Procedures and Guidelines for Large Events Requesting Community Use of MCPS Facilities

Revised June 29, 2021

Large Event Definition

A Large Event for CUPF purposes is defined as any event requesting to have an expected attendance of 500 or more persons, regardless of facility being requested, or use of a school auditorium, regardless of attendance expected, or advanced booking due to size, scope or nature, or significant set-up, or extensive audio-visual equipment or services, or an amount of space or hours of use that requires multiple support staff.

Exemptions to “large event” definition include: (a) PTA/ PTSA fundraisers and large events being held at their home school (even if the event meets the large event definition, regardless which room(s) or other facilities are being used at the school site), (b) weekly cultural/ religious groups utilizing the auditorium as part of their weekly scheduled use, (c) parking lot use ONLY if the intended use is for parking vehicles in the parking lot for an off-site activity.

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Large Event Application Timeline

There are two priority submission windows established for large events as follows:

1. May 1 through May 15, annually, to receive applicable priority for dates of use during the MCPS school year.
2. February 1 through February 15, annually, to receive applicable priority for dates of use during the MCPS summer break.

Exact school year dates vary each year but are accessible online on the MCPS web site.

Groups may submit official reservation requests at any time after that opening date but must do so at least 45 days in advance of the event date.

Reservation requests will not be accepted for dates of use during the month of August due to MCPS cleaning schedules in preparation for the return of staff and students.

It is imperative to note that the availability of high school auditorium facilities may become limited for community use during the school’s play seasons in February, March, April, September, October, and November. In addition, when the school’s entire play set is on stage from March through mid-April and mid-October through November, the stage use by community user groups may be restricted to the front apron area only, if available.

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Large Event Application Process

Large Event applications must be submitted to CUPF no less than 45 days in advance of the event.

Required Preliminary Meeting

After an application is received by CUPF, staff will reach out to the point of contact to set an appointment to meet with the CUPF Large Events Specialist to review the application. The purpose of this meeting is to ensure that all details and documentation have the utmost clarity, which will assist CUPF and MCPS School Business Administrators in making a well-informed decision as to whether available facilities will meet the needs of the event request. During the meeting, the CUPF Large Events Specialist will go over the application process with the applicants and/or groups, review the submitted request form and advise as to the initial availability of the requested space/school to determine if the application can be processed. If the requested site(s) are available, the applicant’s large events request will be processed. This meeting may be conducted virtually or via telephone conference based on CUPF staff schedules.

Application Process Timeline

Once CUPF staff have met with the large event point of contact, the large event request will be submitted to the school administration for review. MCPS School Business Administrators will respond to CUPF within 5 business days regarding space availability at their specific facility (not including staff availability). If CUPF does not receive a response or approval from the school, CUPF staff will contact the second-choice school and complete the same process. This will continue until all alternative school choices included on the application have been exhausted. A non-response from the school after 5 business days is considered a denial of the application. CUPF will then provide the event point of contact with a final decision on a facility, including staffing, within 20 business days of receipt of all required documents from applicant.

Required Documents/Certificates

In addition to the driver’s license required with the application submission, the following certificates shall be submitted to CUPF via email prior to the event date:

1. The Crowd Manager Training Certificate
   • ​ A member of the organization who will attend the event from start to finish must complete the required Crowd Manager Training. A ratio of 1 crowd manager per 250 persons is required per NFPA 101 12.7.6.1& 13.7.6.1, 2015. The organization must follow NFPA code requirement and require the certified designee(s) attend the scheduled event and properly manage the large event, crowd control, safety, etc.
2. CPR Certification
   • A member of the organization who will attend the event from start to finish must have a valid CPR certification and provide CUPF with a copy of it in advance of the event date. Alternatively, a medical professional may serve in this role. The contact information and license number of the must be provided to CUPF via email. The required CPR certification can be obtained from the American Heart Association, Red Cross, etc.
3. The Certificate of Liability Insurance

   The event sponsor must obtain liability insurance for the event, pursuant to the Facility Use License Agreement. The insurance company must be licensed to do business in Maryland and the certificate must include the following:

   1. The policy must include commercial general liability insurance with limits of at least $300,000 for each occurrence and an aggregate amount of $300,000.
   2. The policy must list both Montgomery County and Montgomery County Board of Education if the Activity takes place in a school Facility. The Certificate Holder should be listed as Montgomery County Maryland & Montgomery County Board of Education, 2425 Reedie Drive, 9th Floor, Wheaton, MD 20902.
   3. The User must provide CUPF with a copy of the certificate of insurance within 10 calendar days following submission of the completed Application.
   4. The User must notify the county and the Board of Education, if the activity occurs in a school building, 30 days before the cancellation of the insurance. This Agreement and any associated permits are cancelled immediately upon the cancellation of any applicable insurance policy.
   5. Nothing in this Agreement may be construed to create any rights or claims in any third parties.

Required Final Walkthrough Meeting

If required by CUPF, CUPF will arrange a meeting with no more than five members of the organization, the School Business Administrator and/or its designee, including the required MST, to finalize plans of the event. Additional information may be required from the organization, including floor plan diagrams for the school’s understanding and planning. If required, the final meeting will take place approximately 30 days in advance of the event date. The meeting will last no longer than 30 minutes.

