Facility Reservation - Montgomery County Public School Facilities

While we welcome many different types of use within indoor school facilities, there are some guidelines and restrictions. We encourage user groups to familiarize themselves with all guidelines and restrictions prior to submitting a reservation request. These guidelines and restrictions will be attached as part of each permit issued. Groups are responsible for adhering to such. Read the general guidelines and restrictions for use of indoor school facilities.

Fees for use of schools are based on facility type, group type, activity, and event date/time. Please refer to our current Fee Schedule for details.

Opportunities for waived or reduced fees exist with our Facility Fee Assistance Program. For more information, please visit the Facility Fee Assistance Program web page.

Our online reservation software,  ActiveMONTGOMERY , requires that you create an account before submitting a reservation request.  Create your online account.

To help facilitate these room uses, the Community Use of Public Facilities (CUPF) team has created the FAQ section below. Our goal is to take the guesswork out of the process and make it as smooth and stress-free as possible.  
If you do not see your question listed or need additional information, please do not hesitate to reach out to our office—we are happy to help!  

What type of equipment can be used in the Kitchen?

The kitchen facilities at MCPS locations are designated as warming kitchens for user groups. Active cooking within kitchen spaces is not permitted. 
Permitted equipment and use include: 

• Steam tables and warmers 
• Sinks and ice makers 
• Refrigerators (use may be allowed if adequate space is available for your items) 

Not available:

• Stoves or stovetops
• Hot water makers

All food and beverages must be brought in at the temperature they are meant to be served (hot or cold). 
If you plan to serve hot drinks such as tea, coffee, or hot chocolate, please bring them in insulated containers that maintain the proper serving temperature (e.g., coffee carrier boxes provided by major coffee chains). 

Kitchen Use is listed as needing additional staff- is that included in the reservation fee?

Use of an MCPS kitchen facility requires that an MCPS kitchen staff member be present for the duration of your reservation. The cost of this staff member is included in the hourly fee charged for the use of the space. However, additional cleaning may be required and, if necessary, result in additional staffing charges. 
The assigned kitchen staff member will: 

• Ensure that the necessary equipment is available and ready for use upon your group’s arrival. 
• Remain on site to provide oversight and limited assistance related to the safe use of equipment. 
• Verify that all equipment is in good condition at the conclusion of use. 
• Ensure that all equipment is turned off, cleaned, sanitized, and secured, and that the kitchen is ready for food preparation on the next school day. 

Please note: MCPS kitchen staff are not available to cook, warm, or otherwise prepare food for serving or distribution. 
Kitchen Use requires that the Cafeteria/All-Purpose Room at the school be booked as well. This is because food and beverages are strictly prohibited in any area outside the Cafeteria/All Purpose Room at MCPS facilities. In addition, the kitchen access is through the cafeteria/all-purpose room, all spaces outside the Cafeteria/All-Purpose, and all spaces outside the Cafeteria/All-Purpose.  

Can I use the school loading docks to bring in my items?

No. The kitchen facility loading docks can only be accessed by certified MCPS vendors to ensure food safety and proper handling are maintained at all times. Access to this area is not permitted to any external user group.  

What items will I need to bring?

User groups are responsible for bringing all their own supplies and equipment. This includes, but is not limited to: 

• Hot mitts and potholders 
• Serving utensils and trays 
• Cleaning supplies such as cleansers, soap, and sponges 

MCPS does not provide any additional equipment or supplies beyond access to the approved kitchen facilities and equipment listed above. 
Please treat the kitchen as you would a rental space—come prepared with all items needed for food preparation, serving, and cleaning to ensure the area is maintained correctly during and after your use. 

It is mentioned that MCPS staff will clean the space- do I need to clean up?

While the MCPS kitchen staff is responsible for ensuring the space is thoroughly sanitized after use, they are not responsible for cleaning up after user groups. 
User groups are expected to: 

• Clean all surfaces, equipment, and floors after use. 
• Wipe down counters and work areas. 
• Sweep up any debris or spills. 
• Bag and empty all trash. 
• Clean out sinks. 
• Return all equipment (such as warming tables) to its original condition and location. 

The facility must be left in the same condition in which it was received. 

Unsanctioned Equipment: 

Please note: MCPS does not permit the use of any open flames, including “sterno” warmers, hot plates, or other cooktop items, within MCPS facilities. For a complete list of the prohibited items, please review the Facility Use License Agreement.

Required Licenses: 

 User groups are required, as outlined in the Facility Use License Agreement, to obtain and pay for any necessary licenses and permits, including those required to distribute food, sell goods, and sponsor a public performance. The User is liable for any applicable taxes, fees, and similar costs. 

Again, if you don't see your question listed or need additional information, please don't hesitate to reach out to our office — we are happy to help! 

For general use, groups may request space for the school year anytime beginning August 15 each year with at least seven days notice; groups may requests space for the summer break anytime beginning May 1 each year with at least seven days notice. Space should be requested via ActiveMONTGOMERY .

Groups may request space for large events as far as 60 days in advance, but should provide a minimum of 45 days' notice. Space should be requested via our large event application process, which includes more information about what constitutes a “ large event”.

Groups registered through the State of Maryland as a summer camp may qualify for our high-volume use booking process if utilizing large quantities of space on a regular basis, having a direct impact on large numbers of County residents. Application must be submitted after January 1 but no later than February 1 each year to receive priority processing. Groups that miss the February 1 submission deadline may submit their request on or after May 1 via ActiveMONTGOMERY and will no longer receive priority consideration. Visit the Priority High Volume Bulk Use Form to submit your priority application.

CUPF strongly supports school use for PTA / PTSA activities. PTA / PTSA-sponsored activities are given priority consideration and the lowest facility rates. Some use is free, while other activities are charged nominal fees to cover operating and other related expenses. All PTA/PTSA activities must be booked through CUPF in order to ensure that the space is reserved and that HVAC needs are properly communicated to MCPS. For the most current PTA / PTSA information.

In addition to scheduling event in Montgomery County Public Schools, CUPF also collaborates with MCPS Energy Management to ensure heating and cooling is turned on for all events outside of school hours. For this reason, all after school activities, including PTA events, must be entered into the CUPF scheduling database. In addition, PTA programs that require use of MCPS support staff will also need a facility use permit.

Use by schools and other MCPS offices should be submitted to CUPF by August 15 each year, with the understanding that schools and MCPS offices may still displace users through September 15, for the entire school year. After September 15, previously scheduled community use activities will not be automatically cancelled. Schools should consider alternate dates and facilities if possible. Emergency conflicts will be referred to CUPF staff, who will make every effort to accommodate the space needs of both the school and the community.

Use by government offices, departments, and agencies will receive priority use if submitted no later than August 1 each year for the upcoming school year. Space may be requested via ActiveMONTGOMERY, or via CUPF high-priority reservation request form.

Licensed childcare providers selected via bid process by a school and or MCPS should visit the Childcare Program in MCPS web page for additional information regarding their use of school facilities.