) faith-based and or cultural worship services requesting to meet weekly in the same room(s), day(s) and times each week within the same public facility, except for gymnasium or outdoor facilities, 52 weeks annually, September through August on a single permit.

Summer Camp (effective Summer 2017 dates of use) include: (a) summer programs for children and youth during the months that MCPS K-12 educational programs are on summer break, and (b) operates three to five days a week, at least three hours each day, serving the same participants, and (c) is registered and compliant with applicable government regulations to camps.

Large Event (effective applications received on or after April 1, 2016) includes any event requesting: (a) to have an expected attendance of 500 or more persons, or (b) use of a school auditorium, regardless of attendance expected, or (c) use of athletic facilities including gymnasium, stadium, track or field use for tournaments, fundraisers, track meets or other similar events, regardless of attendance expected, or (d) advanced booking due to size, scope or nature, or (e) significant set-up, or (f) extensive audio-visual equipment or services, or (g) an amount of space or hours of use that requires multiple support staff.

Historical Use

Please note that historical use will be limited to priority user groups and high-volume use permits only (see definitions for each category above). Space for all other community use activities, including all after-school programs will be available on a first-come, first-served basis, allowing CUPF to implement many of the benefits that community user groups have sought for years.

Fee Structure Changes

CUPF is making changes to support online reservation requests using ActiveMONTGOMERY.  While Monday through Friday fees look the same—groups will notice a big change in weekend and holiday fees.  We now have a “FLAT” rate that includes many of the weekend extras that CUPF staff routinely added to the hourly fee. Weekend startup + Facility Fee + minimal post event clean-up =NEW FLAT fee. Auditoriums and kitchens also include minimum staffing requirements. Other services which may be unique to your event will still be added.

As a result of this change you will now get an estimated cost as you submit the permit.  However, this fee is an estimate only and may be changed once your permit is reviewed.

Large Events at School Facilities

Concerns have been raised by MCPS administrators and staff regarding large events at school facilities. Often, schools find that large events have a greater attendance than what was stated on the application, causing the need for additional staff. Schools have shared that some events may not be well suited for school facilities due to a wide variety of issues.  Groups wishing to hold large events have expressed concerns as well, such as the long wait time to receive approvals from school administrators.

At the recommendation of the Interagency Coordinating Board (ICB), Procedures and Guidelines Committee, the ICB has approved CUPF’s implementation of a two-year pilot program aimed at improving the process and addressing the concerns of both the community groups and Montgomery County Public Schools regarding large events at public school facilities.   

Effective April 1, 2016, the term “large event” will be defined as any event requesting: (a) to have an expected attendance of 500 or more persons, or (b) use of a school auditorium, regardless of attendance expected, or (c) use of athletic facilities including gymnasium, stadium, track or field use for tournaments, fundraisers, track meets or other similar events, regardless of attendance expected, or (d) advanced booking due to size, scope or nature, or (e) significant set-up, or (f) extensive audio-visual equipment or services, or (g) an amount of space or hours of use that requires multiple support staff.

The following will be implemented by CUPF to better manage the application, planning and communication process for community groups requesting to utilize MCPS facilities for large events:

CUPF will dedicate a single staff person to oversee the application and planning process of large events held in MCPS facilities.

An application packet will soon be available for download and printing on the CUPF website at www.montgomerycountymd.gov/cupf to include all pertinent details, procedures, guidelines, forms, etc.

There will be two open submission dates established for Large Events that coincide with the new submission deadlines for all other use. These will be opening dates for each session/season. Groups are welcome to submit at any time after that opening date, but are encouraged to do so sooner rather than later. The open submission dates are as follows: (1) submit requests beginning May 1, 2016 for dates of use during the 2016-2017 MCPS school year (exact dates vary each year but are posted online at CUPF and MCPS web sites), and (2) submit requests beginning February 1, 2017 for dates of use during the MCPS summer 2017 break.

Applicants must set an appointment to meet with CUPF staff in order to submit their application; call 240-777-2725. This will ensure that all details and documentation have the utmost clarity, which will assist MCPS School Business Administrators and CUPF in making a well-informed decision as to whether available facilities will meet the needs of the community use request.

CUPF will respond to applicants within 10 business days of receipt of all required documents, regarding space availability at all site options requested (not including staff availability.)

MCPS School Business Administrators will respond to CUPF within 5 business days, regarding space availability at their specific facility.

CUPF will provide a final decision on a facility, including staffing, within 20 business days of receipt of all required documents from applicant.

CUPF will handle coordination/ hiring of media services, security and kitchen staff for overtime opportunities at large events. Staff at the hosting facility will have right-of-first-refusal for three business days once notified; then CUPF will open the overtime to all applicable MCPS staff and acceptance will be on a first-response basis.

Groups holding large events must have at least one person certified in handling large events, crowd control, etc. via the State of Maryland Fire Marshall’s Office online training and CPR certification by a recognized group such as the American Heart Association, Red Cross, etc.

CUPF will meet with group representative and School Business Administrator or designee to finalize plans in advance of event. This will include floor plans being completed by group with the assistance of CUPF program specialist for approval by the school, well in advance of the event.