Modifications/Cancellations

A modification to an existing permit is considered any adjustment, change or cancellation. A modification may include an adjustment to all of the permitted use, adding or changing date(s), canceling, or adding to all or a portion of the original time requested, requesting a refund/credit, or requesting additional services. Requests to cancel or modify a permit must be submitted in writing via email or by submitting the Reservation Amendment Form.

Every application resulting in an approved permit represents a financial obligation. The following is the modification/cancellation policy for CUPF Large Events:

Event and Post Event Wrap Up

MCPS Security assigned to the event will be responsible for monitoring the organization’s use of the facilities and reporting any issues to CUPF. Additionally, MCPS weekend supervisors assigned to CUPF may periodically check in on your activities.

After your event, CUPF staff will reach out to both school staff and your organization’s point of contact to complete a brief survey in order to debrief on the event. Additionally, a meeting may be initiated by CUPF after the event that may include MCPS, CUPF and user group representatives to discuss any outstanding issues that may have occurred during or due to your event.

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Important Information and Guidelines

Please read the Facility Use License Agreement thoroughly to understand the legally binding requirements for use of Montgomery County Public Schools. Some applicable laws prohibit alcohol, drugs, smoking, weapons, and simulated weapons on school property, including the parking lots, fields, and other areas of the property. Please familiarize yourself with these laws and policies to ensure compliance with State and County requirements.

Permit Violations

Concerns have been raised by MCPS staff and other community user groups regarding groups who violate the CUPF guidelines. Multiple means have been used over the last several years to hold groups accountable. As approved by the Interagency Coordinating Board (ICB), per recommendation of the ICB Procedures and Guidelines Committee, CUPF will follow protocol below, effective July 1, 2016, in order to ensure that all such situations are handled equitably:

All reported violations at MCPS facilities will be investigated and documented by CUPF.

For  major violations of the Facility Use License Agreement by community user groups, which includes weapons, tobacco, illegal drugs or alcohol on MCPS property, or otherwise place participants or MCPS staff in harm’s way: group shall receive an 18- month ban from use of MCPS facilities, countywide.

Steps for lesser violations of the Facility Use License Agreement by community user groups for violations of any of the terms and conditions of the permit or Facility Use License Agreement:

1. First violation of any term(s), the user group shall receive: written warning.
2. Second violation of any term(s), the user group shall receive: mandatory meeting with CUPF director or designee and written warning.
3. Third violation of any term(s), the user group shall receive: an 18-month ban from use of MCPS facilities, countywide.
4. Subsequent violations of any term(s) after returning from an 18-month ban from use of MCPS facilities, countywide, the user group shall receive: indefinite ban from use of MCPS facilities, countywide.

Notice of violations and action taken by CUPF must be communicated to user groups via electronic mail (if applicable) and U.S. Postal mail service within 10 business days of the violation.

Request for reconsideration by community user groups may be made to the CUPF Director, in writing, within 10 business days of notice. CUPF Director will convene a meeting with the group and applicable County or MCPS staff to hear the appeal. A final written decision by the CUPF Director will be made within 5 business days after hearing the appeal.

Electronic mail shall be acceptable for all written inquiries, findings, notifications, and decisions. Expungement of violations shall occur after 36 months of the date that the violation occurred.

CUPF will report all collected data on a quarterly basis to the following: Interagency Coordinating Board, MCPS Chief Operating Officer, Montgomery County Office of Community Partnerships, MCPS Community Partnerships, Montgomery County Association of Administrators and Principals.

Important Account Information

The authorized organization liaison must register with ActiveMONTGOMERY online at http://www.activemontgomery.org.

If you do not already have an account in ActiveMONTGOMERY, the following steps will assist you in creating your account:

1. Allow POP-UPs
2. Click “create a new account and follow prompts”
3. Date of birth required for activity registrations and recreation and park discounts
4. You need to be at least 18 years old to reserve a facility
5. The login Name = email address
6. Respond to the confirmation email sent by ActiveMONTGOMERY. If you do not see this email, please check your “spam” folder.

Additionally, if you represent a new organization with CUPF, please email the following required information to  [email protected] in order for us to verify your account and link you to your organization:

1. The Organization Name (be specific and use full legal name, no acronyms) 
2. Non-profit or For-Profit Status (include IRS number if applicable)
3. Organization Mailing Address
4. Organization Telephone Number
5. Organization Email Address
6. Website Address

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State law, Md. Code Ann., Educ. § 7-108, requires that each county board of education make its public school facilities available for community purposes upon written application. These purposes include public speaking, educational, social, recreational, religious, and other lawful activities. All meetings must be open to the public. School facilities may be used only at times that will not interfere with regular school sessions or other bona fide school activities. Section 7-109 of the Education Article authorizes the county board of education to choose childcare providers for the public schools.

In Montgomery County, the Interagency Coordinating Board for Community Use of Public Facilities (ICB) schedules the non-school use of school facilities. The Office of Community Use of Public Facilities (CUPF) administers and implements the Board’s policies, procedures, and guidelines. In addition to school facilities, CUPF is also responsible for scheduling community use of public facilities designated by the Chief Administrative Officer.

The Facility Use License Agreement (FULA) governs the terms and conditions under which CUPF will schedule community use of schools and other public facilities designated by the Chief Administrative Officer.