Community Use Bridge: Guidebook for County Government Facilities

User Guidebook: County Government Facilities

This guidebook is a resource outlining what county government facilities may be used for, what is expected of community user groups, how to reserve county facilities, and what to expect when using a county-owned facility. Updates are made frequently as necessary—please stay informed of changes. The most up-to-date copy of this guidebook including the Facility Use License Agreement (FULA) is attached to each reservation or contract document containing reservations processed by CUPF.

Below are topics that you may select or scroll down to read all related articles in the User Guidebook:

County Residents Have a Voice in Policy Decisions

The Montgomery County Community Use of Public Facilities (CUPF) is a County Government office that carries out the policies of the Interagency Coordinating Board (ICB) whose primary goal is to facilitate fair and equitable access to public facilities.

The Chair of the ICB is a community resident, representing community user groups to ensure that their needs and wishes are brought to the table. The Board is also comprised of County stakeholders including the County’s Chief Administrative Officer, community residents, among others. Our website has a full list of Board members and more details about the ICB, their meeting schedule, etc.

Rest assured that the Interagency Coordinating Board is listening to our community user groups. We encourage user groups to continue sharing ideas, suggestions, experiences both positive and negative, with the ICB and CUPF staff.

Customer Care—We Are Here to Help!

Visit Us Online:

Email Us:

cupf@montgomerycountymd.gov

Call Us

240-777-2725
Monday-Friday, 8:30 a.m. to 5:00 p.m., except County holidays

Visit Us In-Person

2425 Reedie Drive, 9th Floor, Wheaton, MD 20902
Monday-Friday, 8:30 a.m. to 5:00 p.m., except County holidays Appointments are encouraged

After Hours Help Line, Call or Text Us

240-490-CUPF (2873)
Groups with reservations may call or text while on-site at a facility.

ActiveMONTGOMERY Reservation Software

All users of public facilities will need to have an account in the ActiveMONTGOMERY reservation database.

If you are a new user of public facilities, please utilize the resource links below to create an account in www.ActiveMONTGOMERY.org. Here are some available resources:

·         How to Create an Online Customer Account
·         Video: How to Create an Online Customer Account
·         www.CUPFMontgomeryCountyMD.blogspot.com
·         Staff are available to assist with the use of ActiveMONTGOMERY as needed. This can be done by telephone; it may also be done via a one-on-one appointment to go through the process online via video call—whichever is preferred.
Computer access is available at CUPF offices during normal business hours.

Facilities Availability

Generally, county government facilities are available for community use activities after normal business hours. The specific availability of county government facilities is accessible online at www.ActiveMONTGOMERY.org.

Our public facilities are available to community groups comprised of at least two-thirds Montgomery County, Maryland residents.

In public libraries, groups are restricted to only two uses per month at the same facility.

Availability Limitations

All use requires a one-hour minimum
Hourly staff costs, such as building services and security, may apply
In public libraries, groups are restricted to only two uses per month at the same facility
Reservations (indoor and outdoor) must begin and end on either the hour or half-hour
See Facility Use License Agreement (FULA) for details on additional limitations

Facility Fee Assistance Program

CUPF administers a Facility Fee Assistance Program (FFAP), a subsidy program that helps groups pay for the use of public schools, libraries or County Office Buildings when they provide community services that directly benefit vulnerable or at-risk youth, or limited income individuals and their families. For more information about the Facility Fee Assistance Program, please visit www.MontgomeryCountyMD.gov/CUPF or contact CUPF at 240-777-2725, or via email to: cupf@montgomerycountymd.gov

Building Services, County Government Facilities

Building services staff may be required to be on-site when community use occurs or to work after an activity for detailed cleaning and sanitizing. The user group is responsible for the cost of such staff.

The following is a general overview of what a group may expect of building services staff when working during community use events and activities:

Introduce themselves to community user group leaders.
Check rooms before and after the group activity.
Unlock rooms and other areas prior to use, securing them when use has concluded.
Check-in with the group routinely during hours of use and let the group know where they may be working in other areas of the building should the group need assistance.
Clean restrooms and hallways as needed.
Provide general assistance to groups as may be necessary.

For general use without food or drink and only one room is reserved and used, additional building services fees are typically not necessary; however, there are exceptions:

Groups who want chairs, tables, equipment, etc. to be set up before their arrival time, must notify CUPF when the reservation is made.
Large events always require additional staff costs.
Activities with food, drink, and equipment breakdown by staff will incur additional staff costs.
CUPF may assess cleanup based on the hours of use, the number and scope of rooms used, the number of participants, whether food and/or drink is served, etc.

