Use of FCPS Facilities
Board of Education Policy 203 and FCPS Regulation 100-01 establish the terms and conditions under which school community groups can use school buildings. Each school approves use of the building and applies the FCPS facility fee. Applications are made online through the FCPS website.
Fee structures and application procedures will take effect on July 1, 2019. These fees were approved by the Board of Education in May, 2019.
The on-line procedure is a two-step process for community user groups. The first step is to click the Use of Facilities Calendar and Request Form link and register your group by filling out the information requested for new users in the upper right corner. Note: there is a video to walk you through the steps of registration.
A Certificate of Insurance (COI) and proof of 501c3 non-profit status will be required for approval of your group’s registration. Please send an electronic copy of your COI and IRS letter approving non-profit status to E-mail. Please allow enough time for the approval process - at least 10 work days before the event. Contact Deb Huffman at 301-644-5229 or firstname.lastname@example.org if you have any questions regarding the required documents. Note: See link to sample COI below for required elements of an acceptable COI.
Once registration is approved, the next step is to fill out a request for a field or room at the school through the Use of Facilities Calendar and Request Form link. Note: there is a video to walk you through the steps to complete an application. Approved community user groups must read the Standard Operating Procedures (SOP).
Schools are given priority over community organizations for use of facilities. FCPS grants opportunity to the community to use over 60 facilities for events. An applicant must be a Frederick County resident.
Community Rec Centers - A limited number of schools were constructed with "Community Recreation Centers." FCPS has special arrangements with the City and County Parks and Recreation Departments for building use of the gymnasiums, recreation classrooms, recreation rooms and all outdoor fields. At these schools, City and County staff schedule use of these areas and monitor activities while the center is open after school or weekends. To schedule these areas, do not submit a use of facility request form through FCPS; instead, contact the City or County Parks & Recreation department. Schools with these gyms include:
City of Frederick Parks & Recreation: Butterfly Ridge ES, Lincoln ES, Governor Thomas Johnson MS, Whittier ES
Frederick County Parks & Recreation: Centerville ES, Deer Crossing ES, Middletown PS, Oakdale ES, Sugarloaf ES, Thurmont MS, Tuscarora ES, Walkersville ES
Monitoring Use – The Office of Chief Operating Officer reviews Use of Facility applications for compliance with FCPS Policies and Regulations; updates and modifies related regulations and procedures as necessary; prepares and administers “Joint Use Agreements” with County or City agencies associated with community recreation center gyms; coordinates with the American Red Cross regarding use of schools as mass care shelters; and evaluates and administers other special agreements for use of school facilities and fields.
Request a Facility
Note: When submitting a request, please allow enough time for the approval process - at least 10 working days before the event.
High School Auditorium/Theater Requests:
Guidelines and Frequently Asked Questions (FAQ)
Standard Operating Procedure for High School Auditorium Usage
Agreement Form (A high school auditorium facilitator will be assigned to your request. This Agreement Form must be emailed to email@example.com to be uploaded to your request form. Right-click the document to save to your desktop to complete and send back to FCPS. Document cannot be filled out in your web browser.)
Request to Mow or Maintain an FCPS Property:
See information in SOP posted above
Complete agreement form to request (right-click the document to save to your desktop to complete and send back to FCPS. Document cannot be filled out in your web browser.)
Obtain Insurance Certificate to include additional required coverages and email to firstname.lastname@example.org