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Reservations Canceled: Artificial Turf, Running Tracks, Tennis Courts, and Outdoor Basketball Courts


Updated January 29, 2025: Closure of outdoor facilities has been extended through January 31.
Reservations Canceled Due to Snow and Ice

Due to hazardous conditions resulting from snowfall, melting, and re-freezing in the last week, all reservations for artificial turf fields, running tracks, tennis courts, and outdoor basketball courts are canceled from January 14 through Monday, January 20, 2025. On Tuesday, January 21, we will reassess for dates beyond. 

Updated January 29, 2025: Closure of outdoor facilities has been extended through Friday, January 31, 2025. CUPF will reassess for dates beyond. In addition to some lingering snow and ice covering the above areas, the extreme cold temperatures are not safe for outdoor activities at these facilities.

While the Facility Use License Agreement (FULA) attached to all reservations states that outdoor facilities may not be used if covered in snow or ice, we are hearing from schools and user groups that outdoor facilities are frozen solid and not usable systemwide. Based on forecasted temperatures, this is unlikely to change significantly over the next week. 

This is to ensure the safety of participants, such as preventing slip-and-fall incidents. We appreciate your understanding and cooperation.

MCPS does not clear snow and ice from outdoor facilities except parking lots and sidewalks, and community user groups are not allowed to clear snow or ice from outdoor facilities.

Helpful Resources


Heat in School Facilities

Please note that the Heat temperature set point is 68 degrees Fahrenheit in school buildings, per Montgomery County Public Schools. When nobody is using the building, the heat is set even lower to reduce energy. 

When groups are scheduled, the heat is turned up to 68 at the expected arrival time. It may take 30 minutes or more to reach 68 degrees, especially during extreme temperatures such as we have had in recent weeks.

It is suggested that persons attending activities in school buildings dress in layers during extreme temperatures so that they may adjust to the indoor temperature, especially the first 30-60 minutes.

We fully understand that this may be an inconvenience and will accept short-notice cancellations during extremely cold temperatures such as consistent temperatures at or below freezing outdoors, if made in writing or if made by calling the after-hours line while at the site and finding the temperature unreasonable for your activity. The cancellation fee will be waived. See below:

  • If your group is scheduled and you find that the heat is insufficient, you may not use the space, call the after hours help line at 240-490-2873, and leave the premises. If you follow those steps, you will receive a refund. 
  • If your group is scheduled and you determine to stay even if the temperature is cooler than 68 degrees, no refund will be provided.
  • If you desire to cancel at least one business day before your scheduled use, CUPF will provide a refund and cancel your reservation upon submission of a Reservation Amendment / Cancellation Form noting that this is due to extremely cold temperatures.
Helpful resources:


April 15, Opening Day to Reserve a Public Library Meeting Room

Tuesday, April 15, 2025, is opening day to request use of Montgomery County Public Libraries meeting rooms for dates of use July 1 through December 31. It all begins online at 6:30 a.m.

For additional information, go to Community Use of Public Libraries Reservations (montgomerycountymd.gov).

Reservation Website

ActiveMONTGOMERY Reservation Process

How to request a public library meeting room for an event.

Step 1: After signing into ActiveMONTGOMERY.org, select the "Facility Reservations" thumbnail. 


Step 2: On the next page, select the "Meeting Rooms" thumbnail.


Step 3: The final step on the next page will include, selecting the "Library Meeting Rooms" thumbnail.

Helpful Hints to Prepare

  • Ensure that your account for the NEW ActiveMONTGOMERY.org software is active with a current login and password. Read more...
  • Organizations should ensure that the account login and password is available to whomever in the organization has been given the authority to reserve public facilities on their behalf.
  • Only a single member of each organization can be logged into the organizational account at one time in order to reserve facilities.
  • Individual / personal accounts may not make facility reservations on behalf of an organization.
  • Payment is due at the time of the reservation.

Have Questions?


If you have any questions or concerns, please call CUPF Customer Service at 240-777-2725, or send an email to CUPF at: cupf@montgomerycountymd.gov

Thank You


Thank you for using public facilities for community events and activities!

February 15, Opening Day for Reservations of Athletic Fields & Other Outdoor School Facilities

Saturday, February 15, 2025, is opening day to request online reservations of school athletic fields, as well as other outdoor school facilities for dates of use March 15 through August 15. It all begins online at 6:30 a.m.!

This includes athletic fields at schools and recreation center sites, school parking lots, school tennis courts, and select outdoor school basketball courts. For a list of all other opening days for reservations of other public facilities, click here.

