Template No.: T198 Template Title: Community Volunteer Feedback Form

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T198

Template Title: Community Volunteer Feedback Form

Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45

Linked Templates / Policies: T182 (Volunteer Registration), T166 (Induction Checklist), T180 (Community Event Proposal), T192 (Offering Ceremony Plan), Safeguarding Policy, Visitor Service Policy, T183 (Community Feedback/Complaint), T173 (Records Classification)

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 asks volunteers how the activity went.
It helps us improve support, safety, and community service.

---

2) Volunteer details (optional)

You may stay anonymous if you prefer.

• Name: ____________________________________________ Anonymous [ ]

• Volunteer ID / link (if any): __________________________

• Phone/email (optional, if you want a reply): _________________________

• Activity/event name: ______________________________________________

• Activity/event date: ____ / ____ / ______

• Role you did (short): _____________________________________________

• Total hours (estimate): ______

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3) Tasks completed (tasks)

Tick what you did (choose all that apply).

Visitor welcome/guidance [ ]
Event setup (chairs, tents, signs) [ ]
Clean-up / waste support [ ]
Donation support (non-cash tasks only) [ ]
Food/water service [ ]
Crowd guidance / line support [ ]
Support for elders/disabled visitors [ ]
Youth activity support [ ]
Translation / language support [ ]
Admin/registration support [ ]
Other task: __________________________ [ ]

Describe your main tasks (2–4 lines):

---

---

4) Support and supervision (support)

Tick one for each item.

A) Before the activity

1. I understood what to do.
   Yes [ ] Somewhat [ ] No [ ]

2. I received enough briefing/training.
   Yes [ ] Somewhat [ ] No [ ]

3. I had the materials/tools I needed.
   Yes [ ] Somewhat [ ] No [ ]

B) During the activity

4. My supervisor/lead was easy to contact.
   Yes [ ] Somewhat [ ] No [ ]

5. I felt respected and included.
   Yes [ ] Somewhat [ ] No [ ]

6. The team worked well together.
   Yes [ ] Somewhat [ ] No [ ]

7. The schedule and organisation were clear.
   Yes [ ] Somewhat [ ] No [ ]

C) Safety and safeguarding

8. I felt the activity was safe (crowd, heat, fire, etc.).
   Yes [ ] Somewhat [ ] No [ ]

9. I understood the rules about respectful conduct and privacy.
   Yes [ ] Somewhat [ ] No [ ]

10. If youth/children were present, safeguarding was clear.
    Yes [ ] Somewhat [ ] No [ ] NA [ ]

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5) Problems or challenges (problems)

Did you face any problems? Yes [ ] No [ ]

If Yes, tick and explain:

Not enough staff [ ]
Not enough materials/tools [ ]
Confusing instructions [ ]
Safety concern (slip, crowd, heat, fire) [ ]
Conflict/argument with visitors or others [ ]
Communication/language difficulty [ ]
Accessibility problem (ramps, toilets, signs) [ ]
Other problem: __________________________ [ ]

Explain what happened (short, factual):

---

---

Was anyone harmed or at risk? Yes [ ] No [ ]
If Yes: please inform the activity lead/safeguarding lead immediately.

---

6) Suggestions (suggestions)

What should we improve next time? (write 3–7 ideas)

1. ---

2. ---

3. ---

4. ---

5. ---

6. ---

7. ---

What should we keep doing (what worked well)?

---

---

7) Would you volunteer again?

• Yes [ ] Maybe [ ] No [ ]
  If “No” or “Maybe”, why (optional): __________________________________

Preferred future roles (tick):
Events [ ] Visitor support [ ] Community outreach [ ] Youth activities [ ] Cleaning/maintenance [ ] Translation [ ] Admin [ ] Other: ______

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8) Follow-up request (optional)

Do you want a response from HSWAGATA? Yes [ ] No [ ]

If Yes:

• Best contact method: Phone [ ] Email [ ] Message [ ] In-person [ ]

• Contact detail: _________________________________________________

• Topic for follow-up: _____________________________________________

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9) Sign and submit

Volunteer signature/thumbprint (optional): __________________ Date: //____

Received by (name/role): _______________________ Signature: __________ Date: //____

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10) Internal use only (staff section)

• Entered into learning log (T169)? Yes [ ] No [ ] Reference: _________

• Complaint form needed (T183)? Yes [ ] No [ ] Reference: ____________

• Risk register entry needed (T163)? Yes [ ] No [ ] Risk ID: __________

Actions agreed (if any):
Action 1: ______________________________ Owner: __________ Deadline: //____
Action 2: ______________________________ Owner: __________ Deadline: //____

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11) Filing

File code / reference ID: ____________________
Classification recommended (T173): Internal [ ] Restricted [ ]
File location (cabinet/folder + digital path): __________________________
Retention period: 1 year [ ] 3 years [ ] 5 years [ ] Other: ____

Template No.: T197 Template Title: Youth Engagement Activity Plan

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T197

Template Title: Youth Engagement Activity Plan

Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45 (add C for office systems; add H for ethics planning)

Linked Templates / Policies: Safeguarding Policy, Visitor Service Policy, T185 (School Visit Planning), T184 (Tour Script Planning), T183 (Feedback/Complaint), T182 (Volunteer Registration), T166 (Induction Checklist), T190 (Media Approval), T173 (Records Classification)

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 plan)

This plan designs a safe and meaningful activity for young people.
It records aims, methods, safeguarding notes, and how we collect feedback.

---

2) Activity summary (basic details)

• Activity title: ______________________________________________

• Activity type (tick): Workshop [ ] Tour + activity [ ] Art/craft [ ] Story learning [ ] Heritage game [ ] Community service [ ] Other: ______

• Date: ____ / ____ / ______

• Time: __________ to __________

• Place / room / site: _________________________________________

• Language(s): _______________________________________________

Target age group (tick):
6–8 [ ] 9–11 [ ] 12–14 [ ] 15–17 [ ] Mixed [ ]

Expected number of youth: ________
Expected number of adults (teachers/parents): ________

---

3) Aim (aim)

Write 2–5 simple aims (what youth should learn/feel/do).

1. ---

2. ---

3. ---

4. ---

5. ---

Key message (one sentence, simple):

---

---

4) Learning goals (clear outcomes)

Write 3–6 outcomes. Use simple words.

