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‼️Holiday Season‼️School Facility Reservation Cut-Off Dates | November 2026 through January 2027

Published: October 1, 2026

Dear CUPF Community,

As the holiday season approaches, we want to help our community prepare for activities during the holiday season. Community Use of Public Facilities will have upcoming submission deadlines for new reservations at Montgomery County Public Schools (MCPS) facilities. 

Please take a moment to review the important information below to stay informed about cut-off dates and ensure your facility-use requests are submitted on time. 

Thanksgiving Break

Effective November 14, 2026, CUPF will no longer accept new reservation requests for use of School facilities for dates of use November 26, 2026, through November 30, 2026.

Winter Break

Effective December 14, 2026, CUPF will no longer accept new reservation requests for use of School facilities for dates of use December 24, 2026, through January 4, 2027.

Thank you for your understanding as CUPF works alongside MCPS in allowing school staff to have time off to enjoy the holidays with their family, friends, and loved ones.

🗓️Save the Date | November 2, Opening Day Reservations ✨Outdoor School Facilities✨

 Published: September 21, 2026

Opening Day Reservations | Outdoor School Facilities

Dear CUPF Community,

Monday, November 2, 2026, is opening day to request use of Montgomery County Public Schools (MCPS) Outdoor School Facilities. 

Included in outdoor reservations are Artificial Turf Fields, Parking Lots, and Tennis Courts for dates of use December 1 through March 14, 2027. It all begins online at⏰6:30 a.m.

For more information, refer to Guidebook: County Facilities.

Contact CUPF Customer Care at 240-777-2725, or send an email to CUPF at: cupf@montgomerycountymd.gov

NEW Artificial Turf Field Request Process!

 
We are excited to announce that Artificial Turf Requests can now be done through the ActiveMONTGOMERY system in a much simpler and user-friendly way! We listened to the feedback that was received after the recent adjustments to the process and have worked with our vendor and IT department to make a request form that is submitted through ActiveMONTGOMERY!

The form can be completed here: Artificial Turf Fields Form

Through this change in procedure CUPF is able to better ensure that the limited Artificial Turf Field space available is distributed as equitably as possible amongst groups that request space. Beginning on November 1 groups can use the previously linked form in order to request space at the local ATF spaces that CUPF permits.

Reminders:
  • CUPF accepts requests for Artificial Turf Field facilities for 5 days during the beginning of each open period. At the end of 5 days, schedulers will work to evenly distribute space.
  • MCPS does have an increased need for their athletic spaces and Artificial Turf Field space is one of the most frequently utilized spaces by MCPS. Needs often change causing schools to cancel community use more frequently than other spaces.
  • All Artificial Turf Field user groups must have insurance, as described below:
    • All commercial or enterprise users and any User proposing certain Activities such as childcare, sports leagues or activities identified by Montgomery County's Risk Management office must maintain insurance with an insurance company licensed to do business in Maryland in an amount sufficient to indemnify, defend and hold the County and the Board of Education harmless as required above.
    • The User must maintain a policy of commercial general liability insurance with limits of at least $300,000 for each occurrence and an aggregate amount of $300,000. The insurance limit for dog training classes must be at least $1,000,000 for each occurrence and aggregate amount of $1,000,000. 
    • Certificate of Insurance (COI) is required to be submitted at the time of the request.
    • The Certificate must show the following as additional named insured:
Montgomery County and Board of Education
c/o Office of Community Use of Public Facilities
2425 Reedie Drive, 9th Floor
Wheaton, MD 20902 

Thank you!

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

Walk Through Visits / Tours of School Facilities


In April 2023, CUPF shared the following with the community regarding walk through visits or tours for large community use events at schools: “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.”

Some schools have strongly urged CUPF to have user groups visit the site for a clear understanding, while other schools have strongly discouraged site visits.

Effective October 23, 2024, requests for walk through visits or general tours of school facilities by CUPF community user groups will not be considered due to concern for safety and security of MCPS staff and students.

If you have questions or concerns, please reach out to our office via email to cupf@montgomerycountymd.gov or by phone to 240-777-2725.

After Hours Help Line, 240-490-CUPF (2873)


CUPF After Hours Help Line                     

Call or Text: 240-490-CUPF (2873)

Call or Text the After Hours Help Line when your community use group is on-site at a school or County government facility and experiences the following:

  • lockout at a facility reserved 
  • unable to locate staff assistance on-site during scheduled use
  • lack of air conditioning or heat
  • any issues or concerns encountered during scheduled use of a facility

Provide your name, the reason for your call, and the phone number where you can be reached.


Use of Portable Lights on School Athletic Fields


Montgomery County Public Schools (MCPS) has created a new process for requesting an exception to the regulation that prohibits the use of portable lights on athletic fields. This pertains to the use of portable lighting equipment after sunset on school athletic fields, as long as the permitted use and use of the portable lights ends no later than 9:00 p.m.

