The following policy applies to all Reservation Fees,
Payments, Modifications, Cancellations, and Refunds at all facilities permitted
by the Montgomery County Maryland Office of Community Use of Public Facilities
(CUPF).
1. Fees, General. All individuals and
organizations must pay for the use of public facilities as CUPF is non-tax
supported and reimburses MCPS and the County for the cost impacts of community
use. The fee schedules posted
on the CUPF website and as integrated within the ActiveMONTGOMERY online
reservation software adhere to the County’s fiscal policies which requires for
profit and out of County individuals and organizations to pay a higher
fee.
2. Financial Obligation. By submitting a
reservation, User is making a financial obligation on behalf of themself, and
where applicable, an organization in which they represent.
3. Review of Fees Assessed Online. Fees
generated by ActiveMontgomery in a reservation are preliminary and may be
updated based on tax status or use, upon review by CUPF staff, and in rare
cases the reservation could be canceled.
4. Commitment. By submitting a
reservation, User agrees to pay for the charges assessed on an approved
reservation even if User or the organization they represent do not use the
facility unless written request for
cancellation is submitted via the Reservation Amendment Form in a
timely manner, in which case User will only pay the applicable cancellation
fees. Failing to use the facility does not remove the charges assessed. User
agrees not to submit a reservation to
secure space for the sole purpose of a cost estimate or availability and agrees
to make full payment prior to use of the space.
5. Payment, General. For general use,
payment is due at the time of reservation. If qualified for a payment plan
under Priority VI Use High Volume, facilities or event types specified herein
with other terms, or other Conditions of Use, User agrees to make payments
on-time as scheduled.
6. Account Balance. User is responsible
for regularly checking the balance on the
ActiveMONTGOMERY account and making payment per the
Agreement; User further agrees that any additional charges incurred are due
immediately.
7. Emergency Cancellation or Other
Cancellations Initiated by CUPF or MCPS. If CUPF cancels community use due
to inclement weather, public health, or any other emergency situation, or due
to a conflict with MCPS or School internal use, a full refund will be issued
without User group needing to contact CUPF.
8. General Use Cancellation and Modification.
Unless specified otherwise herein or in a separate Conditions of Use (COU) or
CUPF policy related to a specific facility or event/activity type, all user
requests for cancellation of a permit in its entirety or cancellation of a
specific date or set of dates on a permit, the following conditions apply:
A. Modifications
and Cancellations must be submitted in writing via the Reservation Amendment Form on
the CUPF website.
B. Cancellations
will incur the following fees:
i. 10
or more business days’ notice: $25.00 fee, remaining charges refunded;
ii. less
than 10 business days: all fees will be retained;
C. Modifications will incur a $25.00 fee in
addition to any additional charges for facility use, equipment, or staff.
9. Large Event Payment, Modification, and
Cancellation. The payment, modification, and cancellation policy
including applicable fees for Large or Special Events in School buildings,
Stadiums, and School Athletic Fields is as follows:
A. 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 permit and not
an additional charge to the permit.
B. Payment:
Upon approved reservation, half of the total permit cost is due within 14 days;
the remaining balance is due 90 days prior to the event start date. C. Modifications
and Cancellations.
i.
Must be submitted in writing via the Reservation Amendment Form on
the CUPF website;
ii. Changes/
modifications may not be made to the
permit(s) within 10 days of the event except as may be allowed in the terms of
the FULA.
iii. Modifications
will incur a $25.00 fee in addition to any additional charges for facility use,
equipment, or staff.
iv. Cancellations
will incur the following fees:
a. 46
days’ notice or more: $50.00 cancellation fee;
b. 45-30
days’ notice or more: $250.00 cancellation fee;
c. 10-29
days’ notice: 50% of facility charges;
d. less
than 10 business days’ notice: 100% of the facility and staff charges;
e. any
separate equipment fees and or extra staff charges will be refunded;
f.
a special event can be re-scheduled one time
with at least 30-days’ notice; however, the confirmation fee will be retained.
10. Rainout Credits, Outdoor School Facilities
permitted by CUPF. All refund requests for Natural Grass
Athletic Field, Tennis Court, and Outdoor Basketball Court use cancelled due to
inclement weather must be submitted to cupf@montgomerycountymd.gov in a sortable spreadsheet identifying the permit
reservation number, the date of each rainout, and the specific facility
location within 15 calendar days of the completion of each scheduling season in
order to receive credits. Refer to the FULA and facility-specific Conditions of
Use regarding automatic cancellation of Natural Grass Athletic Turf Fields and
Synthetic Turf Athletic Fields during inclement weather such as extreme heat or
rainfall. Requested refund dates and times are verified by rainoutline.com data
and other weather tracking record databases.
11. Additional Fees and Charges. User is
responsible for any additional charges resulting from use of a public facility
to include damages, access before the reservation time, late departure, use of
unreserved areas, additional clean-up, or violation of the Conditions of Use
(COU) and or the Facility Use License Agreement (FULA), including any and all
applicable fines, fees, and penalties.
12. Collections. If User does not submit
payment(s) when due or if the credit card or check cannot be transacted, User
is still responsible for the charges; outstanding balances will be referred to
the Montgomery County Attorney Office for collection.
13. Refunds. Unless otherwise agreed, CUPF will issue approved refunds to the original form of payment, when possible, within 30 days of transaction being processed.