By the end, youth can:

• ---

• ---

• ---

• ---

• ---

---

5) Methods and activities (methods)

Tick and fill the planned methods.

• Short welcome + rules (5 minutes) [ ]

• Guided tour (public areas only) [ ] Link to T184 ID: ______________

• Storytelling (Buddhist values: kindness, respect) [ ]

• Group discussion (small groups) [ ]

• Art/craft (drawing, poster, simple model) [ ]

• Hands-on learning (safe objects/tools only) [ ]

• Role-play (non-violent, respectful) [ ]

• Quiz/game (learning check) [ ]

• Quiet reflection (2–3 minutes) [ ]

• Community service (clean-up, planting, simple help) [ ]

• Other method: __________________________ [ ]

Detailed session plan (timeline):

• 0–5 min: ________________________________________________

• 5–15 min: _______________________________________________

• 15–30 min: ______________________________________________

• 30–45 min: ______________________________________________

• 45–__ min: ______________________________________________

• Last 5 min: Closing + feedback: ___________________________

Materials needed:
Worksheets [ ] Pens/pencils [ ] Art materials [ ] Name tags [ ] Water [ ] First aid kit [ ] Other: ______
Prepared by (name/role): __________________________________________

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6) Roles and supervision (who is responsible)

• Activity lead (name/role): _______________________________________

• Safeguarding lead (name/role): ___________________________________

• Tour guide (if used) (name/role): _________________________________

• First aid / safety contact (name/role): _____________________________

• Security contact (if needed) (name/role): __________________________

Adults present (teachers/parents) required? Yes [ ] No [ ]
Required ratio (write): ______ youth : ______ adult

Volunteers used? Yes [ ] No [ ]
If Yes, volunteer list / link (T182 ID): _______________________________
Induction completed (T166)? Yes [ ] No [ ] Date: //____

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7) Safeguarding notes (required) (safeguarding notes)

Tick and confirm. Add notes if needed.

A) Consent and supervision

• Youth are supervised at all times. Yes [ ] No [ ]

• Teachers/parents know the schedule and rules. Yes [ ] No [ ]

• Headcount will be done at start, during move, and at end. Yes [ ] No [ ]

B) Safe space and behaviour

• Clear behaviour rules (no bullying, no shouting, no pushing). Yes [ ] No [ ]

• Staff use calm and respectful language. Yes [ ] No [ ]

• If a youth feels unwell or upset, we have a safe support plan. Yes [ ] No [ ]

Support plan (short): _______________________________________________

C) Privacy and photos

• Photos/video planned? Yes [ ] No [ ]
  If Yes: approval with T190 [ ] and consent handled by school/guardian [ ]

• No photos in restricted/sacred-restricted areas. Yes [ ] No [ ]

D) Safety and access

• Fire exits known to staff and teachers. Yes [ ] No [ ]

• Toilets and water plan explained. Yes [ ] No [ ]

• Restricted areas blocked/controlled. Yes [ ] No [ ]

E) Sensitive topics

• We will not share relic security/access details. Yes [ ]

• We will use simple, respectful teaching and avoid rumours. Yes [ ]

Any special safeguarding risk today? Yes [ ] No [ ]
If Yes, note briefly and create T163 if needed: _________________________

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8) Budget and resources (if needed)

Currency: ________

• Estimated cost: ____________________

• Budget source (tick): Museum budget [ ] Donor support (approved) [ ] Partner support [ ] Other: ____

If donations may happen today: use T177/T178 and no pressure. Yes [ ] No [ ]

---

9) Feedback plan (feedback plan)

How we will check if the activity worked.

A) Feedback method (tick):
Quick paper form [ ] Verbal circle (5 minutes) [ ] Teacher feedback [ ] Online link [ ] Other: ____

B) What we will ask (tick):
What did you learn? [ ] What did you enjoy? [ ] What was difficult? [ ] Was it safe and welcoming? [ ] Suggestions [ ]

C) Who collects feedback (name/role): ____________________________
D) Where feedback is stored (file path): ___________________________
E) Link complaints/concerns to T183 if needed: Yes [ ] No [ ]

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10) After-activity review (for staff)

Complete within 1–3 days.

• Actual number of youth: ________ Adults: ________

• What went well: ________________________________________________

• What to improve: _______________________________________________

• Any incidents/safety issues? Yes [ ] No [ ]
  If Yes, brief note (no sensitive details): _____________________________
  Risk entry needed (T163)? Yes [ ] No [ ] Risk ID: __________

---

11) Approvals and sign-off

Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Safeguarding/Safety): _____________ Signature: __________ Date: //____
Approved by (Director/Authority, if needed): ____ Signature: __________ Date: //____

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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: ____

Template No.: T196 Template Title: Accessibility & Inclusion Observation Checklist (Visitors)

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T196

Template Title: Accessibility & Inclusion Observation Checklist (Visitors)

Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45 (add C for office systems; add H for ethics planning)

Linked Templates / Policies: Visitor Service Policy, Safeguarding Policy, Fire Safety Plan, T183 (Community Feedback & Complaint), T185 (School Visit Planning), T186 (Pilgrim Group Booking), T173 (Records Classification)

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 checklist)

This checklist observes if the museum is welcoming and easy to use for all visitors.
It checks ramps, signs, language support, toilets, and staff behaviour.

---

2) Observation details

• Date: ____ / ____ / ______

• Time: __________ to __________

• Site/area observed (tick): Entrance [ ] Ticket/Reception [ ] Galleries [ ] Toilets [ ] Prayer area [ ] Shop/café [ ] Parking/pathways [ ] Other: ______

• Observer name/role: __________________________________________

• Visitor type seen (tick): Families [ ] Elders [ ] Wheelchair users [ ] School group [ ] Pilgrims [ ] Tourists [ ] Other: ______

• Crowd level (tick): Low [ ] Medium [ ] High [ ]

Overall feeling (tick): Welcoming [ ] Mixed [ ] Not welcoming [ ]
Short note (1–2 lines): ______________________________________________

---

3) Rating guide

Rate each item:
2 = Good, 1 = Needs improvement, 0 = Not available / Problem, NA = Not applicable

Score: 2 [ ] 1 [ ] 0 [ ] NA [ ]

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4) Access routes and ramps (ramps)