ActiveMONTGOMERY Reservation Website

How to request an outdoor facility for an event.

Step 1: After signing into ActiveMONTGOMERY.org, select the "Facility Reservations" thumbnail. 


 


Step 2: On the next page, select the thumbnail that corresponds to the outdoor facility that will be requested.

Step 3: After selecting the "Fields" thumbnail, on the next page, select the thumbnail that corresponds to the field location that will be reserved. As a reminder, fields are separated into three different categories shown below. Select the "School Fields" thumbnail.

Upon selection of your preferred thumbnail, the user will gain access to additional information that will help them complete an online reservation form that will be reviewed by CUPF staff. Once submitted through the ActiveMONTGOMERY portal, a follow-up email will be provided notifying the user that their online reservation request is under review.

Helpful Hints to Prepare

  • Ensure that your account for the NEW ActiveMONTGOMERY.org software is active with a current login and password. Read more...
  • Organizations should ensure that the account login and password is available to whomever in the organization has been given the authority to reserve public facilities on their behalf.
  • Only a single member of each organization can be logged into the organizational account at one time in order to reserve facilities.
  • Individual / personal accounts may not make facility reservations on behalf of an organization.
  • Payment is due at the time of the reservation.
  • All users should familiarize themselves with the Facility Use License Agreement (FULA) on the CUPF Resources page. 

Have Questions?


If you have any questions or concerns, please call CUPF Customer Service at 240-777-2725, or send an email to CUPF at: cupf@montgomerycountymd.gov

Thank You


Thank you for using public facilities for community events and activities!

February 1, Opening Day Reservation for School Auditorium Use | Summer 2025

Saturday, February 1, 2025, is opening day to request use of school auditoriums for dates of use during the upcoming Montgomery County Public Schools (MCPS) Summer Break. It all begins online at 6:30 a.m.

School Auditorium facilities can be requested via ActiveMONTGOMERY.org. User groups can upload their information, pay the deposit, etc. all online directly in the ActiveMONTGOMERY software! 

  • Application fee: CUPF will collect a $250.00 application fee (down payment) at the time of application; this fee will be applied to the total cost of the reservation and not an additional charge. If the reservation request is not approved, this fee will be refunded.
  • For more information on the process to reserve space withing this advanced priority placement, send an email to cupf@montgomerycountymd.gov.

ActiveMONTGOMERY Reservation Process

How to request a high school auditorium for an event.

Step 1: After signing into ActiveMONTGOMERY.org, select the "Facility Reservations" thumbnail. 

   
Step 2: On the next page, select the "Auditoriums" thumbnail. 


Step 3: Lastly, select the "MCPS Auditoriums" thumbnail.


After selecting the "MCPS Auditoriums" thumbnail, the user will gain access to additional information that will help them complete an online reservation form that will be reviewed by CUPF staff. Once submitted through the ActiveMONTGOMERY portal, a follow-up email will be provided notifying the user that their online reservation request is under review.

Visit www.ActiveMONTGOMERY.org to reserve a school auditorium space for your activities!

Helpful Hints to Prepare

  • Ensure that your account for ActiveMONTGOMERY.org is active with a current login and password. Read more...
  • Organizations should ensure that the account login and password is available to whomever in the organization has been given the authority to reserve public facilities on their behalf.
  • Individual / personal accounts may not make facility reservations on behalf of an organization.
  • Payment is due at the time of the reservation.
  • Auditorium requests are subject to review and typically have a 5-15 business day lead time, depending on the school(s) being requested. Please be thorough in your application.
  • A final approval and "firm" contract are required prior to an advertisement by the group for the event. This final "firm" contract will be sent to the main email on file for the account requesting the space. 
Auditorium Use is subject to additional fees such as staffing, clean up and set up as well as security. Your initial payment of $250 is applied towards this balance. 

Have Questions?

If you have any questions or concerns, please call CUPF Customer Service at 240-777-2725, or send an email to CUPF at: cupf@montgomerycountymd.gov

Thank You

Thank you for using public facilities for community events and activities!

Jan 11., MCPS Delayed Opening: Community Use Update


Saturday, January 11, 2025, Montgomery County Public School is canceling school-sponsored activities, field trips, and athletic events that begin before 11 a.m. MCPS facilities will not open until 11 a.m. for community use permits. Community Use activities at school facilities are delayed until after 11 a.m.

Thank you

Thank you for using public facilities for 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! 

Jan. 10, CUPF Wheaton Office Closed

Community Use of Public Facilities Wheaton office will be closed, Friday, January 10, 2025. Staff will be conducting business through teleworking. Please reach out to our office via email to cupf@montgomerycountymd.gov or by phone to 240-777-2725. CUPF Wheaton office will re-open Monday, January 13, 2025.

