CUPF offers advanced priority placement for groups considered as high volume based upon specified criterion in each category below, due to the volume of residents impacted, and size and scope of the activities. These are uses not suited for online reservations and therefore require oversight by CUPF staff. For CUPF to offer this level of service, large/ high volume user groups must adhere to established guidelines so that CUPF may ensure a high level of accountability and provide the highest level of customer service to all user groups.
Administrative fee: The use described herein is considered by CUPF as an advanced priority placement reservation. Each advanced priority placement contract containing reservations issued is subject to a $50.00 administrative fee.
Payment plan: A payment plan may be requested for advanced priority placement contracts.
Additional reservation needs: A group receiving advanced priority placement is eligible to request any additional space they need outside of these parameters as ‘General Public’ requests via ActiveMONTGOMERY (see details herein for ‘General Public’ reservation process).
Representative: High volume priority designation requires each group to provide CUPF a single point of contact for their scheduling needs, to ensure user accountability and clear communication between all parties.
Requirements: In each category below, there are specific criterion in which a group must meet in order to be considered for of advanced priority placement.
Indoor and Outdoor Sports League and Athletic Sports Club Use
The term “Sports League and Athletic Sports Club” is defined for CUPF purposes as:
- a group of sports teams that may be members of different sports clubs that compete against each other in a schedule of games, or an athletic sports club for the purpose of playing one or more sports, and
- intends to utilize sports facilities appropriate for their specific sport(s) including fields, tracks, tennis courts, and or gymnasiums, and
- generally, are seasonal or operate year-round, and
- may host or organize leagues and other competitive events such as track meets, tournaments, club vs. club competitions, etc., and
- may be affiliated with or has a membership within a national or local sports association or similar organization, and
- does not include after-school enrichment programs, and
- does not include pickup games, a single team, groups of independent players not part of a team, etc.
Additional information: Current season team rosters, and corresponding game schedules, must be available for CUPF to review within thirty calendar days of the start of each scheduling season in order to justify the number of practice hours, should such be necessary. Rosters should be site specific and organized by team with applicable number of team members based upon the sport in which the reservations were issued. Further, rosters should indicate each participant’s name, address, and phone.
How to reserve:
- Existing leagues and clubs will receive an email before each season stating that we will begin processing historical use reservations based upon last year, same season use. CUPF will create a contract of reservations for each site showing dates and times. CUPF will send all use in a spreadsheet for review and ability to sort reservations. Leagues and clubs will be provided a deadline to submit any discrepancies and confirm acceptance of reservations.
- NEW leagues and clubs must submit a Priority, High Volume and Other Bulk Use Request Form for consideration.
For more information on the process to reserve space within
this advanced priority placement, send an email to: cupf@montgomerycountymd.gov.
Weekly Weekend Cultural and Religious Educational Use
The term “Weekly Weekend Cultural and Religious Educational Classes” is defined for CUPF purposes as:
- a cultural school or faith-based education program, and
- utilizes the same room or set of multiple rooms each week (including All-Purpose Room, Cafeteria, Staff Lounge, Classroom, and Gymnasium facilities), and
- all rooms are the same day(s) of the week (Saturday and/ or Sunday), and
- all rooms and dates are located at the same indoor public building each week, and
- group desires a reservation(s) to meet weekly other than weeks in which include MCPS holiday dates or student breaks during the months of September through May, and in rare situations extending into early June.
How to reserve: User groups must submit their annual schedule showing building, dates, rooms, and times via email to cupf@montgomerycountymd.gov no later than 5:00 p.m. on May 15, annually, for an annual contract of reservations September through May.
For more information on
the process to reserve space within this advanced priority placement, send an
email to: cupf@montgomerycountymd.gov.
Weekly Weekend Cultural and Religious Assembly Use
The term “Weekly Weekend Cultural and Religious Assembly” is defined for CUPF purposes as:
- faith-based or cultural assembly/ worship service(s), and
- utilizes the same room or set of multiple rooms each week (including All-Purpose Room, Cafeteria, Staff Lounge, and Classroom facilities), and
- all rooms are the same day(s) of the week (Saturday and/ or Sunday), and • all rooms and dates are located at the same indoor public building each week, and
- group desires a weekly reservation pattern.
How to reserve: User groups must submit their annual schedule showing building, dates, rooms, and times via email to cupf@montgomerycountymd.gov no later than 5:00 p.m. on April 15, annually, for an annual contract of reservations September through August.
For more information
on the process to reserve space within this advanced priority placement, send
an email to: cupf@montgomerycountymd.gov.
The term “Summer Camp” is defined for CUPF advanced placement
priority purposes as:
summer programs for children and youth during dates that MCPS K-12 educational programs are on summer break and operates five days a week Monday through Friday, for the majority of the available hours before or after MCPS K-12 summer programming each day at any school location, serving the same participants, and is registered with verifiable compliancy with all government regulations related to camps, and operated by County and municipal recreation departments, licensed childcare providers with a current agreement with MCPS, or in-County parent-teacher associations.
How to reserve: Group
must submit a Priority, High Volume and Other Bulk Use Request Form no
sooner than January 15 and no later than February 1 annually for consideration.
Summer camp programs not meeting the definition above should submit as general
public.
For more information on the process to reserve space within this advanced priority placement, send an email to: cupf@montgomerycountymd.gov.
Large Event Use
The term “Large Event” for CUPF purposes is defined as any event requesting: to have an expected attendance of 500 or more persons, regardless of facility being requested, or use of a school auditorium, regardless of attendance expected, or advanced booking due to size, scope or nature, or significant set-up, or extensive audio-visual equipment or services, or an amount of space or hours of use that requires multiple support staff.
Exemptions to the definition of “Large Event” above include:
- PTA/PTSA fundraisers and large events being held at their home school even if the event meets the large event definition, regardless which room(s) or other facilities are being used at the school site, and
- Parking lot use ONLY if the intended use is for parking vehicles in the parking lot for an offsite activity.
Scheduling timeframes:
- May 1: Opening day for dates of use during the MCPS School Year—must be submitted with a minimum of 45 days advanced notice without exception.
- February 1: Opening day for dates of use during the MCPS Summer Break—must be submitted with a minimum of 45 days advanced notice without exception.
Preferred and alternate venue, date, time: Groups are highly encouraged to submit a preferred date, time, and facility as well as alternate dates, times, and facilities within the appropriate scheduling submission timeframe on the original request to allow greater flexibility which will increase opportunity for success.
August Dates Not Available in Schools. Large event reservation requests for school facilities will not be accepted for dates of use during the month of August due to cleaning in preparation for the return of staff and students.
Crowd Manager
Certification. Groups using public facilities for large events must have at
least one person present at the event who is certified in handling large
events, crowd control, etc. via the State of Maryland Fire Marshall’s Office
online training. Permits cannot be finalized without verification that this
requirement has been. Below is the link to the required crowd manager training:
Click here for Required Crowd Manager Certification
CPR Certification.
Groups using public facilities for large events must have at least one person
present at the event who has current CPR certification by a recognized group
such as the American Heart Association, Red Cross, etc. Permits cannot be
finalized without verification that this requirement has been met. Below is the
link to the required crowd manager training:
Click here for one
of the accepted CPR Certification sources
Facility walk-through:
A walk-through of school facilities is not required and at times may not be
allowed by school administration. Check and coordinate with the school
directly.
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.
How to reserve: An official reservation request consists of CUPF having received a fully completed request for reservation via www.ActiveMONTGOMERY.org and the $250.00 application fee.
For more information on the process to reserve space within this advanced priority placement, send an email to: cupf@montgomerycountymd.gov.