ATTN: ALL USER GROUPS – Please review FY25 Fee Schedule
AVAILABLE NOW: Online Credit Card and E-Check Payments – See info and instructions below
Use of FCPS Facilities
Community User Groups
Terms, Conditions, and Procedures for Use of Facilities (UOF)
- Board of Education Policy 203
- FCPS Regulation 203-01
- UOF Standard Operating Procedures - SOP includes protocols and policies including event cancellations, modifications, payments, etc.
NOTE: Effective Sept 1, 2024, event cancellations and modifications must be made by email to UOF Coordinator and School UOF Site Administrators at least 10 calendar days prior to the event date. See bottom of webpage for Directory of email contact information. The full facility fees and/or custodian fees will be assessed for events cancelled or modified less than 10 calendar days. See SOP for full details. - UOF Priority Groups List
- FY25 UOF Fee Schedule (events of July 1, 2024-June 30, 2025)
Approved/Existing Community User Groups (CUG)
- Instructions to view a particular school’s UOF calendar and details of events on a particular date (available to all; you do not need to be an approved CUG or have a registered login to view)
- Video on submitting a request form
- Submit only a Normal Schedule Format request form (allows up to 20 event dates) at least 10 days in advance of your first event date.
- Follow seasonal submission chart below. Do not combine dates for two seasons on one request form.
New to FCPS Use of Facilities
A Community User Group will qualify as an approved user group if it meets these conditions:
- Application is made by a Frederick County, Maryland resident
- Provides proof of non-profit 501c3 organization – Copy of IRS approval letter
- Provides acceptable certificate of insurance (COI) within 7 days of submitting a request for an account (sample COI to send to your insurance provider)
- Instructions to register for a new CUG organization account or log-in for an existing CUG account
- Video on the registration process
| SEASONAL UOF REQUEST FORM SUBMISSION TIMELINE – Priority Groups 2-5* | ||
|---|---|---|
| Season/Event Dates | Submission Period | Processed by School |
|
WINTER: FY25: Dec 1, 2024 - Feb 28, 2025 |
FY25: Oct 1-15, 2024 | FY25: Oct 22, 2024 |
|
SPRING: FY25: Mar 1, 2025 - Jun 6, 2025** |
FY25: Jan 1-15, 2025 | FY25: Jan 27, 2025 |
|
SUMMER: FY26: Jun 7, 2025 - Aug 19, 2025** |
FY26: Mar 1-15, 2025 | FY26: March 24, 2025 |
|
FALL: FY25: Aug 21, 2024 - Nov 30, 2024 |
FY25: Jun 1-15, 2024 | FY25: June 22, 2024 |
|
* Only request forms submitted during the two-week submission period will be considered for a shared usage arrangement with other CUGs, if required. Request forms may be submitted after the submission period for a current season, but will be considered based only on availability of the space. **Coincides with approved School Calendar for the first and last day of school for students; end of year could be extended due to inclement weather dates. Priority 1 Groups (including PTA/Booster) may submit request forms at any time throughout the school year. Priority 2-5 Groups: Event dates during two different seasons may not be included on the same request form; submit two separate request forms. A request form submitted including event dates over two or more seasons will automatically be declined. |
||
Online Payment – Credit Card or E-Check
- See instructions to submit a credit card or e-check payment.
- FCPS Accounting will begin emailing monthly invoices starting in October 2024 rather than mailing via US Mail
- Payments are due Net 30 Days from date of the invoice. See full details in updated SOP to remain in good standing to continue with use of facilities.
- A physical check may be mailed or dropped off to FCPS Accounting, 191 South East Street, Frederick, MD 21701
- Questions regarding invoices should be directed to accounts.receivable@fcps.org. Please reference your organization’s name in the email.
Inclement Weather
Instructions to determine the status of buildings or fields for CUG events.
High School Auditorium Usage
- Guidelines and Frequently Asked Questions
- High School Auditorium Standard Operating Procedures
- High School Auditorium Usage Form (required to be completed and emailed to Contact shown below)
Request to Mow/Maintain an FCPS Field
- Special permission is required; see UOF Standard Operating Procedures (link above)
- Complete and email the following documents to Contact shown below
- Agreement form so principal’s approval can be obtained.
- COI to Mow/Maintain FCPS Field – additional coverage required
Other Organizations Responsible for Booking FCPS Gyms and Fields
City of Frederick Parks & Recreation:
- Gym and Fields: Butterfly Ridge ES, Governor Thomas Johnson MS, Lincoln ES, Whittier ES
- Fields Only: Hillcrest ES, Monocacy ES, Monocacy MS, North Frederick ES, Parkway ES, Waverley ES
For additional information on City of Frederick indoor or outdoor uses, please contact:
Email: registrationdesk@cityoffrederickmd.gov
Phone: 301-600-1450
Frederick County Parks & Recreation:
- Gym and Fields: Brunswick ES, Centerville ES, Deer Crossing ES, Middletown PS, Oakdale ES, Sugarloaf ES*, Thurmont MS*, Tuscarora ES, Walkersville ES, Rock Creek School (gym only for adaptive programming)
*Fields unavailable: under repair thru Feb 2025.
For additional information on Frederick County indoor or outdoor uses, please contact:
Email: parksandrecreation@frederickcountymd.gov
Phone: 301-600-2151
Town of Mount Airy:
- Fields Only: Twin Ridge ES
Contact Information
Deb Walukonis, FCPS Use of Facilities Coordinator
Deborah.walukonis@fcps.org
Facilities.uof@fcps.org
Phone: 240-586-8401
School Use of Facilities Site Administrators Directory
- For event cancellations or modifications, email the Primary and Secondary School Site Administrators and UOF Coordinator
- Email subject line must state: “REQUEST TO CANCEL” or “REQUEST TO MODIFY” if applicable