Thank you

Thank you for using public facilities for community events and activities! Please reach out to our team with any questions you may have. Click here to contact CUPF Customer Care - We Are Here to Help! 

Jan. 8, Montgomery County Public Schools Closed | Community Use Update


School Facilities

Montgomery County Public Schools will be closed, Wednesday, January 8, 2025, due to inclement weather. All activities, field trips, and programs in schools and school grounds are canceled, including athletic practices and events. Childcare programs and community use activities in school facilities are canceled. 

County Government Facilities

The following protocol applies to meeting rooms in County Government libraries, regional centers, office buildings, etc. 

  • When Montgomery County Government remains OPEN during inclement weather or other emergencies, reservations will remain as scheduled.
  • When Montgomery County Government is CLOSED due to inclement weather or other emergencies, reservations are canceled.

Sign Up for Information and Alerts

Refunds for Emergency Cancellations

CUPF automatically refunds customers for activities canceled by CUPF due to weather or other emergencies. Refunds are made to the original form of payment. This process may take a few days to complete for all reservations impacted. To reschedule an activity, a minimum of seven days advance notice is required and is based upon availability, visit www.ActiveMONTGOMERY.org.

Need More Help?

Please contact us with any questions you may have. Click here to contact CUPF Customer Care - We Are Here to Help! 

 

Jan. 7, Montgomery County Public Schools Closed | Community Use Update


School Facilities

Montgomery County Public Schools will be closed, Tuesday, January 7, 2025, due to hazardous weather conditions. All activities, field trips, and programs in schools and school grounds are canceled, including athletic practices and events. Childcare programs and community use activities in school facilities are canceled. 

County Government Facilities

The following protocol applies to meeting rooms in County Government libraries, regional centers, office buildings, etc. 

  • When Montgomery County Government remains OPEN during inclement weather or other emergencies, reservations will remain as scheduled.
  • When Montgomery County Government is CLOSED due to inclement weather or other emergencies, reservations are canceled.

Sign Up for Information and Alerts

Refunds for Emergency Cancellations

CUPF automatically refunds customers for activities canceled by CUPF due to weather or other emergencies. Refunds are made to the original form of payment. This process may take a few days to complete for all reservations impacted. To reschedule an activity, a minimum of seven days advance notice is required and is based upon availability, visit www.ActiveMONTGOMERY.org.

Need More Help?

Please contact us with any questions you may have. Click here to contact CUPF Customer Care - We Are Here to Help! 

Community Use of Public Facilities Podcast | Episode 2: "CUPF New Year’s Resolution! What Are Our Plans for the New Year? Hint: Get More Involved in the Community"

Off the CUPF Podcast: Episode 2

The Office of Community Use of Public Facilities (CUPF) podcast titled, Off the CUPF: Community Use of Public Facilities Podcast is available on all podcast platforms. For your listening pleasure, Montgomery County Government Podcasts includes a phenomenal list of podcasts from various County agencies, departments, and offices. CUPF is excited to a be a part of County Cable Montgomery podcast, highlighting a strong emphasis on communication, utilizing podcast as a useful form of outreach in the community.

Our second podcast episode called, "CUPF New Year's Resolution! What Are Our Plans for the New Year? Hint: Get More Involved in the Community" includes a general overview of our fee study and our #CUPFCares Initiative, highlighting our focus on volunteering in the community. More importantly, this episode discusses CUPF's upcoming Opening Day Reservation for Auditorium Use on Saturday, February 1, 2025. For more information about Auditorium Use, go to Streamlined Process for Large Events and Auditorium Use: What You Need to Know.

Join CUPF Director, Ramona Bell-Pearson and CUPF Communications and Outreach Specialist, Derek Ross, with our first special guest, Douglas Weisburger, Department of Environmental Protection (DEP). Prior to DEP, Douglas worked in the County's Office of Management and Budget focusing on environmental policy and budgeting. In this episode, Douglas will be discussing three hot topics that include green wedding gifts, low carbon catering, and composting and recycling at your event. Thank you, Douglas for all your work in the community.

Thank you!

Thank you for using public facilities for community events and activities! Thank you for listening to our new podcast. As a reminder, all questions and comments regarding the Off the CUPF Podcast can be sent to CUPFPodcast@montgomerycountymd.gov.

