Large Events Application

Introduction:

Concerns have been raised by MCPS administrators and staff regarding large events at school facilities. Often, schools find that large events have a greater attendance than what was stated on the application, causing the need for additional staff. Schools have shared that some events may not be well suited for school facilities due to a wide variety of issues. Groups wishing to hold large events have expressed concerns as well, such as the long wait time to receive approvals from school administrators.

At the recommendation of the Interagency Coordinating Board (ICB), Procedures and Guidelines Committee, the ICB has approved Office of Community Use of Public Facilities’ (CUPF) implementation of a two-year pilot program aimed at improving the process and addressing the concerns of both the community groups and Montgomery County Public Schools regarding large events at public school facilities.

The following has been implemented by CUPF to better manage the application, planning and communication process for community groups requesting to utilize MCPS facilities for large events.

Effective April 1, 2016 CUPF considers an event ‘large’ if any of the following are applicable:

  1. Expected attendance of 500 or more people.
  2. Use of a school auditorium, regardless of attendance expected.
  3. Use of athletic facilities including gymnasium, stadium, track or field use for tournaments, fundraisers, track meets or other similar events regardless of attendance expected (does not include routine games).
  4. Event requires advanced confirmation due to size, scope or nature.
  5. Significant set-up required.
  6. Extensive audio-visual needs.
  7. An amount of space or hours of use that requires multiple support staff.

There are a limited number of county facilities for large events, knowing the limitations can help the community understand the process and what is expected of them to successfully reserve the facility they desire:

  1. The demand for large facilities is great—plan ahead in order to increase your options.
  2. Few public facilities can accommodate more than a few hundred persons in a single room.
  3. The maximum capacity in any single room within a public facility is 1,300 persons.
  4. There are only 25 school auditoriums in Montgomery County.
  5. School auditoriums typically host school plays twice annually, each for several weeks.
  6. Expectations of facility quality and equipment are often greater than what is available in the majority of schools and other County facilities.
  7. Parking is limited at most public schools. Parking lots are designed for school staff and a limited number of students (the majority of which ride a bus or walk).
  8. Multiple staff required for large events typically involves contracted service providers or employees of other government entities voluntarily working overtime—both of which can take significant time to secure.

Success in securing public space for large community events typically involves:

  1. Account creation prior to submitting an application; contact CUPF via phone, email or internet for assistance.
  2. Prior to submitting an application, ensure that your account does not have an outstanding balance and that all group contact information is up-to-date.
  3. Submission of a written application six to nine months in advance of the event date.
  1. Consideration of splitting an event into two separate events, utilizing a smaller facility.
  2. Accurate, realistic information such as number of expected attendees, whether food will be served, extent of setup, sponsorship, vendor booths, etc. Groups that submit lower numbers than actual attendance will have a more difficult time getting permits in the future.
  3. Flexibility on requested date(s), facilities, geographical area, times, etc. if possible.
  4. Consider use of the Silver Spring Civic Building, one of the region’s premier event facilities.
  5. Submission of specific audio-visual needs with application.
  6. Compliance with CUPF User Responsibilities and Facility Use License Agreement, available on the ‘Resources’ page of our web site and in the Large Events Application Packet.
  7. Understanding of cancellation policies.

CUPF commits to the following for requested use of public spaces for large community events:

  1. Facilitate fair and equitable access to public space.
  2. Maximize community use of public school facilities without interference to instructional programs and other school activities.
  3. Maximize community use of libraries, regional service centers and other county government buildings without disruption to County operations.
  4. Maintain an appropriate balance of user fees and reimbursements to Montgomery County Public Schools for direct identifiable costs for shared use.
  5. Provide a firm answer on space availability within 10 business days of receiving a completed application (this does not include staff availability).
  6. CUPF will provide a final decision on a facility, including staffing, within 20 business days of receipt of all required documents from applicant.
  7. Track, monitor and report outcomes of all large event requests.
  8. Continuously improve the process for handling large community events

The following will be implemented by CUPF to better manage the application, planning and communication process for community groups requesting to utilize MCPS facilities for large events:

  • CUPF will dedicate a single staff person to oversee the application and planning process of large events held in MCPS facilities. An application packet for the large events request will soon be available for download and printing on the CUPF website at  www.montgomerycountymd.gov/cupf to include all pertinent details, procedures, guidelines, forms, etc.
  • There will be two open submission dates established for Large Events that coincide with the new submission deadlines for all other use. These will be opening dates for each session/season. Groups are welcome to submit at any time after that opening date, but are encouraged to do so sooner rather than later. The open submission dates are as follows: (1) submit requests beginning May 1, 2017 for dates of use during the 2017-2018 MCPS school year (exact dates vary each year but are posted online at CUPF and MCPS web sites), and (2) submit requests beginning February 1, 2018 for dates of use during the MCPS summer 2018 break.