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 County departments 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 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, 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. If CUPF cancels
community use due to inclement weather, public health, or any other emergency
situation, or due to a conflict with County 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. Rainout Credits, Outdoor
Facilities permitted by CUPF. All refund requests for Natural Grass Athletic Field 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 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.
10. 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.
11. 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.
12. Refunds. Unless otherwise
agreed, CUPF will issue approved refunds to the original form of payment, when
possible, within 30 days of transaction being processed.