Silver Spring CIvic Building at Veterans Plaza
Policies and Procedures
One Veterans Plaza, Silver Spring, MD 20910
(240)777-5350
CUPF will coordinate use of the Civic Building with the primary occupant, the Silver Spring Regional Services Center. New users will be required to sign the Facility Use License Agreemeent (FULA).
Conditions of Use
The Civic Building is available for a variety of purposes by private individuals, non-profit organizations, and businesses. In addition to classes, meetings, community celebrations, and personal celebrations are allowable. Users are responsible for adhering to the restrictions listed in the FULA. As specified in the FULA, the user is responsible for ensuring that any vendors in their employ have sufficient insurance and hold any required licenses and permits. The user is responsible for obtaining any applicable special permits at their own expense. Approval by the SSCBVP operations manager may be required prior to scheduling unusual or novel requests. Examples of unusual requests may include the use of large tents, grills, and outdoor heaters on Veterans Plaza, street closings, etc. The County reserves the right to add additional conditions to ensure public safety and protection of property.Application for Use
Individuals or groups wishing to use the Civic Building must submit:- Application (deemed complete by staff).
- All fees are due at the time of reservation for room use (calculated based on actual time of permit & required staffing). Exception: Great Hall and Veterans Plaza ($250 is due at time of reservation and applied to the total cost of the permit).
- Facility use license agreement (FULA).
- Driver's license (or state-issued identification).
In accordance with limitations stemming from financing the building with public bonds, permits will be limited to durations of six months, but may be renewed up to a maximum of 5 years. To prevent any one group from monopolizing the building, any single group's use may not exceed 156 hours (the equivalent of 3 hours per week a year) in a 12-month period. Exceptions would only be granted with approval by CUPF's Director.
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Priority
Forms received simultaneously, based the date (or windows as applicable) received, will be scheduled according to the following priority:- Silver Spring Regional Center (SSRC) programs
- County Departments
- County-funded agencies (M-NCPPC, MCPS, HOC, MC, and WSSC) and local jurisdictions within Montgomery County (Cities of Rockville, Gaithersburg, etc).
- Nonprofit organizations
- County Residents
- Montgomery County-based commercial entities
- State, DC and Federal Agencies
- Out-of-County entities
Payment Policy
With the exception of special events in the Great Hall and Veterans Plaza, rental fees are due in full with the Application for Use.In Recognition of the expense associated with the use of the Great Hall and Veterans Plaza, the payment schedule follows:
- Great Hall (GH) or Veterans Plaza (VP) applications must be accompanied by a non-refundable confirmation fee ($250). The confirmation fee will be applied to the total cost of the permit.
- 14 days after the approved permit is issued, half of the permit cost is due. The remaining balance is due no later than 90 days prior to the event start date.
- Non-profit organizations booking a consistent pattern of use (same room/time/day), with renewable durations of 6 months or more, and charges amounting to more than $250 per month may request a monthly payment plan.
Refunds/Cancellations
All cancellation requests must be in writing. CUPF will refund fees paid by the user to CUPF to permit the use of the Civic Building in accordance with it's cancellation policy. In the event of cancellation by CUPF, the user's account will be credited in full.Great Hall or Veterans Plaza
A portion of the facility fee will be retained in addition to the confirmation fee as follows:
| 60+ calendar days' notice | $250 confirmation fee |
|---|---|
| 46-59 calendar days' notice | 25% of facility charges |
| 30-45 calendar days' notice | 50% of facility charges |
| 15-29 calendar days' notice | 100% facility charges |
| 14 or fewer calendar days' notice | 100% of facility and staff charges |
All other rooms
| More than 10 business days | $25 retained - remaining charges refunded |
|---|---|
| Between 5-10 business days | All facility fees will be retained, and additional fees for equipment and staff will be refunded |
| Less than 5 business days | All fees will be retained |
Rain Credits (for steady rain throughout most of the scheduled period) If the event cannot be rescheduled
| Courtyard | 75% credit |
|---|---|
| Veterans Plaza | full refund (50% of confirmation fee retained) |
Insurance
All permit holders must provide a Certificate of General Liability Insurance naming "Montgomery County Government" as additionally insured.The permit holder or agent providing service on their behalf must provide Liquor Liability Insurance naming the County as additional insured if the user is serving alcohol. Permit holders are responsible for securing catering and support services, e.g., photographer, event supplier, disk jockey, that have the necessary certificates, licenses, and insurance. The County is not liable for the lost or stolen equipment or supplies, catering, or other service providers used by the permit.
