Payment, Modification, Cancellation, and Refunds
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.
By submitting a reservation, User is making a financial obligation on behalf of themself, and where applicable, an organization in which they represent.
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.
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.
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.
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.
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.
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:
Modifications and Cancellations must be submitted in writing via the Reservation Amendment Form on the CUPF website.- Cancellations will incur the following fees:
- 10 or more business days’ notice: $25.00 fee, remaining charges refunded;
- 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.
All refund requests for Natural Grass Athletic Field use cancelled due to inclement weather must be submitted to [email protected] 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.
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.
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.
Unless otherwise agreed, CUPF will issue approved refunds to the original form of payment, when possible, within 30 days of transaction being processed.