A) Arrival and paths

1. Path from gate/parking to entrance is safe and clear. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

2. No big steps or obstacles on main route. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

3. Ramps exist where needed and are usable (not too steep). 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

4. Handrails present where needed. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

5. Doors are easy to open (or staff help is ready). 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

B) Inside movement

6. Main walkways are wide enough for wheelchairs/strollers. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

7. Floors are not slippery; trip risks are controlled. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

8. Seating/rest points exist for elders. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

---

5) Signs and information (signs)

1. Signs are clear and easy to see (large enough). 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

2. Direction signs to toilets/exit are easy to follow. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

3. Safety signs (exits, no smoking, rules) are visible. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

4. Visitor rules are shown in a respectful way. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

5. Ticket/pricing info is clear and fair. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

---

6) Language and communication support (language)

1. Key signs are in the main local language. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

2. Key signs are also in another language (if needed). 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

3. Staff can explain rules in simple words. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

4. Guides/handouts are available (simple language). 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

5. Staff use respectful words for all faiths/visitors. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

---

7) Toilets and basic facilities (toilets)

1. Toilets are clean and working. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

2. Toilets are easy to find (clear signs). 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

3. Accessible toilet exists (or a clear support plan exists). 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

4. Handwashing water/soap available. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

5. Drinking water available (if offered). 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

---

8) Staff behaviour and inclusion (staff behaviour)

1. Staff greet visitors kindly and calmly. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

2. Staff offer help to elders/disabled visitors without shame. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

3. Staff explain “no” politely (when rules apply). 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

4. No rude language, teasing, or discrimination observed. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

5. Staff handle complaints respectfully (or know where to send them). 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

---

9) Quiet areas, prayer, and respectful space (optional)

1. Quiet/prayer areas are clearly marked and respected. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

2. Visitors are guided gently to behave respectfully. 2 [ ] 1 [ ] 0 [ ] NA [ ]
   Notes: ____________________________________________________________

---

10) Summary scores (optional)

• Total items scored (not NA): ______

• Total score: ______

• Average score (total ÷ items): ______

Overall rating (tick): Good [ ] Needs improvement [ ] Serious gaps [ ]

---

11) Main issues and quick fixes

A) Top 3 problems seen

1. ---

2. ---

3. ---

B) Quick fixes (can do within 1–4 weeks)

Fix 1: __________________________________ Owner: ______________ Date: //____
Fix 2: __________________________________ Owner: ______________ Date: //____
Fix 3: __________________________________ Owner: ______________ Date: //____

C) Bigger improvements (need budget/approval)

1. ---

2. ---

Link to workplan/budget (T164) needed? Yes [ ] No [ ]
Complaint/feedback form needed (T183)? Yes [ ] No [ ] Ref: ______
Risk entry needed (T163)? Yes [ ] No [ ] Risk ID: ______

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12) Sign-off and filing

Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Visitor Services/Safety): __________ Signature: __________ Date: //____

File code / reference ID: ____________________
Classification recommended (T173): Internal [ ] Restricted [ ]
File location (cabinet/folder + digital path): __________________________

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: ______

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3) Goals (what we want to achieve) (goals)

Write 3–6 clear goals.

1. ---

2. ---

3. ---

4. ---

5. ---

6. ---

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: ___________________

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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):

  1. ---

  2. ---

  3. ---

• 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: //____

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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: //____

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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: ____

Template No.: T194 Template Title: Emergency Support to Community Case Record (Relief Action Record)

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T194

Template Title: Emergency Support to Community Case Record (Relief Action Record)

Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45 (add G if neglect/loss prevention systems apply; add H for learning model)

Linked Templates / Policies: T180 (Community Event Proposal), T189 (Community Needs Survey), T188 (Leader/Elder Consultation), T183 (Feedback/Complaint), T177 (Cash Donation Acceptance), T178 (In-Kind Acceptance), T163 (Risk Register Entry), T169 (Learning Workshop Note), T190 (Media Approval), T173 (Records Classification)

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 record)

This record documents emergency support given to a community (relief action).
It shows what happened, what help was provided, who was reached, and what we learned.

---

2) Emergency event summary (event)

Event type (tick): Flood [ ] Fire [ ] Storm [ ] Landslide [ ] Drought [ ] Disease outbreak [ ] Conflict displacement [ ] Other: ______

• Event name (if used locally): ______________________________________

• Date(s) of event: ____ / ____ / ______ to ____ / ____ / ______

• Location (village/area/district): ___________________________________

• Who first informed HSWAGATA (name/role): __________________________

• Date HSWAGATA learned of the event: ____ / ____ / ______

Short summary (3–6 lines, facts only):

---

---

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3) Needs identified (what people needed)

How needs were identified (tick):
Leader/elder consultation (T188) [ ] Survey (T189) [ ] Direct observation [ ] Partner report [ ] Other: ____

Top needs (tick all that apply):
Food [ ] Clean water [ ] Temporary shelter materials [ ] Clothing [ ] Hygiene items [ ] Medicine/basic health items [ ] School items [ ] Transport support [ ] Repair tools/materials [ ] Other: ______

Notes (short):

---

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4) Decision and approvals (why we acted)

• Decision date: ____ / ____ / ______

• Decision authority (tick): Unit Head [ ] Director [ ] Board [ ] Other: ____

• Reason for support (simple): ______________________________________

• Any limits set (budget/time/area): _________________________________

Risk entry created (T163)? Yes [ ] No [ ] Risk ID: ________________

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5) Partners and coordination

List who worked with us.