Safety and Security Services

Security staff and or law enforcement may be required for community use activities:

CUPF reserves the right to assign security staff and or require user groups to hire certified law enforcement officer(s) having jurisdiction in Montgomery County, Maryland, for community use that the County determines necessitates such.
The cost of such staff is the responsibility of the user group.
Some basic criteria used includes the nature of the activity, the number of rooms being used, the type of room(s) being used, number of participants expected, experience with the user’s past activities, approved permit allowing alcohol to be served, traffic concerns in the vicinity of the facility being used.

The following is a general overview of what a group may expect of security staff when working for community use events and activities:

Introduce themselves to group leaders.
Check rooms before and after the group activity.
Remain with the group in the areas permitted for their use, monitoring activities, parking lot areas, hallways and corridors being utilized by group, etc. at all times.
Security staff will submit a post-event report to CUPF outlining issues or concerns.

Crowd Manager Certification: At least one person present at each use should be certified in handling crowd control via the State of Maryland Fire Marshall’s Office online training. Click here for Crowd Manager Certification.

CPR Certification: At least one person present at each use should have a current CPR certification by a recognized group such as the American Heart Association, Red Cross, etc. Click here for one of the accepted CPR Certification sources.

Heating, Ventilation, Air Conditioning (HVAC)

There is no additional fee for HVAC; it is included and turned on during hours reserved.

Priority of Use

Per directive of the Montgomery County Interagency Coordinating Board (ICB) priority is given to groups requesting space in the following order, when submitted by established deadlines:

1. Primary tenant to include County agencies, offices, and departments,

2. Government administrative bodies,

3. Other public supported programs,

4. High-volume use meeting applicable criteria,

5. General public (via customer e-portal).

General Public Reservations

General public use reservations are first-come, first-served. A minimum of seven (7) calendar days advanced notice is required for general public use. We strongly encourage community use be schedule as far in advance as possible within the established scheduling timeframes.

Payment: Full payment is due at the time of reservation. See current fiscal year fee guide posted on our web site for hourly facility rates: www.MontgomeryCountyMD.gov/CUPF

Executive Office Building and Circuit Court Plaza

The Executive Office Building (EOB) in Rockville, offers a large cafeteria, a conference style auditorium, a lobby area, a conference room, and the Circuit Court Plaza for community use.

Important: Click “Item Details” button when viewing or reserving online for more information such as available equipment, capacity, street address, access to building, etc.

How to reserve:

May 15: Opening day for dates of use July 1 through December 31
November 15: Opening day for dates of use January 1 through June 30
Request reservation via the online customer e-portal: www.ActiveMONTGOMERY.org

Council Office Building

The Stella Warner Council Office Building (COB) in Rockville offers a cafeteria, an auditorium-style lecture room, and other rooms for community use. Specific room requests require Council staff approval as noted below:

Meeting rooms and spaces in the Council Office Building (COB) are available for use by the public with various limitations/restrictions depending on the room and the proposed use. Requests for room use during normal Council business hours are routed through the Council Clerk; requests for room use after-hours are routed through Community Use of Public Facilities (CUPF) with certain rooms, such as the 3 rd Floor and 7th Floor Hearing Rooms, requiring additional approval from the Council Clerk (even if it is an after-hours request). Other rooms available for public use in the COB include the 1 st floor lecture hall, the 6 th floor Potomac Conference Room, and the former cafeteria space (once that renovation is complete). The 1st floor lecture hall is available to the public to permit via CUPF without Council approval.

Policy for Public Use of the 3rd Floor Hearing Room
The 3rd Floor Hearing Room of the Council Office Building is dedicated to Council business. To ensure the Council’s business operations are maintained at all times, it is available on a limited basis for reservation by government entities. Government entities include but are not limited to other County agencies, State agencies, the State Delegation, the Charter Review Commission and WSSCWater. The 3rd floor hearing room is not available at any time for reservation to non-governmental entities or private parties.

