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!
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