Day-of event oversight to ensure user accountability will be the responsibility of MCPS security staff assigned. MCPS weekend supervisors assigned to CUPF will periodically check in.

CUPF will track and monitor date regarding all applications received, requests sent to MCPS for approval, turnaround time at each school, whether a school approves or denies a request, and the reason in which a request was denied.

A debriefing meeting will be initiated by CUPF within 5 business days after each event, which will include school, CUPF and user group representation. This may be done in-person or via conference call.

CUPF will report all collected data on a quarterly basis to the following:  Interagency Coordinating Board, MCPS Chief Operating Officer, Montgomery County Office of Community Partnerships, MCPS Community Partnerships, Montgomery County Association of Administrators and Principals.

User Accountability

In recent months, concerns have been raised by MCPS staff and other community user groups regarding groups who violate the CUPF guidelines. Multiple means have been used over the last several years to hold groups accountable. At the recommendation of the ICB Procedures and Guidelines Committee, CUPF will be implementing the following standard protocol in order to ensure that all such situations are handled equitably:

All reported violations at MCPS facilities will be investigated and documented by CUPF.

For major violations of the Facility Use License Agreement by community user groups, which includes weapons, tobacco, illegal drugs or alcohol on MCPS property, or otherwise place participants or MCPS staff in harm’s way: group shall receive an 18-month ban from use of MCPS facilities, countywide.

Steps for lesser violations of the Facility Use License Agreement by community user groups for violations of any of the terms and conditions of the permit or Facility Use License Agreement:

First violation of any term(s), the user group shall receive: written warning

Second violation of any term(s), the user group shall receive: mandatory meeting with CUPF director or designee and written warning

Third violation of any term(s), the user group shall receive: an 18-month ban from use of MCPS facilities, countywide

Subsequent violations of any term(s) after returning from an 18-month ban from use of MCPS facilities, countywide, the user group shall receive: indefinite ban from use of MCPS facilities, countywide

Notice of violations and action taken by CUPF must be communicated to user groups via electronic mail (if applicable) and U.S. Postal mail service within 10 business days of the violation.

Appeals by community user groups may be made to the CUPF Director, in writing, within 10 business days of notice. CUPF Director will convene a meeting with the group and applicable County or MCPS staff to hear the appeal. A final written decision by the CUPF Director will be made within 5 business days after hearing the appeal.

Electronic mail shall be acceptable for all written inquiries, findings, notifications, appeals and decisions.

Expungement of violations shall occur after 36 months of the date that the violation occurred.

Security Deposits

CUPF will no longer require security deposits for use of public facilities. If a community group is responsible for damages at a school or other public school facility, CUPF will bill the groups for the total cost. The user group and its representative listed on the permit will be responsible for covering all associated costs of damages. Reimbursement must be made within 30 days of receiving notification in order keep your account in good standing.

Public Forums: New Reservation Process

In order to provide an in-person overview of changes to CUPF processes, deadline dates, etc. as well as to allow community user groups time for questions, answers and to provide feedback, CUPF began holding public forums in February. If you have not already attended, we strongly encourage you to attend on one of the following dates:

Evening Forums:

Thursday, April 28
Location: Upcounty Regional Services Center
12900 Middlebrook Road, Room A, Germantown
Time: 7:00-9:00 p.m.

Wednesday, June 8
Location: Upcounty Regional Services Center
12900 Middlebrook Road, Room A, Germantown
Time: 7:00-9:00 p.m.

Weekend Forums:

Saturday, April 30
Location: Executive Office Building Auditorium
101 Monroe Street, Rockville
Time: 9:30-11:30 a.m.

Saturday, May 14
Location: Silver Spring Civic Building
One Veterans Plaza, Silver Spring
Time: 9:30-11:30 a.m. 

Weekday Forums:

Monday, May 16
Location: Executive Office Building Auditorium
101 Monroe Street, Rockville
Time: 9:00-11:00 a.m.

Monday, June 27
Location: Executive Office Building Auditorium
101 Monroe Street, Rockville
Time: 12:00 noon - 2:00 p.m.

Attendance is voluntary—there is no requirement that group representatives attend. There is no need to register in advance.

Ready, Set, Go

To prepare for the changes discussed herein, as well as others that may be coming in the months ahead, we encourage all user groups to create an account now by visiting www.ActiveMONTGOMERY.org. Then, when August 1 arrives, and the ability for self-booking exists for indoor school facilities, you will be ready to go!

Thank You

CUPF thanks each of our customers for your patience and support as we implement many positive changes that impact the majority of our community user groups, including the roll-out of our new software. We expect some challenges. Rest assured that we are here to help. We will continue to do our very best to keep all user groups aware of upcoming changes. Thank you for using public facilities for your community events and activities!

Stay Tuned

Stay tuned—more information will be coming soon! We will continue to utilize this e-Newsletter to communicate important changes, notifications, deadlines, etc.

Community Use of Public Facilities 255 Rockville Pike, Suite 201, Rockville, MD  20850 Email: cupf@montgomerycountymd.gov Telephone: Call 3-1-1 (dial 240-777-0311 if outside Montgomery County) TTY: 1-800-735-2258