Use During Standard Business Hours. The 3rd Floor Hearing Room is available, on a limited basis, for reservation by government entities during standard business hours upon the approval of the Council Clerk or designee, and may require obtaining a permit from CUPF. Limited staff support may be available for these entities’ use and must be coordinated in advance with the Council Clerk or designee.
Use Outside of Standard Business Hours. Use of the 3rd Floor Hearing Room by governmental entities outside of standard business hours requires obtaining a permit from CUPF. CUPF is required to check availability and permission with the Council Clerk or their designee. The permit issued by CUPF is for the sole use of the group or individual named on the permit contract and is not transferable. The permitholder must have the permit on-site during the permitted activity. The permit must be shown to County/security personnel upon request. The permit entitles the permit holder to use the permitted area(s) in the facility only for the dates and times indicated on the permit, which is inclusive of set-up and clean-up time. The permit holder must remove all personal items from the building. Any items left in the building will be discarded. The permit holder will be charged hourly for overnight storage of items left in the facility.
Technology Use. Audiovisual technology use is limited to microphone use only for government entities approved to use the room. Any additional audiovisual needs must be coordinated with the Council Clerk or designee in advance. Additional fees may apply based on staffing to support audiovisual needs and/or required security staff. If use of the microphone system is requested, the requestor will need to make arrangements at least five working days prior to the event to schedule an on-site, 15-minute training with Council staff on activating and deactivating the sound system. These trainings will not be offered on days when the Council or committees are meeting. This requirement will be waived if the requestor has used the sound system for a prior event.
Food/Drink/Decorations. No food or drink is permitted in the hearing room. Decorations may not be affixed to walls, suspended from ceilings, or affixed to any handrails, or flooring. Nails, glue, tape, screws, push pins, metal hooks, or damaging adhesives on any surface are not allowed. Balloons, glitter, and confetti are not permitted inside the facility.

Security: All visitors to the building will pass through a metal detector. Hand-held items, including but not limited to bags, briefcases, cell phones, containers, laptop computers and purses, will pass through an X-ray machine. Individuals who are unable to go through a metal detector will be screened by security personnel using a hand-held electronic wand. If participants have health issues that prevent them from pass through a metal detector or coming in close contact with an X-ray machine, please alert security personnel. Groups of 100 or more will be accessed a security fee. For access other than 8:00 a.m. – 4:00 p.m. on Saturday or 10:00 a.m. – 4:00 p.m. on Sunday, a security fee will be assessed.

Important: Click “Item Details” button when viewing online for more information such as available equipment, capacity, street address, access to building, etc.

How to reserve:

·         May 15: Opening day for dates of use July 1 through December 31
·         November 15: Opening day for dates of use January 1 through June 30
·         Request reservation via: Priority, High Volume and Other Bulk Use Request Form

Regional Services Centers

Meeting rooms in the Regional Services Centers (RSC) provide an opportunity for bringing together the resources of the County and the activities of the community. Meeting rooms of varying sizes are available at the following centers:

· Bethesda-Chevy Chase Regional Services Center, Bethesda

· Eastern Regional Services Center, White Oak

· Mid-County Regional Services Center, Wheaton

Coming soon: meeting room, Veterans Park, and Marion Fryer Plaza outdoor venue.

· Silver Spring Regional Services Center, Silver Spring

Located at the Silver Spring Civic Building: meeting rooms, Great Hall, outdoor courtyard, and Veterans Plaza. Contact on-site staff directly for reservation process.

· Upcounty Regional Services Center, Germantown

Important: Click “Item Details” button when viewing or reserving online for more information such as available equipment, capacity, street address, access to building, etc.

How to reserve applicable meeting rooms:

· May 15: Opening day for dates of use July 1 through December 31

· November 15: Opening day for dates of use January 1 through June 30

· Request reservation via the online customer e-portal: www.ActiveMONTGOMERY.org

Public Libraries

A wide variety of meeting rooms in the Montgomery County Public Library system provide an opportunity for bringing together County resources and community activities.

In public libraries, groups are restricted to only two uses per month at the same facility.

Groups meeting in a library after closing hours are responsible for their group leaving at the specified ending time. Representative/contacts are responsible for their group vacating by using the correct exits and that the doors and windows are secured.

Important Reminder: No videotaping, photography, filming or recording is permitted within the library.

Hours of Use: Branches and Hours - Montgomery County Public Libraries

Conditions of Use: Community Use of Public Libraries Reservations

Important: Click “Item Details” button when viewing or reserving online for more information such as available equipment, capacity, street address, access to building, etc.

How to reserve:

· April 15: Opening day for dates of use July 1 through December 31

· October 15: Opening day for dates of use January 1 through June 30

· Request reservation via the online customer e-portal: www.ActiveMONTGOMERY.org

Clarksburg Cottage

This is a medium size meeting room with a smaller meeting area behind a divided by a partition only (no solid wall. This is a self-service facility—there are no staff on-site.

Important: Click “Item Details” button when viewing or reserving online for more information such as available equipment, capacity, street address, access to building, etc.