Partner 1: ______________________________________________

• Type (tick): Temple [ ] Village group [ ] School [ ] Local state office [ ] NGO [ ] Donor group [ ] Other: ____

• Contact person: ______________________ Phone/email: ______________

• Role in the relief action: _________________________________________

Partner 2: ______________________________________________

• Contact: ____________________________

• Role: _________________________________________________

Coordination meeting held? Yes [ ] No [ ]
If Yes, date and notes: _____________________________________________

---

6) Support provided (help given)

A) What we provided (tick and describe)

Cash support (approved) [ ]
In-kind goods (food/water/items) [ ]
Transport/logistics support [ ]
Volunteer support (labour/help desk) [ ]
Temporary space/support at museum site (if approved) [ ]
Other: __________________________ [ ]

Detailed list (write quantities and dates):
Item/support: _______________________ Qty/amount: ______ Date: //____
Item/support: _______________________ Qty/amount: ______ Date: //____
Item/support: _______________________ Qty/amount: ______ Date: //____

B) Distribution method (how it was given)

• Distribution place(s): _____________________________________________

• Distribution dates: //____ to //____

• Managed by (name/role): _________________________________________

• Crowd control plan used? Yes [ ] No [ ]

Fairness note (how we avoided favouritism):

---

---

7) People reached (people reached)

• Estimated households supported: ________

• Estimated individuals supported: ________

• Priority groups reached (tick): Children [ ] Elders [ ] Disabled [ ] Pregnant women [ ] Low-income families [ ] Other: ____

How numbers were counted (tick): List/register [ ] Partner report [ ] Estimate only [ ] Other: ____
List/register file reference (if any): ______________________________

---

8) Donations and resources used (transparency)

Did we use donations for this emergency action? Yes [ ] No [ ]

If Yes:

• Cash donations used (T177 ref IDs): ________________________________

• In-kind donations used (T178 ref IDs): ______________________________

• Any gifts with conditions reviewed (T179)? Yes [ ] No [ ] Ref: ________

Budget summary (simple)
Currency: ______

• Estimated cost: ____________________

• Actual cost (if known): ____________________

• Funding sources (tick): Museum budget [ ] Donors [ ] Partners [ ] Grant [ ] Other: ____

Finance evidence filed (tick): Receipts [ ] Bank proof [ ] Inventory list [ ] Other: ____
Evidence file location/path: _________________________________________

---

9) Safeguarding, dignity, and peace notes (required)

Tick and note.

• Support was voluntary and not used to pressure people. Yes [ ] No [ ]

• People were treated with respect (no shame, no rude speech). Yes [ ] No [ ]

• No political party messages were used. Yes [ ] No [ ]

• Conflict risk managed calmly (if any). Yes [ ] No [ ] Notes: ___________

• Child safety considered (children stayed with adults / safe space). Yes [ ] No [ ]

• Any serious complaint received (T183)? Yes [ ] No [ ] Ref: ___________

Sensitive/security note: Do not include sensitive details in public posts.

---

10) Media and public communication (optional)

Any public announcement/post made? Yes [ ] No [ ]
If Yes:

• Approved with T190? Yes [ ] No [ ] Ref: __________________________

• Photos used? Yes [ ] No [ ]

• Consent considered (especially children/faces)? Yes [ ] No [ ]

Link/screenshot location (internal): __________________________________

---

11) Outcomes and follow-up

Immediate outcome (short):

---

Follow-up needs (next 1–3 months):

• Need 1: ________________________________________________
  Owner: ____________________ Deadline: //____

• Need 2: ________________________________________________
  Owner: ____________________ Deadline: //____

Longer-term support linked (tick):
Community event plan (T180) [ ] Village project (T181) [ ] Survey (T189) [ ] Consultation (T188) [ ] Other: ____

---

12) Lessons learned (lessons)

List 3–7 lessons. Keep them practical.

1. ---

2. ---

3. ---

4. ---

5. ---

Any reforms needed (policy/SOP/training)? Yes [ ] No [ ]
If Yes, link: T169 [ ] T162 [ ] T155 [ ] Other: ____

---

13) Signatures and filing

Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Unit Head / Community Engagement): _ Signature: __________ Date: //____
Reviewed by (Finance, if funds used): ___________ Signature: __________ Date: //____
Approved by (Director/Authority): ______________ Signature: __________ Date: //____

File code / reference ID: ____________________
Classification recommended (T173): Public [ ] Internal [ ] Restricted [ ]
File location (cabinet/folder + digital path): __________________________
Retention period: 1 year [ ] 3 years [ ] 5 years [ ] 10 years [ ] Other: ____

Template No.: T193 Template Title: Small-Donor Stewardship & Thank-You Log

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T193

Template Title: Small-Donor Stewardship & Thank-You Log

Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45

Linked Templates / Policies: T176 (Lay Donor Registration), T177 (Cash Donation Acceptance), T178 (In-Kind Acceptance), Communication Policy, Data/Privacy Rules, T173 (Records Classification)

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 log)

This log tracks many small donors and the thank-you actions we send.
It helps gratitude, trust, and clear records.

---

2) Log period and owner

• Log period (month/quarter/year): ______________________________

• Department / unit: ___________________________________________

• Log owner (name/role): _______________________________________

• Review frequency (tick): Weekly [ ] Monthly [ ] Quarterly [ ]

---

3) Simple rules (how to use this log)

• Record donors respectfully.

• Do not share donor phone/address outside the museum.

• If donor wants to stay anonymous, record “Anonymous” and do not publish their name.

• If a donor asks “no contact,” do not send messages (only send receipt if required).

---

4) Thank-you log table (main fields)

(Use one line per donor. Add pages as needed.)

Columns to fill:

• Entry No.

• Date received

• Donor name (or “Anonymous”)

• Donor ID (if linked to T176)

• Donation type (Cash / In-kind)

• Donation amount / item summary

• Related form ref (T177/T178 ID)

• Thank-you action taken (SMS / Email / Call / Letter / In-person / Public list)

• Date thank-you sent

• Sent by (name/role)

• Donor comment / preference (e.g., “no public name”, “no contact”, “prefers phone”)

• Notes (short)

Log entries

Entry 1

• Entry No.: ______

• Date received: //____

• Donor name: __________________________________

• Donor ID (T176): ______________________________

• Donation type: Cash [ ] In-kind [ ]

• Amount / item summary: ________________________

• Related form ref: T177 [ ] T178 [ ] ID: __________

• Thank-you action: SMS [ ] Email [ ] Call [ ] Letter [ ] In-person [ ] Public list [ ] None (no contact) [ ]

• Date thank-you sent: //____

• Sent by: ______________________________

• Donor comment / preference: ____________________

• Notes: _______________________________________

Entry 2

• Entry No.: ______

• Date received: //____

• Donor name: __________________________________

• Donor ID (T176): ______________________________

• Donation type: Cash [ ] In-kind [ ]

• Amount / item summary: ________________________

• Related form ref: T177 [ ] T178 [ ] ID: __________

• Thank-you action: SMS [ ] Email [ ] Call [ ] Letter [ ] In-person [ ] Public list [ ] None [ ]

• Date thank-you sent: //____

• Sent by: ______________________________

• Donor comment / preference: ____________________

• Notes: _______________________________________

Entry 3

• Entry No.: ______

• Date received: //____

• Donor name: __________________________________

• Donor ID (T176): ______________________________

• Donation type: Cash [ ] In-kind [ ]

• Amount / item summary: ________________________

• Related form ref: T177 [ ] T178 [ ] ID: __________

• Thank-you action: SMS [ ] Email [ ] Call [ ] Letter [ ] In-person [ ] Public list [ ] None [ ]

• Date thank-you sent: //____

• Sent by: ______________________________

• Donor comment / preference: ____________________

• Notes: _______________________________________

(Add more rows as needed.)