As you may expect, concerns remain about the impact of portable lights surrounding nearby residential properties, the possibility of damage being incurred to fields or other grassy areas, the liabilities surrounding the light systems being placed on the grounds, etc. These have been among the top discussion topics for many years when considering requests for lighting fields after sunset here in Montgomery County. 

To request an exception or obtain additional information, please send organization name, address, point-of-contact, phone number, details of why an exception is being sought, and the school location(s) where permits have been issued for use via email to Gregory Kellner (gregory_kellner@mcpsmd.org) at MCPS. 

Organizations, informal community groups, individuals and or others may not place or use portable lights on the premises of any school at any time unless written permission granting an exception has been received from Greg Kellner at MCPS. 

If an exception is granted by MCPS, athletic field users must ensure that they have received a permit from Community Use of Public Facilities (CUPF) for all hours of athletic field use.

_________

Office of Community Use of Public Facilities
Montgomery County Government, Maryland
Phone: 240-777-2725

Pattern Bookings (Same day weekly, same time, several weeks, etc.)

Yes, It Requires More Steps

When attempting a pattern booking to reserve multiple dates at one time, such as every Tuesday in the same gym, 7:00-8:00 p.m. October through March, groups reserving space online have found it to be more challenging in the new software than before. The software requires that you load one date at a time into the cart and then checkout and pay for all dates. Yes, it does take additional steps than in the past and more time to load each date into the cart. 

Community user groups have been using the new software for Park fields since February 2022, school facilities, libraries, and other facilities since May 2022. It does work. So, rest assured that while it requires additional steps and added time, the system does work for pattern reservations as we have outlined below. 

The Good Part

Let's first consider the beneficial side of this process. 

It is apparent that this slower process will be an immense help to our community as it will curb over-reserving by groups that have been known to go online and reserve excessive space anywhere that they can get it, just in case they need it or don't get other space that they desire. Often, we have seen groups do that and then later go back and cancel a substantial percentage of the space based upon what they actually received elsewhere. In fact, at times, groups have canceled so late that it prevents other groups from being able to stand up a program and use the space. Many community groups have long shared that such has often been destructive to their ability to successfully operate programs in schools for our community.

So, while this does involve more steps, this more time-consuming process will prevent user groups from doing bulk, full-blast, snatch-and-grab type reservations for space that they end up never using. Thus, this will serve to preserve the community’s ability to reserve space in a manner that is more equitable to all. 

We have asked the vendor for a way to make it somewhat less cumbersome; however, right now, they have not been able to implement changes. 

We Totally Get It

It can be frustrating. We get it. In fact, staff have the same process on their end as the online users do. We book all school and PTA events ourselves, along with other priority high-volume use. Trust me, we do get it. It is not quick and easy. We totally understand.

As with each software change, there are things that are not always the same. Some better, some worse. This was not our intended design. It is how the software works as of right now. 

This specific change impacts all 6,000 groups that CUPF works alongside to ensure access to public facilities. The overwhelming majority of community user groups are non-profit, and are fully volunteer led without any paid staff to assist. These changes impact volunteers and paid staff at all organizations.

We empathize with each of our customers. Truly, we do.  

Working To Make It Better

As groups become more familiar with the software, it is anticipated that those reserving space will find it less cumbersome. Nonetheless, we fully understand the impact. We will continue to collaborate with the vendor for a middle-ground approach as we move forward. 

Let's Walk Through It
 
STEP ONE: 
  • Select “Facilities” from the main screen
STEP TWO: 
  • Select Facility Type. For this demonstration, we will be using the Montgomery County Public School Gymnasiums
STEP THREE: 
  • Enter the most important search criteria on the left hand side:
  • DATE: Beginning Date
  • TIME: Beginning Time of rental
  • LOCATION: Select 1-4 locations to load results easily and quickly.
  • Once this is completed, click on the dark blue “SEARCH” button on the left hand side of your screen.
  • The system will narrow down the results to the ones that fit your search criteria, making the website easier to read and move through.
STEP FOUR: 
  • Click on each consecutive time block until you have the time range that you would like fully selected. In this example, we will be booking from 6-8pm. So you will need to select 4 time blocks.
  • The system will add this date to your “pre-cart” which can be found at the bottom of your screen.
  • Once you have selected the first date and time, do NOT click add to cart.
  • Now that your first date is in the “Pre-Cart” area, change the “date” on the left hand side (in the search criteria area) to your next date and click “search”.
STEP FIVE: 
  • Reselect the times you are booking for (on the new date).
  • They will be added into the “Pre-Cart” area.
  • After clicking “add to cart” the system will ask you to assign the booking to a family member, as seen below. If you are booking on behalf of an organization, check the organization name. If you are booking on behalf of a person, check the person’s name.
  • Complete steps four and five for each date you are booking for. The “Pre-Cart” will keep track of them all.
  • Once you have selected all of your dates, click the “Add to Cart” button to complete the check out process.
Pro Tip

