Howard County Public School System
Event Management System

REMINDER: Distribution of Community Announcements and Flyers - Community organizations wishing to distribute flyers must have an approval letter from the Public Information Office prior to distribution. Organizations requesting electronic distribution of information/announcements must also be pre-approved, and these notices will be posted on the Community News and Programs webpage.  publicinfo@hcpss.org
 
ALERT - Monday, February 3, 2020 EMS activities scheduled after 6:00pm in an election polling space have been cancelled for election setup. Schools and offices are closed Tuesday, February 4, 2020, due to the special primary election to fill the 7th congressional district seat vacated following the passing of Rep. Elijah Cummings.  HCPSS schools and offices are typically closed on all election days as county school buildings are used as polling sites by the Howard County Board of Elections. 
 
Add dates to existing request, if needed. 
Do NOT create new request for the same school activity.

FACILITY USE IS LIMITED TO THE CONFIRMED SPACE AND TIME PERMITTED


EMS ONLINE UPDATED TERMS AND CONDITIONS 10/30/2019

PLEASE READ THESE TERMS AND CONDITIONS OF USE CAREFULLY BEFORE USING THIS SITE!
Howard County Public School System (HCPSS) may revise and update these Terms and Conditions at any time. Your continued usage of this website will mean you accept these changes, conditions and acknowledge receipt of Policy 10020 and all other related board policies.

On behalf of my organization, I, the user, attest to being at least 18 years of age. Also, I or any other individual will not personally profit in any way from this submission.  I am aware fees may be applicable in order for my organization to execute their use. I also understand my permit request is not reserved until I receive a final notice of approval from the Community Use of Facilities Office. I confirm, myself and all those associated with this organization agree all facility use is limited to the confirmed time and space as permitted.

In submitting this request, I have read and agree on behalf of my organization to comply fully with the HCPSS USE OF SCHOOL FACILITIES POLICY 10020 and OTHER BOARD POLICIES. Failure to comply with the above named policy, guidelines and procedures will, among other things, result in cancellation or denial of HCPSS facility use. 
 

Per policy, “Any sale of food must be approved in advance by the Use of School Facilities Office and be in compliance with the Howard County Health Department regulations.”  


CONFIRMATION EMAIL MUST BE PRESENT AT ALL TIMES WHILE ACTIVITY IS IN PROGRESS!
If you are unable to access the building at your approved time call 443-472-5969.


PLEASE BE ADVISED if Energy was NOT requested, please revise online to add Energy if needed.
As of January 2015, a HVAC Tech fee ($69) may apply for late energy requests if technician is required.

If you experience heat/ac problems, a user group member must call 410-313-7091.  School staff members do NOT have the authority to make requests on another group's behalf.  


3 Days in Advance of Use or Holiday Closure
, EMS web users MUST make changes or cancel online when they will not be using previously requested space.  EMS web users can access all web submissions online by selecting “View My Requests” under Reservation tab to make changes/cancellations.  Date and time changes can be made by selecting “Booking Tools”.


 HCPSS Outdoor School Maps


Inclement Weather/Field Closure Hotline – 410-313-6827                http://www.hcpss.org/schools/emergency-closings/


 
 
For any public assembly, the using organization is required to have one certified adult crowd manager present for every 250 people as specified by the Howard County Fire Marshal.
 https://www.howardcountymd.gov/Departments/Fire-and-Rescue/For-The-Community/Crowd-Manager-Safety-Seminar
 
 
 
Food and beverage consumption is limited to Cafeteria space ONLY!  Food is NOT allowed in any classroom areas and is strictly enforced. 

** An online request must be submitted for each school **
 
 
STAFFING FEES APPLY TO ALL SUMMER BOOKINGS BEGINNING 4:30PM WHEN SCHOOLS ARE NOT IN SESSION 
  
Outdoor Areas   (Late requests processed on a first come first serve basis)

  Activity Period Submission Deadline 
 

Fall (Sept. 1 - Nov. 30)

June 1

 

Spring / Summer (Apr. 1 - Aug. 31)


January 1

    
Indoor Areas   (Late requests processed on a first come first serve basis)

  Activity Period

Submission Deadline 

 

Fall (Sept. 1 - Dec. 31)

June 1
 

Winter (Jan. 1 - Mar. 31)

October 1
 

Spring (Apr. 1 - June 30)

January 1
 

Summer (July 1 - Aug. 31)

April 1
 

 
HVAC turnover occurs (pending current temps) on or about April 15th and heating on or about October 15th As of January 2015, Energy not previously requested online may incur a HVAC Tech fee (minimum 4 hours/$69/hr) for late energy requests if technician is required.
 
WINTER/HEATING SEASON OPERATING CONDITIONS
1. School day (Monday-Friday) – Temperatures are to be maintained as follows:
    a. Classroom areas, portable classrooms, media centers, cafeterias, multipurpose rooms, administrative areas, and teacher planning areas will be 70˚F (+/- 2˚F).
     b. All other areas shall be set at 65˚F.
2. On days when school is not in session and overnight (one hour after dismissal of students), the temperature setting is to be 55˚F in all areas.
3. NO PORTABLE HEATERS will be used unless a mechanical failure necessitates supplemental heat.

SUMMER/COOLING SEASON OPERATING CONDITIONS - School day (Monday-Friday) – In spaces where cooling is available, temperature settings in all areas of the building being used will be 76˚F (+/- 2˚F). Air conditioning units will operate from one hour prior to approved school start time until one hour after dismissal of students. Following the end of the academic school year in June, air conditioning will be provided only to maintain the integrity of the building environment, to support HCPSS summer school services and for programs where the energy component is requested and paid for separately. Cooling schedules will be lengthened when the Environmental Protection Agency (EPA) designates a Code Orange or higher air quality day.

High School Auditorium Use - No tech services provided for Auditorium use beyond house lights up/down; work lights up/down.  No access to sound/lighting booth.  This applies to all high schools with the exception of JRT @Wilde Lake High. 

Use of High School athletic areas is with the understanding that school practices, games, and matches will be completed prior to community group use.
 
All Kitchen requests must be accompanied by a Cafeteria Worker Request prior to approval. Additional staffing fee may apply.   http://www.hcpss.org/parents/facilities/  
 

SCHOOL CLOSINGS*  http://www.hcpss.org/calendar/
New Year's Day    
Martin Luther King Jr. Day    
President's Day    
Spring Break
Memorial Day    
Independence Day   
Labor Day
Rosh Hashanah and Yom Kippur
Election Days
Thanksgiving Holiday (Thursday and Friday)
Winter Break

Unless otherwise requested, only one (1) custodian will be assigned.


                                  Jim Rouse Theatre contact Diane Caporaletti 410-313-8293 www.rousetheatre.org


For more information  http://www.hcpss.org/parents/facilities/

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