---

5) Public acknowledgement control (optional)

Will any names be published (e.g., annual report donor list)? Yes [ ] No [ ]

If Yes:

• Source list file name/path: ____________________________________

• Confirm consent for names: Yes [ ] No [ ]

• Names to keep private (write “Anonymous” or list IDs): ______________

---

6) Review and follow-up (optional)

• Any donors needing follow-up (receipt missing / message bounced)? Yes [ ] No [ ]
  If Yes, list entry numbers: _________________________________________

• Any repeated donor preference notes to update in T176? Yes [ ] No [ ]
  If Yes, what updates: ______________________________________________

---

7) Sign-off and filing

Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Unit Head / Finance if needed): ____ Signature: __________ Date: //____

File code / reference ID: ____________________
Classification recommended (T173): Internal [ ] Restricted [ ]
File location (cabinet/folder + digital path): __________________________
Retention period: 1 year [ ] 3 years [ ] 5 years [ ] Other: ____

Template No.: T192 Template Title: Community Offering Ceremony Plan (Communal Offerings)

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T192

Template Title: Community Offering Ceremony Plan (Communal Offerings)

Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45

Linked Templates / Policies: T180 (Community Event Proposal), T186 (Pilgrim Group Booking), T177 (Cash Donation Acceptance), T179 (Gift with Conditions Risk Review), Visitor Safety & Fire Plan, Safeguarding & Relic Respect Rules, T190 (Media Approval), T173 (Records Classification)

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 plan)

This plan prepares a community offering ceremony in a calm, respectful, and safe way.
It lists the aim, items, roles, chant list, and peace/safeguarding notes.

---

2) Ceremony details (basic plan)

• Ceremony name/title: __________________________________________

• Type (tick): Offering (dāna) [ ] Merit-making [ ] Blessing [ ] Memorial [ ] Community peace prayer [ ] Other: ______

• Date: ____ / ____ / ______

• Time: __________ to __________

• Place / venue: _______________________________________________

• Expected people: ________

• Language(s): ________________________________________________

Main contact person (name/role/phone):

---

---

3) Aim and key message (aim)

Main aim (1–2 sentences):

---

Key message to community (simple, calm):

---

Peace focus (tick):
Harmony in community [ ] Non-violence [ ] Gratitude [ ] Sharing and kindness [ ] Healing after conflict [ ] Other: ______

---

4) Community partners and guests

Partner/Group 1: ______________________________________________
Role in ceremony: ______________________________________________
Contact: ______________________________________________________

Partner/Group 2: ______________________________________________
Role in ceremony: ______________________________________________
Contact: ______________________________________________________

Monastics invited? Yes [ ] No [ ]
If Yes, number expected: ________ Temple: ___________________________

---

5) Offering items list (items)

Tick and list clearly. (No pressure. Offerings must be voluntary.)

A) Main items
Food (dāna) [ ] Water/drinks [ ] Flowers [ ] Candles/lamps [ ] Incense [ ]
Robes/cloth [ ] Medicine/health items [ ] Books/learning materials [ ]
Cleaning supplies [ ] Other: __________________ [ ]

B) Detailed item list (write quantities)
Item: ______________________ Qty: ______ Source (donor/museum/partner): __________
Item: ______________________ Qty: ______ Source: ______________________________
Item: ______________________ Qty: ______ Source: ______________________________

C) Handling notes (safe and respectful)

• Food safety note (if food): __________________________________________

• Allergy note (if any): _______________________________________________

• Storage location before ceremony: ___________________________________

---

6) Roles and responsibilities (roles)

Ceremony lead (name/role): ______________________________________
Monastic liaison (name/role): ____________________________________
Community liaison (name/role): __________________________________
Safety lead (fire/first aid) (name/role): ___________________________
Crowd guidance lead (name/role): _________________________________
Clean-up lead (name/role): ______________________________________
Donation/receipt desk lead (if used) (name/role): ___________________
Media/photo lead (if used) (name/role): ___________________________

Volunteers needed: Yes [ ] No [ ] Number: ________
Volunteer list / link (if used): ______________________________________

---

7) Ceremony flow (simple schedule)

Write a simple running order.

1. Arrival and seating (time): _______________________________________

2. Welcome and short guidance (time): _______________________________

3. Chanting/prayers (time): _________________________________________

4. Offering moment (time): __________________________________________

5. Short talk / blessing (time): ______________________________________

6. Closing words and thanks (time): _________________________________

7. Sharing food / community time (if planned) (time): __________________

8. Clean-up and closing (time): ______________________________________

---

8) Chant list (chant list)

Tick planned chants. (List names only. Do not print long texts here.)

Opening

• Taking Refuge (Ti-saraṇa) [ ]

• Five Precepts (Pañca-sīla) (if appropriate) [ ]

Peace and goodwill

• Mettā (Loving-kindness) Chant / Mettā Sutta (short) [ ]

• Sharing of Merit (Patti-dāna) [ ]

Protection (optional, respectful)

• Mangala Sutta (Blessings) [ ]

• Ratana Sutta (Jewels) [ ]

• Other chant title: _______________________________ [ ]

Closing

• Blessing/aspiration for peace [ ]

• Dedication of merit for community harmony [ ]

Chant leader (monk/lay leader): _________________________________
Printed chant sheets needed? Yes [ ] No [ ]
If Yes, check: approved wording [ ] large font [ ] simple language [ ]

---

9) Peace, safeguarding, and respect notes (required)

A) Peace and respectful conduct

• Remind everyone: calm voice, respectful dress, no pushing. Yes [ ]

• No political party messages, no angry speech. Yes [ ]

