Template No.: T195 Template Title: Interfaith Visit Planning & Reflection Form
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T195
Template Title: Interfaith Visit Planning & Reflection Form
Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45 (add F if conflict risk; add H for peace/ethics model)
Linked Templates / Policies: Visitor Service Policy, Safeguarding & Relic Respect Rules, T184 (Guided Tour Script Planning), T190 (Media Approval), T183 (Feedback/Complaint), T173 (Records Classification), Stakeholder Map (T158)
Date of form: ____ / ____ / ______
Prepared by / Role: _______________________
Office / Unit: ____________________________
Country / Location: _______________________
Confidentiality Level:
Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive [ ]
Use of this form (tick):
New case / action [ ] Follow-up [ ] Annual review [ ] Archive only [ ]
1) Purpose (why we use this form)
This form plans an interfaith visit and records reflections after the visit.
It supports respect, peace, and good relations.
2) Visiting group details (group)
Visiting organisation/group name: _________________________________
Faith/tradition (as they name it): ________________________________
Country/city: _________________________________________________
Group leader / main contact name: ________________________________
Phone: __________________________ Email: ________________________
Second contact (optional): _______________________________________
Visit date requested: ____ / ____ / ______
Visit date confirmed: ____ / ____ / ______
Arrival time: ________ Departure time: ________
Group size (expected): ________
Languages needed: ______________________________________________
Visit type (tick):
Dialogue visit [ ] Cultural learning [ ] Peace visit [ ] Education tour [ ] Official goodwill visit [ ] Other: ______
3) Goals (what we want to achieve) (goals)
Write 3–6 clear goals.
Main message (simple):
“We welcome all visitors with respect. We protect heritage and support peace.”
4) Protocol and respect guidance (protocol)
Tick and fill as needed.
A) Greeting and etiquette
Who will greet the group (name/role): _____________________________
Greeting style (tick): Simple welcome [ ] Formal welcome [ ] With community elder [ ] With monastic representative [ ] Other: ____
Seating plan needed? Yes [ ] No [ ]
Gifts exchange expected? Yes [ ] No [ ] Not sure [ ]
If gifts are expected: use T178 (in-kind) and review conditions with T179 if needed.
B) Dress and conduct
Dress guidance provided to visitors? Yes [ ] No [ ]
Quiet voice in sacred areas reminder? Yes [ ] No [ ]
Photo rules explained? Yes [ ] No [ ]
C) Sensitive boundaries (must tick)
No sharing of Sacred-Restricted relic/security details. Yes [ ]
No political party promotion or blaming speech. Yes [ ]
If visitors ask sensitive questions, planned response:
“I cannot share that detail. I can share public information about our mission and education work.”
5) Visit plan and schedule
A) Planned route / activities
(Use times. Link to T184 if a tour script is prepared.)
Welcome and orientation: ________ to ________
Museum tour (public areas): ________ to ________
Dialogue session / Q&A: ________ to ________
Tea/refreshments (optional): ________ to ________
Closing words and thanks: ________ to ________
Route notes (public areas only):
B) Speakers / hosts
Host 1 (name/role): ______________________ Topic: ___________________
Host 2 (name/role): ______________________ Topic: ___________________
Visitor speaker (if any): __________________ Topic: ___________________
6) Safety and access plan
Crowd control needed? Yes [ ] No [ ]
If Yes, controls: split group [ ] extra staff [ ] timed entry [ ] other: ____Accessibility needs (wheelchair/elder support)? Yes [ ] No [ ] Details: ______
Emergency contact on duty (name/role): _____________________________ Phone: __________
Fire safety briefing given to leader at arrival? Yes [ ] No [ ]
7) Media and public communication (optional)
Will media attend? Yes [ ] No [ ]
Will photos/videos be taken? Yes [ ] No [ ]
If Yes:Content approved with T190? Yes [ ] No [ ] Ref: ____________________
Consent considered for faces/children? Yes [ ] No [ ]
Any restrictions requested by visiting group? Yes [ ] No [ ] Details: ______
Public message draft (1–3 lines):
8) Notes during the visit (what happened)
Attendance (actual): ________
Key topics discussed (short):
Any concerns raised (short, calm): _________________________________
Any promises made (list): _________________________________________
9) Reflection after the visit (reflection)
Complete within 1–7 days after the visit.
A) What went well?
B) What was difficult or sensitive?
C) What did we learn about peace and mutual respect?
D) Any risk or conflict signs to watch?
Yes [ ] No [ ]
If Yes, note (no sensitive details): _________________________________
Risk entry needed (T163)? Yes [ ] No [ ] Risk ID: __________
10) Follow-up actions (follow-up actions)
List clear follow-up actions with owners and dates.
Action 1: _________________________________________________
Owner: __________________________ Deadline: //____
Method (tick): Email [ ] Letter [ ] Meeting [ ] Joint event [ ] Other: ____
Action 2: _________________________________________________
Owner: __________________________ Deadline: //____
Action 3 (optional): ________________________________________
Owner: __________________________ Deadline: //____
Thank-you message sent to group? Yes [ ] No [ ] Date: //____
11) Approvals and sign-off
Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Visitor Services/Safety): __________ Signature: __________ Date: //____
Reviewed by (Doctrinal/Ethics, if needed): ______ Signature: __________ Date: //____
Approved by (Director/Authority, if needed): _____ Signature: __________ Date: //____
12) Filing
File code / reference ID: ____________________
Classification recommended (T173): Public [ ] Internal [ ] Restricted [ ]
File location (cabinet/folder + digital path): __________________________
Retention period: 1 year [ ] 3 years [ ] 5 years [ ] Other: ____