How to reserve:

· May 15: Opening day for dates of use July 1 through December 31

· November 15: Opening day for dates of use January 1 through June 30

· Request reservation via the online customer e-portal: www.ActiveMONTGOMERY.org

Police Stations | Public Meeting Rooms

Published: April 28, 2025

Police Station Meeting Rooms

The public meeting room is adjacent to a busy operating police department. Access to the public meeting room will be through the main lobby, which could simultaneously be access by individuals coming in for fingerprinting, victims of crimes, or other processing. The following police stations offer community use meeting rooms.

District 2 Police Station Meeting Room, Bethesda

District 3 Police Station Meeting Room, Silver Spring

Opening Day Reservations

May 15: Opening day for dates of use July 1 through December 31

November 15: Opening day for dates of use January 1 through June 30

ActiveMONTGOMERY Reservation Process

How to request a police station meeting room for an event.

Step 1: After signing into ActiveMONTGOMERY.org, select the "Facility Reservations" thumbnail.

Step 2: On the next page, select the "Meeting Rooms" thumbnail.

Step 3: Select the "Government Meeting" thumbnail.

Step 4: After selecting "Government Meeting" thumbnail, the next window will direct the user to all the available police station meeting rooms.

After selecting the police station meeting room, the user will gain access to additional information that will help them complete an online reservation form that will be reviewed by CUPF staff. Once submitted through the ActiveMONTGOMERY portal, a follow-up email will be provided notifying the user that their online reservation request is under review.

Visit www.ActiveMONTGOMERY.org to reserve a government building meeting room for your activities!

Helpful Hints to Prepare

Ensure that your account for ActiveMONTGOMERY.org is active with a current login and password. Read more...
Organizations should ensure that the account login and password is available to whomever in the organization has been given the authority to reserve public facilities on their behalf.
Individual / personal accounts may not make facility reservations on behalf of an organization.
Payment is due at the time of the reservation.
Please be thorough in your application.
A final approval and "firm" contract are required prior to an advertisement by the group for the event. This final "firm" contract will be sent to the main email on file for the account requesting the space.

Have Questions?

If you have any questions or concerns, please call CUPF Customer Service at 240-777-2725, or send an email to CUPF at: cupf@montgomerycountymd.gov

Thank You

Thank you for using public facilities for community events and activities!

Gymnasium, Housing Opportunities Commission (HOC)

This is a small self-service gymnasium located at the Kensington Elementary School currently occupied under lease by the Housing Opportunities Commission (HOC) Headquarters. There are no staff on-site. The user will receive an access key card for entry to the facility.

Specific conditions of use at this facility:

No food or drink is permitted, at any time
No rollerblades or skates in any part of the building
No hanging or swinging on basketball hoops
Hoops/Nets/Standards should be left as found
Wear gym shoes, no black-soled shoes are permitted that would leave marks on floor
Chairs should not be brought into the gym
Use trash containers for any garbage
Lights are to be turned off when finished with activity
All doors are to be properly locked upon leaving the building
Report any broken equipment or property damage to HOC personnel at 240-627-9540 or via email at kensingtongym@hocmc.org

Room use fees:

The fees for this facility align with those of other MCPS public school gymnasiums based on County residency, for-profit or non-profit, weekday or weekend, etc.

Additional fees:

If the gym is not left in the order in which it was found upon arrival, a cleaning fee of $100.00 will be charged to the user.
A $100.00 fee will be charged if the access key card is lost or not returned to HOC.

Available hours for community use:

Monday—Friday, 6:00 p.m. to 11:00 p.m.
Saturday and Sunday, 9:00 a.m. to 11:00 p.m.

Building access:

Upon confirmed reservation, CUPF will email the user specific instructions to obtain an access card.
User is responsible to arrange pickup of access key card from HOC in advance of use.

How to reserve:

May 15: Opening day for dates of use July 1 through December 31
November 15: Opening day for dates of use January 1 through June 30
Request reservation via: Priority, High Volume and Other Bulk Use Request Form

Natural Grass Athletic Fields

CUPF schedules use of a variety of natural grass athletic fields for leagues and individuals at recreation centers that are not adjacent to a local park, as well as several closed school facilities countywide currently deeded to the County Government.

Important: Click “Item Details” button when viewing or reserving online for more information such as available equipment, capacity, street address, access to building, etc.

·         February 15: Opening day for dates of use March 15 through August 15
·         July 15: Opening day for dates of use August 16 through November 30
·         Request reservation via the online customer e-portal: www.ActiveMONTGOMERY.org

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