Community Use of Public Facilities Newsletter: May 11, 2018

Community Use of Public Facilities Newsletter: May 11, 2018

CUPF title logo


Blue Flowers

Hi there, Happy Mother’s Day to all the moms, stepmoms, adoptive-moms, and play-moms, for the love you boundlessly give to so many around you.

Spring is in the air! It’s a time of renewal or of new beginnings. Here now, marking our own internal renewing and to lead this month’s updates, we have some staffing changes to announce, followed by important scheduling updates with some tips for you when booking facilities.

Staffing Changes

Rodrigue Vital

In March, we welcomed Rodrigue Vital as Coordinator of Communications and Outreach for CUPF. Most recently, Rodrigue worked as a program manager at the state of Maryland Department of Labor’s Workforce Development and Adult Learning. A resident of Montgomery County for nearly 30 years, Rodrigue is excited to lead the department’s communications and community outreach efforts.

The joy of onboarding Rodrigue concurs with the mixed feeling of announcing the retirement of Ginny Gong, the department’s director for the last 20 years. During Ginny’s tenure, the office was renamed from CUS (Community Use of Schools) to its current name, CUPF (Community Use of Public Facilities), a move that unfurled sweeping automation, 3 office locations, additional venues, and staffing increases. Ginny led this office through the 2008-10 great recession unscathed and with budget surplus. Well done, Ginny, fare thee well in all your future endeavors!      

Facility Fee Assistance Program

Do you want to know if your group is qualified for facility fee assistance? Contact our office if your program is providing a service that primarily benefits vulnerable youth or limited income individuals and families in the county. Contact us at 240-777-2718 and find more detailed information on our website.

May 1-15: Large Event Reservations in School Facilities

As the deadline approaches, we hope you have made your large events reservation for the upcoming 2018-2019 school year.

Reservation requests for large events desiring to use public school facilities during the summer must be submitted via the Large Events Application form located on our resource page between May 1 and May 15 of every year in order to receive due priority and advanced placement where applicable. Requests of this nature may NOT be done via ActiveMONTGOMERY

Contact us at 240-777-2748.


May 15: Request Reservations for Use of County Government Buildings

May 15 is annual opening day for reservation requests for use of County buildings between July 1 and December 31 for the following facilities:

  • Regional Centers
  • County Office Building
  • Executive Office Building
  • Clarksburg Cottage
  • District 2 Police Station Meeting Room
  • District 3 Police Station Meeting Room

To learn more, visit ActiveMONTGOMERY

June 6: Public Forum

You are invited to our first public forum of the year on Wednesday June 6, from 7 pm to 8:30 pm at the Executive Office Building Auditorium, located at 101 Monroe St, Lobby Level, Rockville, MD 20850. The forum will focus on our new and improved process for use of public schools by high-volume community user groups such as: sports leagues, weekly cultural and religious education and assembly, large events, and summer camps.

July 15: Request Reservations for Use of Natural Grass Fields

General reservation requests for use of natural grass fields at schools, community centers, and local parks for dates of use August 16 through November 30 will be accepted online via the customer e-portal at beginning at 8:30 a.m. on July 15 each year. 

July 15: Request Reservations for Use of Artificial Turf Fields

General reservation requests for use of artificial turf fields at schools and regional park fields for dates of use from August 16 through November 30 will be accepted using the Priority High-Volume and Other Bulk Use Request Form beginning on July 15 each year. 

August 15: Deadline for PTA Priority Use of Schools

PTA/ PTSA use of school facilities receives high priority IF requests for the entire school year are submitted by the long-established deadline of August 15 each year.

 Annual PTA/ PTSA informational packets regarding ICB/CUPF reservations will be sent on or before July 1 each year. The packet will include information critical to the process to submit PTA/ PTSA requests so that you may receive priority placement. Packets will be sent to MCCPTA for distribution. Packets will also be available on the CUPF website.

Contracted service providers are often used for after-school programs. Please note that these contractors are NOT given PTA/ PTSA priority for scheduling and should not be submitted directly by the PTA/ PTSA. As a result, PTA/ PTSA’s utilizing such contracted service providers will need to ensure that the contractor adheres to the public scheduling go-live dates (July 15 for field use, August 15 for ALL indoor rooms).