• No pressure to give offerings or money. Yes [ ]

B) Safeguarding (people safety)

Children present? Yes [ ] No [ ]
If Yes: children stay with adults [ ] safe area planned [ ]

Elders/disabled support needed? Yes [ ] No [ ]
If Yes: reserved seating [ ] extra help [ ] wheelchair access [ ]

C) Fire and crowd safety

• Exits clear and shown to staff/volunteers. Yes [ ]

• Candles/incense used? Yes [ ] No [ ]
  If Yes: fire-safe area [ ] water/sand ready [ ] staff watching [ ]

D) Relic and sacred boundaries (if any)

• Any Sacred-Restricted area involved? Yes [ ] No [ ]
  If Yes: keep details off public documents and follow relic rules. Yes [ ]

---

10) Donations and financial handling (if any)

Will donations be collected during the ceremony? Yes [ ] No [ ]

If Yes:

• Method (tick): Donation box [ ] Receipt desk [ ] Bank transfer/QR [ ] Other: ____

• Use form T177 for cash [ ]

• If any “conditions” are suggested, use T179 [ ]

• Two-person cash count [ ] Deposit same/next day [ ]
  Notes: ____________________________________________________________

---

11) Media and photos (optional)

Photos/video planned? Yes [ ] No [ ]
If Yes:

• Use T190 approval sheet [ ]

• No photos in restricted areas [ ]

• Consent considered (especially children) [ ]
  Media/announcement poster needed? Yes [ ] No [ ]
  If Yes, use T191 template [ ]

---

12) Risk notes (quick)

Risk 1: ______________________________ Level: Low [ ] Med [ ] High [ ]
Control: ______________________________________________________

Risk 2: ______________________________ Level: Low [ ] Med [ ] High [ ]
Control: ______________________________________________________

Risk register entry needed (T163)? Yes [ ] No [ ] Risk ID: __________

---

13) Approvals

Prepared by: ______________________________ Signature: __________ Date: //____
Reviewed by (Safety/Security): _____________ Signature: __________ Date: //____
Reviewed by (Doctrinal/Ethics, if needed): __ Signature: __________ Date: //____
Approved by (Director/Authority): __________ Signature: __________ Date: //____

---

14) After-ceremony notes (learning)

• Actual attendance: ________

• What went well: ________________________________________________

• What to improve: _______________________________________________

• Any complaints/feedback (T183)? Yes [ ] No [ ] Reference: __________

• Any incidents? Yes [ ] No [ ] Notes (safe, general): ________________

---

15) Filing

File code / reference ID: ____________________
Classification recommended (T173): Internal [ ] Restricted [ ]
File location (cabinet/folder + digital path): __________________________

Template No.: T191 Template Title: Public Talk / Dhamma Talk Announcement Template

THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T191

Template Title: Public Talk / Dhamma Talk Announcement Template

Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45 (add A if cosmology/teachings focus; add H if ethics theme)

Linked Templates / Policies: Communication Policy, T190 (Media Content Approval), T172 (Logo/Branding Approval), Visitor Safety Plan, T173 (Records Classification)

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 template)

This template creates a clear and respectful announcement for a public talk or Dhamma talk.

---

2) Event details (core fields)

Event type (tick): Public talk [ ] Dhamma talk [ ] Chanting/reflection (approved) [ ] Workshop [ ] Other: ______

Speaker name and title: __________________________________________
Organisation/temple (if any): ________________________________________

Talk title: ______________________________________________________

Short talk description (2–4 lines, simple words):

---

---

Date: ____ / ____ / ______
Time: __________ to __________
Place / venue: _________________________________________________
Address / location details: ______________________________________

Language(s): _________________________________________________

---

3) Audience and access

Who is invited (tick): Everyone [ ] Community members [ ] Families [ ] Youth/students [ ] Pilgrims [ ] Donors [ ] Other: ______

Entry (tick): Free [ ] Registration needed [ ] Ticketed (approved) [ ]

If registration needed:

• How to register (phone/message/link): ______________________________

• Limit of seats: ________

Accessibility / special support (tick):
Wheelchair access [ ] Hearing support [ ] Reserved seating for elders [ ] Other: ______
Details: __________________________________________________________

---

4) Contact details (for questions)

Contact person name/role: __________________________________________
Phone: __________________________ Email: __________________________
Office hours (optional): ____________________________________________

---

5) Special notes (special note)

Tick and add short notes.

• Please dress respectfully. [ ]

• Please keep phones silent. [ ]

• Photos/video rules (where allowed): ________________________________

• Please come 10–15 minutes early. [ ]

• Children must stay with adults. [ ]

• No selling inside the event area. [ ]

• Donations are voluntary and not required. [ ]

• Other note: __________________________ [ ] Details: ________________

---

6) Safety and crowd control (internal planning note)

Expected number of people: ________
Extra staff/volunteers needed? Yes [ ] No [ ]
Emergency contact on duty (name/role): _______________________________

---

7) Branding and approval checks (before publishing)

• Logo used? Yes [ ] No [ ] If Yes, T172 reference ID: ________________

• Posted on social media? Yes [ ] No [ ] If Yes, use T190 approval: ____

• Records classification (T173) for the final poster/text: Public [ ] Internal [ ]

Approved by (Comms/Director): __________________ Signature: _________ Date: //____

---

8) Ready-to-use announcement text (copy block)

(Replace the [brackets] and keep words simple.)

HSWAGATA Public Talk / Dhamma Talk
Title: [Talk Title]
Speaker: [Name, Title]
Date: [DD/MM/YYYY]
Time: [Start–End]
Place: [Venue, Address]

About the talk:
[2–4 short lines about the talk.]

Who can join: [Everyone / community / students / etc.]
Entry: [Free / registration needed]

Contact: [Name] – [Phone/Email]

Special note: [Respectful dress / quiet phones / photo rule / arrive early / donations voluntary.]

---

9) Filing

File code / reference ID: ____________________
File location (cabinet/folder + digital path): __________________________

Document version / code: ____________________ Effective date: //____ 

Template No.: T190 Template Title: Media & Social Media Content Approval Sheet (Community)

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T190

Template Title: Media & Social Media Content Approval Sheet (Community)

Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45 (add E if misinformation/science topics; add F if conflict risk)

Linked Templates / Policies: Communication Policy, Data/Privacy Rules, T172 (Logo & Branding Approval), T183 (Community Feedback/Complaint), T179 (Gift with Conditions Risk Review), Relic Respect & Safeguarding Rules, T173 (Records Classification)

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 sheet)

This sheet approves community media content before it is posted.
It helps keep messages truthful, respectful, and safe.

