We Are Listening
We have received very helpful feedback from user groups regarding our process for large events. As a result, we have worked diligently over the last few months to improve the customer experience by reducing the requirements and streamlining the application process. An announcement was made previously and user group feedback related to the improved process has been very positive! Below, we just want to break it down a little bit more in an effort to provide additional clarity.
Auditorium Use Overview
Auditorium
Use is considered a high-volume use type, regardless of the number of
repetitive bookings or attendees for any given event. This is due to the
extensive amount of planning and coordination of various staff that must occur for
a community user group to successfully hold activities in a school auditorium. These
complexities create the need for CUPF to have a minimum of 45 days advance
notice for reservations. Auditorium use may be requested during specialized
scheduling timeframes, as described in the User
Guidebook.
Note that the reservation process was recently streamlined and placed online at www.ActiveMONTGOMERY.org based upon customer feedback. CUPF is committed to continuous improvements in the process with use of improved technology being the driving factor.
Large Event Overview
Large Events are reservations expecting a large crowd of people or using an extraordinarily large number of rooms. These events require additional staffing as well but are not always utilizing an auditorium. Often, such events take place in cafeterias, classrooms, gymnasiums, and artificial turf stadiums. Previously, use of this nature also required 45 days’ notice and followed the same process as auditorium use.
Note that the information above and related process was recently combined with general public/routine use to eliminate lead time, process steps, and wait time. Groups may now schedule facilities online during the general public/routine use submission process, regardless of number of attendees. Note that all reservations are reviewed for size and scope. CUPF adds staff charges such as security, audio-visual technicians, building services, etc. to reservations as necessary to make sure that all events run smoothly.
Key Differences
Auditorium Use:
- Must request at least 45 days in advance; however, groups are encouraged to request space/event as far in advance as possible.
- Special scheduling timeframes throughout the year.
- $250 application fee due at requesting, balance due upon approval or payment plan can be arranged with CUPF finance department.
- Unique cancellation and amendment policy:
- Cancellations for Auditorium use have a tiered fee, with the fee being directly tied to how far in advance the cancellation is made.
- Groups are given the ability to reschedule once within a 30-day period of the event.
- Must request online at least 7 days in advance; however, it is possible that the reservation may be canceled if staff are not available on short notice.
- Must adhere to the General Public Use scheduling timeframes.
- Facility payment due in full at time of reservation; payment for additional staff costs added is due immediately upon notification.
- Both can take place in MCPS facilities.
- Both require a Certificate of Insurance as described in the Facility Use License Agreement.
- Both require a CPR and Crowd Management certified individual be on site during use.
- Both are subject to staff availability at any given school site.
- Both require user groups to have up to date contact information on their ActiveMONTGOMERY account such as email and phone number since CUPF staff will be in regular contact with the user group(s) throughout the planning and finalization process.
- Both must comply with the reservation, User Guidebook, and Facility Use License Agreement.
Thank you for using public facilities for your community events and activities. Please reach out to our team of professionals with any questions you may have. Click here to contact CUPF Customer Care—We Are Here to Help!
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