August 15: Request Reservations for 2018-2019 School Year

General reservation requests of indoor school facilities, including before and after-school enrichment programs, evening use, weekend use, etc. for the upcoming school year will be accepted online via the customer e-portal at beginning at 8:30 a.m. on August 15 each year. 

The above process does NOT apply to the following: field use, MCPS administrative use of school facilities, licensed before and after-school childcare (other than extra gym space or evening activities), PTA/ PTSA submissions, government offices, or approved high-volume use permits.

Survey: Safe and Secure School Facilities

The Interagency Coordinating Board for the Community Use of Public Facilities (ICB/CUPF) and Montgomery County Public School (MCPS) are partnering to promote safe use of school property and security of children participating in after-school and weekend activities. Our first objective is to assess what steps community groups are taking to protect their events participants and others who may be in the building simultaneously and who may interact with one another. Please take a few minutes to share your organization’s efforts, to help us identify other ways to protect children and adults on school property. Your cooperation is greatly appreciated. Click here to participate in the survey.

Silver Spring Civic Building at Veterans Plaza

Year after year, the SSCB at Veterans Plaza attracts hundreds of people on a weekly basis. This site is known as a bubbly hub of cultural diversity and artistic grandeur. Keeping up with the trend and fast pace of activities, the CUPF staff at the SSCB misses no time in putting together a festival guide, which highlights all the fiestas slating to occur there this year. We hope you will make the best of your time and get out there for some fun. Learn more about the heavy lineup of events taking place at the SSCB: View a short list!


A Message from the Director

Ginny Gong

It is with a mix of anticipation and sadness, and certainly no small amount of nostalgia, that I share with all of you my decision to retire effective June 1, 2018. This was not an easy decision for me to make but the thought of spending more time with my grown children, grandchildren and a 98-year old mother was very persuasive. I especially look forward to uninterrupted sleep during inclement weather months.   

It is hard to believe that twenty years ago, I came on board as Director of an agency located in the basement of the COB with 15 employees scheduling community use in schools on weekends only - to now - an agency headquartered in a spacious office with locations in three different areas of the County with more than double the staff scheduling schools, government buildings, Silver Spring Civic Building, and all fields (artificial and Park fields). So much has evolved over the last two decades. Montgomery County’s community use program is truly “one of a kind” and has been the recipient of recognition and accolades. CUPF has grown in scope of mission, responsibilities, and visibility. Perceptions of who we are and what we do have truly been enhanced over the years. These accomplishments are a reflection of the commitment of the CUPF family and the support of our thousands of user groups. It has been my sincere honor to work with all the CUPF’s stakeholders to ensure that the County’s public facilities are affordable and accessible. Thank you for your understanding and cooperation over the years.   

With sincere gratitude for 20 very fulfilling years,


CUPF Director’s Retirement Party

Please come join the CUPF’s staff & friends for a midday celebration, as we let the bells toll for Ginny on Monday, May 21st at 1:00 pm, at the EOB Auditorium, 101 Monroe Street, Rockville MD, 20850.     

Tell Us, We are all Ears!

Please contact our office if you have any questions or concerns, or if you would like to see a new topic added to this communication. Coming up soon, we will be piloting this cool idea by inviting users to submit ONE photo of an event held in one of our public facilities that you think may have captured the moment and which may inspire others.  Please note, we will only publish pictures that meet specific guidelines and standards. To be accepted a picture may not reveal an individual’s identity, especially of children, nor show the name of a building.    

Also, Rodrigue is looking forward to getting around the county, planning to attend some of the events being hosted in our facilities. Would you like to invite him to your next event?  You might see him at your event(s), interacting, enjoying himself while taking pictures for the CUPF’s newsletter, social media posts, and our web site. While he is there, seize the moment to share with Rodrigue any major concerns you may have and how to improve our services to users like you. 


Search it !

Location Map

 Check out CUPF’s new interactive map with facility information and staff contact information.

CUPF Small Logo

General Inquiries:

Monday-Friday, 8:30 a.m.-5:00 p.m.: 240-777-2725


After-Hours Problem Line:

If before or during your permitted event you experience any of the following: a lockout, HVAC issue, security concern, equipment failure, availability of venues or rooms, you must call 240-490-CUPF (2873) and an agent from our office will jump on it immediately to assist you in solving the problem.

Thank you for using Montgomery County’s public facilities for your community events and activities, and see you soon!