Jan. 6, Montgomery County Public Schools Closed | Community Use Update


 MCPS Weather Update

Montgomery County Public Schools will be closed, Monday, January 6, 2025, due to a winter weather advisory. The forecast will include snowfall, which could impact safety for the entire community. All schools and offices are closed. All activities, field trips, and programs in schools and school grounds are canceled, including athletic practices and events. Childcare programs and community use activities are canceled. 

Community Use of Public Facilities

All community use events and activities are canceled for Monday, January 6. Decisions about community use for Tuesday, January 7, will be made when more information is available.

Alerts

For additional emergency alerts in Montgomery County, MD, check out the links below. As a reminder, signing up for direct alert notifications will help you stay well informed during a weather emergency.

1) Office of Emergency Management and Homeland Security (OEMHS)

2) Montgomery County Winter Storm Information Portal

Thank you

Thank you for using public facilities for 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! 

Jan. 4, CUPF Update: Community Use Activities Operating as Scheduled


Important Announcement!!

Community Use under CUPF permits will operate as usual on Saturday, January 4, 2025, with all facilities open on time. 

Here are some resources that we offer to assist community user groups of public facilities in learning about delayed openings and cancellations around the County due to inclement weather or other emergencies, important announcements, general information, updates, and more:

1. Alert Montgomery: https://alert.montgomerycountymd.gov (instant messages and updates sent directly to your email or mobile devices)
2. CUPF blog (Community Use Bridge): https://cupfmontgomerycountymd.blogspot.com
3. GovDelivery (free sign-up for CUPF and other announcements): https://montgomerycountymd.gov/govdelivery

Thank you

Thank you for using public facilities for 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! 

Jan. 3, CUPF Update: Community Use Activities in School Buildings Canceled

Friday, January 3, 2025, all after-school and evening community use activities in school buildings are canceled. Childcare programs in school buildings will remain open as scheduled. Families should check with their childcare provider. As a reminder, in the event of a cancellation due to inclement weather or other emergency, CUPF will credit the user's account in full.  

Alerts

For additional emergency alerts in Montgomery County, MD, check out the links below. As a reminder, signing up for direct alert notifications will help you stay well informed during a weather emergency.

1) Office of Emergency Management and Homeland Security (OEMHS)

2) Montgomery County Winter Storm Information Portal

Thank you

Thank you for using public facilities for 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! 

Community Use of Public Facilities Podcast | Episode 1: "Welcome to the Wonderful World of Community Use of Public Facilities, We Are CUPF!"

 

Off the CUPF Podcast: Episode 1

The Office of Community Use of Public Facilities (CUPF) would like to officially announce the launch of our podcast titled, Off the CUPF: Community Use of Public Facilities Podcast. Similar to other successful Montgomery County Government Podcasts, CUPF will be incorporating a structured format, which will include various off script segments that will provide in greater detail, information that will be beneficial to all users. 

Our first podcast episode called, "Welcome to the Wonderful World of Community Use of Public Facilities, We Are CUPF!" includes an informative discussion with CUPF Director, Ramona Bell-Pearson and CUPF Communications and Outreach Specialist, Derek Ross. Our first episode will be answering questions related to community use, all while enlightening the community about CUPF Opening Day Reservations. 

We are greatly appreciative of this opportunity to share additional information regarding CUPF services. A special thank you to the Montgomery County Government Department of Technology and Enterprise Business Solutions (TEBS), Audio Visual Production Team. As a reminder, all questions and comments regarding the Off the CUPF Podcast can be sent to CUPFPodcast@montgomerycountymd.gov.

Thank you!

Thank you for using public facilities for community events and activities! Thank you for listening to our new podcast.

Streamlined Process for Large Events and Auditorium Use: What You Need to Know

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.
Large Event / General Public Use / Routine Use:
  • 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.
  • Facility payment due in full at time of reservation; payment for additional staff costs added is due immediately upon notification.
Key Commonalities

  • Both can take place in MCPS facilities.
  • 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.

Thank you!

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!


Cut-Off for Reserving Dates During Holiday Season November 2024 through January 2025

Thanksgiving Break

Effective November 15, 2024, CUPF will no longer accept new reservation requests for use of School facilities for dates of use November 25, 2024, through December 1, 2024.

Winter Break 

Effective December 11, 2024, CUPF will no longer accept new reservation requests for use of School facilities for dates of use December 21, 2024, through January 2, 2025.

Thank You

Thank you for your understanding as CUPF works alongside MCPS in allowing School staff to have time off to rest, travel, and enjoy with their family, friends, and loved ones during the upcoming holidays and school breaks. We all greatly appreciate the hard work that building operations staff do for our students, teachers, administrators, and our community throughout the year.


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