Security
CUPF reserves the right to assign County security to any indoor event that it deems appropriate, which the permit holder is required to pay as part of the rental fee. Scheduling and payment for security coverage for outdoor events by the Montgomery County Police Department will be the responsibility of the permit holder when required.Signage and Advertising
With prior approval, a user may place temporary signs on the Civic Building grounds during the actual hours of the scheduled activity. At the conclusion of the use of the building, the user must immediately remove the signs. The permit holder and any person acting under the user's authority must comply with all applicable sign laws, including laws regarding the placement of the signs on utility poles, trees, fences, or on county or state right-of-way.A user must clearly identify on all advertising materials the name of the user, the name of any individual or user sponsoring the use, and the purpose of use. A user may not use initials, abbreviations, or logos that are not expressly defined in the advertising material. The purpose of the use must be clearly stated and must conform to the purpose identified in the Application for User. All announcements and advertisements must include the following statement: This activity is not sponsored by, associated with, or endorsed by Montgomery County Government.
Food Services and Beverages
Light snacks and beverages are permitted in meeting and activity rooms. However, additional charges will apply if the room is not returned to its original state. The warming kitchen may be permitted for events involving food service, based on availability. Food must be pre-prepared and heated only. No cooking, frying, or preparing food that extends beyond heating/warming is permitted.Service of alcohol may be permitted provided full compliance with applicable State and County laws and Regulations. A state-licensed server is required for events with the sale of alcohol through cash bar, donation, ticket sale, etc.
- Alcohol (with sales): Required license: one-day CLASS C, issued by the Board of Liquor. Applicants for this license must provide proof of registration as a non-profit under the appropriate section of the IRS tax code 501(c), (3), (4), (6), (7), etc. Typical uses include: fundraiser, volunteer recognition, organizational membership, reception/dinner, etc. Events with the sale of alcohol (i.e., cash bar, donation, ticket sale, etc.). Silver Spring Civic Building Class C 1-Day Special License Application
- Alcohol (without sales): Permit holder must submit an alcohol plan for approval by the SSCBVP operations manager. Typical events include: wedding, birthday party, retirement party, Quinceañera, Mitzvah, etc.
Deliveries and Set-Up
The schedule for deliveries must be approved by SSCBVP staff prior to delivery. All deliveries or functions must be made via the loading dock entrance located on Veterans Plaza behind the Civic Building. Caterers and other vendors must use their own hand trucks to deliver food or equipment. All County-owned furniture and equipment must be set up and removed by County staff or County contractors.Performance, music, and Special Equipment
Music in the Great Hall is permitted but only if so indicated on the Application for Use. Live bands may be permitted in the Great Hall or Veterans Plaza with prior approval from CUPF/SSCBVP. The event must comply with the County Noise Ordinances.Smoke, haze, fog machines, or similar devices are strictly forbidden. Equipment such as strobe lights, popcorn machines, and/or other specialty party devices is not allowed. Should the fire alarm, smoke detectors, or any safety system be activated as a result of user equipment, additional fees may be incurred at the permit holder's expense.
Prior to the event taking place, the permit holder must identify and receive approval from staff for use of special equipment.
Decorations and Equipment
Users may decorate the space permitted to them with prior approval, but must comply with the following:- Special equipment requirements should be approved in writing prior to the rental event.
- Items may not be attached to walls, lighting fixtures, ceilings, etc. *Exception: blue painters tape.
- Tampering with thermostats, light fixtures, furnishings, or other Civic Building equipment is prohibited.
- Helium balloons may be used only when properly affixed and weighted.
- Silly string is prohibited
- Open flames are prohibited. *Exception: prior to the event taking place, the permit holder must receive approval from SSCBVP staff for use of 1. small tabletop votive candles or 2. birthday cake candles. 3. Candles used during a religious or similar ceremony. This approval must be documented on the user's permit prior to the event taking place.