Facilities Use Guide

8975 County Lane 170 (PO Box 257)
Carthage, MO 65836

Office: 417-358-1325
Fax: 417-358-1381
Email: goodshepherd@ecarthage.com
Web: www.gslc-carthage.com

Church Office Hours: Monday through Thursday from 9:00 a.m. to 4:00 p.m.
Friday 9:00 a.m. to 1:00 p.m.


Good Shepherd Lutheran Church, a church of The Lutheran Church-Missouri Synod, is called to “Caring by Sharing God’s Love.” Its primary purpose is to carry on the ministry of the local church. This Guide is designed to help you in planning your event/activities here at Good Shepherd Lutheran Church.

Approval of the use of the grounds and facilities does not constitute or imply endorsement of a group, their mission, or their positions. Groups approved to use facilities must not advertise the event in such a way as to imply endorsement by the congregation. No activities or advocacy may take place within our buildings or grounds that conflict with the bylaws and the practices of this congregation and the denomination.

“Church Facilities” means any part of the church property, i.e. the building, all rooms within the building, all furniture and equipment belonging to the church and located in the church building, the church grounds and parking area, storage shed, and the church youth group trailer.

If this general policy, as approved by the church, does not provide the specific guidelines needed, and there is no appropriate precedent to cover a specific case, the Pastor and Board of Elders shall make a decision in each individual case.


Persons requesting building usage must be 21 years of age or older and must be present during requested building usage, ensuring adherence to building policies. The person responsible for an activity will complete a Facility Use Agreement, if applicable, and turn it in to the Church Office in sufficient time to have the activity placed on the Master Calendar—preferably three months, and not later than two weeks, in advance of the requested date with the exception of funerals. Attach any additional information you feel might be useful in helping us determine if we can accommodate your group.

Note: Church office hours are Monday through Thursday from 9:00 a.m. to 4:00 p.m. and Friday 9:00 a.m. to 1:00 p.m.

Click this link for a printable Facility Use Agreement or you may obtain one from the church office. Any deposits are due with the agreement. Requested dates will not be held without deposit, when necessary.

The Pastor, Head Elder and Head Trustee will evaluate the request, ask for further information, if necessary, and approve or decline the request. Approval or declination will be confirmed by giving a completed copy of the request to the originator. If time is crucial, the requestor may call the Church Office for initial confirmation, however the event will not be reserved until all forms, and fees have been received. If you have to cancel the event, all fees will be refunded.

When two or more requests are submitted for the same date and time, Good Shepherd Lutheran groups will have priority. When two Good Shepherd Lutheran groups request the same date, time, and facility, the first-come, first-served rule will apply. The exception to the rule will be if the two groups can work out an amicable solution to scheduling their activities.

Priorities for Use of Space, Facilities, and Equipment:

  • Funeral
  • Regularly scheduled services and meetings of the Church congregation
  • Church-sponsored groups and ministries
  • Activities and meetings of members of the Church congregation
  • Community non-profit organizations and service groups
  • Other groups and organizations

  • A closing checklist and emergency information (including telephone numbers, address, exit maps and church contacts) will be given to the individual responsible for the event/meeting.


    Click this link for a printable Facility Use Fee listing.


    No alcoholic beverages will be possessed or consumed on Church property.
    All persons and/or groups using our facilities are expected to exercise reasonable care and judgment in such use in order to prevent defacement, damage, or breakage. The persons signing the application for use shall be responsible for paying costs incurred by the church in cleaning, repairing, or replacing any part of the building or its furnishings and equipment which in the judgment of the church staff has been carelessly or irresponsibly subjected to more than normal wear and tear by the persons or group involved.
    Decorations may be attached to the walls, doors, and light fixtures with masking tape only. No decorating is permitted in the hallways. All such decorations must be removed immediately and completely following the event.
    The church reserves the right to pre-empt any facility use for its own in cases of emergencies, such as funerals. Notice will be provided as early as possible.
    In case of doubt or uncertainty by any outside person or group about the application or interpretation of these regulations, or in our customary practices not specifically mentioned here, the Church Pastor or their delegated representative shall decide the matter and all individuals and groups shall abide by the Church Pastor’s directions or forfeit immediately the use of any part of the facility.
    Anything left and not claimed at any church facility or event within 10 days will be considered a donation to charity.
    To secure the building and prevent misuse, the Key Policy is necessary for controlling the number of keys given out. Everyone receiving a key must sign for it, and the approved key holders list will be reviewed and re-approved every year, or as deemed necessary by the Board of Trustees. When a key holder no longer needs access to the building, he/she should return the key promptly. If a key holder moves away, he/she will return the Good Shepherd Lutheran Church key(s) to the Church Office prior to the move.

