Reserving an auditorium at a Montgomery County Public Schools (MCPS) site can be one of the more complex types of facility requests we receive. From navigating the process and meeting specific requirements to arranging staffing and making the most of the space, we understand it can feel a bit overwhelming.
To help simplify things, the Community Use of Public Facilities (CUPF) team has created the FAQ section below. Our goal is to take the guesswork out of the process and make it as smooth and stress-free as possible.
If you don't see your question listed or need additional information, please don't hesitate to reach out to our office — we're happy to help!
Does CUPF or MCPS sell tickets to my event for me?
No. Each group is responsible for its own ticket sales, if such is required for the event. Neither CUPF nor MCPS will sell or advertise tickets for any external groups.
What staffing will CUPF or MCPS provide?
Every auditorium reservation at an MCPS site includes a minimum of three staff members to ensure your event runs smoothly and safely:
Click on each role above to learn more about their responsibilities during your event.
Depending on the size or nature of your event, additional staffing may be required. This could include extra Building Service support, more security personnel, or even an additional Media Services Technician.
The CUPF team works closely with each MCPS site to ensure the appropriate staffing is assigned for your event. Our goal is to provide the right level of support, adjusting as needed, so your event runs seamlessly and leaves a lasting impression on your audience.
How much will this cost?
Because each auditorium event is unique, with varying needs, schedules, and staffing requirements, CUPF does not provide upfront cost estimates. Instead, we recommend reviewing the standard fees for basic auditorium use and budgeting an additional $500 to $1,000 as a buffer.
This approach helps user groups avoid underestimating costs and often results in a pleasant surprise when the final invoice is lower than expected.
Please note: This budgeting method applies only to events using the auditorium space alone. If your event requires additional spaces, such as cafeterias, classrooms, gyms, or stadium fields, be sure to factor in the associated costs for those areas as well.
What is the application fee, and is it refunded to me?
The application fee is a $250 one-time charge that, if approved, is applied towards the balance of your event. If your event cannot be hosted, the fee is refunded in full to the original payment method.
Why does it take so long to receive approvals?
Each MCPS location is allotted up to five business days to review facility use applications during the standard operating periods of both MCPS and CUPF. This review timeline may be extended during school breaks, such as summer, winter, or spring recess, when staff availability is limited and active calendar planning is occurring.
Schools must also carefully coordinate external group requests with their internal calendars to ensure there are no conflicts. These internal events can range from auditorium performances to athletic games and other school functions. Because of the high volume and variety of activities taking place, thorough calendar checks are essential before, and approval can be issued.
But the System Let me Request It — So Why Was I Denied?
While the online system may allow you to submit a request, it does not guarantee availability or approval. MCPS schools host a wide range of internal events, some of which may not take place in the auditorium itself but still require significant use of campus resources.
Events like homecoming dances, football games, AP testing, or robotics tournaments often occupy large portions of the school grounds or require staffing and logistical support that make it impractical to host additional external events — especially those involving large groups — at the same time.
Each request is carefully reviewed to ensure there are no conflicts and that the school can safely and effectively support your event.
What equipment is in the Auditorium?
Auditoriums are equipped with general sound and lighting systems, though the scope and capabilities may vary by school. Most locations offer a standard sound system, which typically includes stage monitors and up to six microphones, along with a basic lighting setup suitable for general auditorium use. Specialized equipment such as strobe lights, LED walls, or background projection is not available at any MCPS location. Groups should utilize the sections on the application that ask details of the lighting.
Can I bring my own equipment?
Groups may be permitted to bring their own equipment for events, provided the equipment details are submitted to CUPF and approved in advance. External equipment is not allowed on school property without prior approval and clear communication between CUPF and the MCPS staff assigned to the event. The facility use application includes a section for additional needs or notes — this should be used to specify any equipment the group intends to bring.
Again, if you don't see your question listed or need additional information, please don't hesitate to reach out to our office — we're happy to help!
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