---

2) Post / content details (basic info)

• Content title / short name: __________________________________________

• Platform (tick): Facebook [ ] Instagram [ ] TikTok [ ] YouTube [ ] Website [ ] Printed poster [ ] Press note [ ] Other: ______

• Post type (tick): Text [ ] Image [ ] Video [ ] Event notice [ ] Donation update [ ] Education post [ ] Other: ______

• Language(s): _______________________________________________

• Target audience (tick): Local community [ ] Donors [ ] Schools/youth [ ] Pilgrims/visitors [ ] Partners [ ] General public [ ] Other: ______

• Purpose (tick): Inform [ ] Invite [ ] Thank donors [ ] Share learning [ ] Promote peace/harmony [ ] Fundraising (approved) [ ] Other: ______

• Planned publish date/time: ____ / ____ / ______ ________

• Publish by (name/role/account): _____________________________________

---

3) Draft content (copy/paste full draft here)

A) Main text / caption:

---

---

---

B) Headline (if used): ___________________________________________

C) Hashtags (if used): __________________________________________

D) Call to action (if any):
Visit [ ] Join event [ ] Share [ ] Donate [ ] Volunteer [ ] Other: ______
Details: __________________________________________________________

E) Links / phone numbers included (write):

---

---

4) Images, video, and logo check (image check)

A) Media attached? Yes [ ] No [ ]
If Yes, list file names/links/path: ___________________________________

B) Photo/video source (tick):
Taken by HSWAGATA [ ] Provided by partner [ ] Provided by community [ ] Stock/other [ ]

C) Permission check

• We have permission to use these images/videos. Yes [ ] No [ ] Not sure [ ]

• People shown clearly (faces)? Yes [ ] No [ ]
  If Yes: consent obtained (or public event notice rules followed). Yes [ ] No [ ] Not sure [ ]

D) Sensitive image check (must tick)

• No photos of Sacred-Restricted areas or security controls. Yes [ ] No [ ]

• No private donor details shown (names, phone, bank). Yes [ ] No [ ]

• No children shown in a risky way. Yes [ ] No [ ]

E) Logo / branding use

• HSWAGATA logo used? Yes [ ] No [ ]
  If Yes: T172 approval reference ID: _______________________________

---

5) Risk and ethics check (risk check)

Tick Yes/No. If any “No”, revise or do not post.

A) Truthfulness and misinformation

1. The post is truthful and not exaggerated. Yes [ ] No [ ]

2. The post does not claim “proof” without evidence. Yes [ ] No [ ]

3. If it mentions relics, it uses respectful and careful words. Yes [ ] No [ ]

B) Faith, respect, and peace

4. The tone is respectful (no mocking, no anger). Yes [ ] No [ ]

5. The post supports peace and harmony (no attacks on groups). Yes [ ] No [ ]

6. The post avoids political party promotion. Yes [ ] No [ ]

C) Safety and security

7. The post does not reveal security routines, keys, layouts, or access rules. Yes [ ] No [ ]

8. The post does not encourage unsafe crowd behavior. Yes [ ] No [ ]

D) Privacy and data protection

9. No private personal data is shown (donors, staff, visitors). Yes [ ] No [ ]

10. Any quotes/names used have consent (if needed). Yes [ ] No [ ] Not sure [ ]

E) Donations and “strings attached”

11. If the post asks for donations, it is voluntary and not pressuring. Yes [ ] No [ ]

12. If any donor conditions are mentioned, it was approved (T179 if needed). Yes [ ] No [ ] NA [ ]

13. Bank details shown are official and correct (if any). Yes [ ] No [ ] NA [ ]

Overall risk level (tick): Low [ ] Medium [ ] High [ ]
If Medium/High, what is the main risk? __________________________________

---

6) Required edits (if any)

List changes needed before approval.

Edit 1: ____________________________________________________________
Edit 2: ____________________________________________________________
Edit 3: ____________________________________________________________

Revised draft returned to approver? Yes [ ] No [ ] Date: //____

---

7) Approval decision (approver)

Decision (tick one):
Approved to publish [ ]
Approved with changes (must edit first) [ ]
Not approved [ ]
Hold for senior review [ ]

Reason (short): _________________________________________________

Approval limits (if needed):

• Approved platform(s): _____________________________________________

• Approved dates (from/to): //____ to //____

• Comments must be moderated? Yes [ ] No [ ]

• Who responds to public questions: _________________________________

---

8) Publication record (after posting)

(Complete after posting.)

• Posted? Yes [ ] No [ ]

• Posted date/time: ____ / ____ / ______ ________

• Link to post (or screenshot saved location): __________________________

• Any major public reaction/issue? Yes [ ] No [ ]
  If Yes, note and link to T183 (complaint/feedback) or T163 (risk): _________

---

9) Signatures and filing

Prepared by (name/role): _______________________ Signature: __________ Date: //____

Checked by (Comms/Community lead): _____________ Signature: __________ Date: //____

Doctrinal/Ethics check needed? Yes [ ] No [ ]
If Yes, reviewed by (name/role): _______________ Signature: __________ Date: //____

Approved by (Director/Authority): ______________ Signature: __________ Date: //____

File code / reference ID: ____________________
Classification recommended (T173): Public [ ] Internal [ ] Restricted [ ]
File location (cabinet/folder + digital path): __________________________

Template No.: T189 Template Title: Community Needs & Ideas Survey Form

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T189

Template Title: Community Needs & Ideas Survey Form

Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45

Linked Templates / Policies: T183 (Community Feedback & Complaint), T180 (Community Event Proposal), T181 (Village Stupa Project Tracking), T188 (Leader/Elder Consultation Record), Data/Privacy Rules, T173 (Records Classification)

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 ask)

This survey asks what the community needs and wants.
It helps HSWAGATA plan education, welfare support, peace work, and local heritage care.

