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 CUPF Bridge, and integrated within the ActiveMONTGOMERY online reservation software, adhere to the County’s fiscal policies, which require for-profit and out-of-county individuals and organizations to pay a higher
fee.
2. Financial Obligation. By submitting a
reservation, the User is making a financial obligation on behalf of themselves and, where applicable, an organization 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. 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 does not use the facility unless a 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. Payment is due at the time of reservation for general use. 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, the User agrees to make payments on time as scheduled.
6. Account Balance. The user is responsible
for regularly checking the balance on the
After activating an ActiveMONTGOMERY account and making payment per the Agreement, the 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 the school's internal use, a full refund will be issued without the 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. The user is responsible for any additional charges resulting from using a public facility, including 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 the User does not submit payment(s) when due or if the credit card or check cannot be transacted, the User is still responsible for the charges; outstanding balances will be referred to the Montgomery County Attorney's 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 the transaction being processed.