    Individuals directly involved with the ministries of the Church who need access to the Good Shepherd Lutheran Church will, upon their request, be issued a key to the outside door and, if appropriate, a key to the inside rooms. Requests for keys to Good Shepherd Lutheran Church by all other individuals must be approved by Board of Trustees.

    The person responsible for an activity (or a designated key holder) will unlock Good Shepherd Lutheran Church for a scheduled event and disarm the alarm system. Immediately following the event complete the security checklist, shut off all lights and lock and check all outside doors to ensure the buildings are secure.

    (Non-return of a key issued under a Facilities Use Agreement will cause the forfeiture of the entire deposit.)
    Although food and beverages are allowed in this area, care should be taken to keep area cleaned from food debris. Food area and tables should be cleaned immediately after the event/meeting and be returned to their original arrangement.
    The nursery facility is available by arrangement at least two weeks prior to the event by contacting the Pastor or Church Secretary. Our safety standards require that the nursery care provider must be an adult over the age of 18 to operate the nursery.
    Permission to use the organ or piano must be granted by the Organist. Equipment cannot be moved except by permission from the Organist or the Church Pastor. If professional movers are required, the requesting group must pay for the moving.
    Parking on the church campus is available only during the period of time that a group has contracted to use the facility. Parking is available on a first-come, first-served basis and excludes certain spots specifically reserved at all times for staff of the church. Any damage to vehicles is at the owner’s expense; the church is not responsible for theft or damage to personal property.
    Chancel furniture must not be removed from Sanctuary and if moved it must be returned to original placement. Flooring, seating, musical instruments and sound system must be protected. All flower arrangements must be in leak-proof containers. Only approved candles may be used. Except for Communion, no food or beverages are allowed within the Sanctuary. Any use of banners and decorations must be approved.
    The Sanctuary sound reinforcement or recording systems are available upon request. The systems may be operated by the church sanctuary sound technician (at a cost of $25 per hour/$50 minimum) or by technicians preapproved by the church sound technician. Group-provided sound, recording, or video equipment may not be attached to this sound system through cables or connectors without prior approval.
    Our church works to maintain a safe and secure environment within the facility; however, no systems are foolproof. We ask that all users pay close attention to personal property and valuables, not leaving them unattended. The church is not responsible for theft or damage to personal property.

    Illegal drugs, firearms, weapons, or flammables are prohibited on Church property. The Church reserves the right to call the proper authorities if these policies are violated.
    All members of all groups using our facilities shall abide at all times by a “no smoking” rule in all parts of the building—including outside within 10 feet of doorways. Violation of this rule is sufficient ground for a staff member to withdraw immediately any group’s use of the facilities and/or to deny use in the future.
    The building must be completely cleared not later than 9:30 p.m. (or 6:30 p.m. on Saturdays) to allow the building to be closed promptly. Exceptions to these times must be approved in advance and may be subject to a custodial surcharge.
    There is no excess storage available for organizations other than church groups and, as such, all organizations using the facility will be responsible for storing props and accessories offsite.
    This church does not assume liability or responsibility for any participant injury during any event or service held at our facility. “Play at your own Risk” – all children must have adult supervision and be accompanied by an adult at all times.

    All users of the facility are expected to follow the guidelines of this policy including the following:

  • No fewer than two adults must be present at all times during any program or event involving children.
  • These adults must be 18 or older and must be at least 5 years older than the children with whom they are working.

  • Any questions regarding this policy should be directed to the Pastor or Church Secretary.
    The telephone is for the use of church business or emergencies only. No personal long-distance calls may be made from any church phone and should not be used for personal calls.

    Facility Use Agreement

    Facility Use Fee listing