When answering the questions that are produced to make the booking, please be sure the “Copy Answers” box is toggled with a check mark- this will pre-enter your answers for each like facility. (IE: If a classroom and a gym are booked- the classroom answers will be applied to the classroom bookings, and the gym answers will be applied to the gym bookings.) If this is not toggled on, you will need to answer the questions for each individual date that you are booking for. Soooo, please make sure the “Copy Answers” is toggled on!
        
It Sounds Way Worse

We think that these steps outlined above in detail make it sound worse than it really is, overall. Once you have done it once, you'll be good at it. Once you've done it twice, you'll be a pro at it, we hope. We're actually quite confident about that. And, if we're wrong, we are here to help you. Just reach out.

Have Questions?

Please contact our office with any questions that you may have:

Thank You

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


_________

Office of Community Use of Public Facilities
Montgomery County Government, Maryland
Phone: 240-777-2725

Open Flames, Electric Hotplates, Cooking or Warming Food at Public School Facilities



Open flames of all types are strictly prohibited in public school facilities or anywhere on public school grounds due to fire safety regulations. This includes candles, grills, sterno equipment of all types, etc. 

Further, hotplates, microwave ovens, and other electric cooking devices are prohibited in public school facilities since electrical systems in rooms other than commercial kitchens do not have the capacity for such equipment.

If food prep or warming is desired while using a public school facility, a user group may request to reserve the warming kitchen facilities for this purpose.

If you have questions or concerns, please feel free to reach out to our office. We will gladly assist you.

_________

Office of Community Use of Public Facilities
Montgomery County Government, Maryland
Phone: 240-777-2725

Field Use Reminders


As the spring season is well underway, CUPF would like to remind our permitted user groups of the following field related items:
  • Goals (soccer, lacrosse, etc.) are not guaranteed to be available on school fields. Groups may want to check before expecting goals to be onsite. Should you decide to bring your own, storage of goals on school property is not allowed so you will have to take them away with you when you leave.
  • Restroom access is not included with any field permits nor can you arrange for a port-a-john to be delivered to a school facility.
  • No grills or open flames of any kind are allowed on school property.
  • No application of paint or permanent markings is allowed on school property.
  • Use of stakes or other items that may damage the natural turf are not allowed.
  • Participants are expected to park in designated parking areas. No vehicles or driving is allowed on the field, other grass areas, or blacktop play areas.
___________

Office of Community Use of Public Facilities
Montgomery County Government, Maryland
Phone: 240-777-2725

Watching the Grass Grow



Montgomery Parks Athletic Field Team mowing at Rosa Parks Middle School

Spring has sprung and grass is growing all over Montgomery County. MCPS Service Area depots and our friends at Montgomery Parks are hard at work maintaining fields for your recreational needs. Please remember that fields are typically mowed on a seven to ten day cycle, but may be a little longer than that due to weather and equipment maintenance. CUPF wants to remind our user groups that school and local park fields are not always “game ready”. If you need a field that is “game ready”, you may want to look into permitting Regional Park fields with Montgomery Parks for your game-day needs.

___________

Office of Community Use of Public Facilities
Montgomery County Government, Maryland
Phone: 240-777-2725

Athletic Field Use


Reservation requests for County athletic fields at the following locations open on February 15 for the spring/summer seasons (March 15 - August 15) on ActiveMONTGOMERY. These sites include: 

  • MCPS Elementary and Middle Schools Fields 
  • Montgomery Parks Local Parks Fields 
  • Montgomery County Recreation Department Fields  
Montgomery Parks Regional and Recreational fields, including Montgomery Parks synthetic turf fields may be requested for the spring/summer seasons by contacting CUPF@montgomerycountymd.gov 
___________

Office of Community Use of Public Facilities
Montgomery County Government, Maryland
Phone: 240-777-2725

Tennis Court Use


Tennis Courts at MCPS locations will be available to request reservations online on February 15 for the spring/summer seasons (March 15 - August 15) on ActiveMONTGOMERY. 

___________

Office of Community Use of Public Facilities
Montgomery County Government, Maryland
Phone: 240-777-2725

Parking Lot Use


Permits for school parking lots are available for request by using the Priority High Volume Form. A permit is required for all non-school activities including meals distribution, exercise classes and any other organized activity.  
___________

Office of Community Use of Public Facilities
Montgomery County Government, Maryland
Phone: 240-777-2725
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