---

2) Survey details (for staff)

• Survey location (village/area): ____________________________________

• Survey method (tick): Paper [ ] Interview [ ] Group meeting [ ] Online [ ] Other: ____

• Enumerator / interviewer (name/role): ______________________________

• Language used: _________________________________________________

• Number of people surveyed (if group): ________

---

3) About you (optional)

A) Do you want to stay anonymous? Yes [ ] No [ ]

If No, optional contact:

• Name: ______________________________________________

• Phone/email (optional): _______________________________

B) Your connection (tick):
Local resident [ ] Temple member [ ] Donor/supporter [ ] Student [ ] Teacher [ ] Community leader [ ] Visitor [ ] Other: ______

C) Age group (tick):
Under 18 [ ] 18–24 [ ] 25–39 [ ] 40–59 [ ] 60+ [ ] Prefer not to say [ ]

D) Consent to contact (tick):
Yes, you may contact me to clarify my answers. [ ]
No, please do not contact me. [ ]

---

4) Area of need (choose what matters most)

Tick up to 3 areas.

Education and learning (schools, talks, heritage) [ ]
Community welfare (health, support for vulnerable people) [ ]
Peace and harmony (conflict reduction, calm relations) [ ]
Youth development (skills, safe activities) [ ]
Women and family support [ ]
Local stupa care / cleaning / repair [ ]
Environment and cleanliness (waste, water, trees) [ ]
Visitor management / local tourism benefits [ ]
Truthful information (stop rumours/misinformation) [ ]
Other area: __________________________ [ ]

---

5) Priority ranking (what should come first?)

Write 1, 2, 3, 4, 5 (1 = highest priority).

• Education and learning: ____

• Community welfare: ____

• Peace and harmony: ____

• Youth development: ____

• Local stupa care: ____

• Cleanliness/environment: ____

• Visitor/tourism support: ____

• Other: ______________________ : ____

---

6) Needs and problems (tell us what is happening)

Answer in short words or sentences.

A) What is the biggest need in your community right now?

---

B) What causes this problem? (optional)

---

C) Who is most affected? (children, elders, families, etc.)

---

---

7) Ideas and suggestions (what should we do?)

A) Ideas for education (talks, school visits, learning materials):

---

B) Ideas for welfare support (safe, fair, and respectful):

---

C) Ideas for peace and harmony (reduce conflict, build trust):

---

D) Ideas for village stupa care (cleaning, repair, protection):

---

E) Any other idea:

---

---

8) Community strengths (what is already good?)

What is already working well in your community?

---

Who are good helpers/partners? (temples, schools, groups)

---

---

9) How you want to join (optional)

Would you like to help in any way? (tick)

Join a community meeting [ ]
Volunteer time (events/education/cleaning) [ ]
Share skills (teaching, building, IT, art, etc.) [ ]
Support a village stupa project [ ]
No, not now [ ]

If Yes, what can you do? ___________________________________________

---

10) Risks and sensitive notes (for staff)

Tick if any apply (do not write sensitive details here).

• Risk of conflict between groups [ ]

• Misinformation/rumours risk [ ]

• Safety risk at events/visits [ ]

• Sensitive relic/security topic mentioned [ ]

If any are ticked, consider: T183 [ ] T163 risk entry [ ] T188 consultation [ ]

---

11) Staff summary (to be completed by HSWAGATA)

• Key needs heard (top 3):

  1. ---

  2. ---

  3. ---

• Proposed next steps (what we will do next):

  ---

• Follow-up needed? Yes [ ] No [ ]
  If Yes, who/when: _________________________________________________

---

12) Record classification and filing

Recommended classification (T173): Public [ ] Internal [ ] Restricted [ ]
Reason (if Restricted): _____________________________________________

File code / reference ID: ____________________
File location (cabinet/folder + digital path): __________________________
Retention period: 1 year [ ] 3 years [ ] 5 years [ ] Other: ____

Prepared/collected by (name/role): __________________ Signature: __________ Date: //____
Reviewed by (Unit Head / Community Engagement): ______ Signature: __________ Date: //____

Template No.: T188 Template Title: Local Leader & Elder Consultation Record

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T188

Template Title: Local Leader & Elder Consultation Record

Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45 (add F if conflict risk)

Linked Templates / Policies: T180 (Community Event Proposal), T181 (Village Stupa Project Tracking), T183 (Community Feedback/Complaint), T158 (Stakeholder Mapping), T163 (Risk Register Entry), T173 (Records Classification), Safeguarding & Respect Guidelines

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 record)

This record shows respectful consultation with local leaders and elders.
It keeps clear notes on topics, agreements, and concerns.

---

2) Consultation details (date and place)

• Consultation date: ____ / ____ / ______

• Time: __________ to __________

• Place (village/temple/home/office): ________________________________

• Method (tick): In-person [ ] Phone [ ] Online [ ] Community meeting [ ] Other: ______

• Language(s) used: _______________________________________________

• Facilitator (name/role): _________________________________________

• Note taker (name/role): __________________________________________

---

3) Person consulted (leader / elder details)

• Name (as preferred): _____________________________________________

• Role/title (tick): Village elder [ ] Community leader [ ] Temple elder [ ] Local official [ ] Women’s group leader [ ] Youth leader [ ] Other: ______

• Community / village: _____________________________________________

• Contact (phone) (optional): _______________________________________

Consent to record notes (tick): Yes [ ] No [ ]
If No: write only general points, no names.

Consent to share summary with partners/community (tick): Yes [ ] No [ ]
If Yes, what can be shared (short): _________________________________

---

4) Participants (who attended)

HSWAGATA participants (name/role):

1. ---

2. ---

Community participants (name/role) (if allowed):

1. ---

2. ---

Observers/guests (optional): ________________________________________

---

5) Topics discussed (topics)

Tick and add notes.

• Community needs and local context [ ] Notes: ________________________

• Museum visit rules and respect guidance [ ] Notes: ___________________

• Village stupa plan / repair / maintenance [ ] Notes: __________________

• Event planning (festival, dāna day, school visit) [ ] Notes: ___________

• Donations and fair handling (no pressure, clear receipts) [ ] Notes: ____

• Youth learning and heritage education [ ] Notes: ____________________

• Safety and crowd control [ ] Notes: ________________________________

• Concerns about rumours/misinformation [ ] Notes: ___________________

• Conflict risks between groups (if any) [ ] Notes: ____________________

• Other topic: ______________________ [ ] Notes: _____________________

Key points said by the elder/leader (short, respectful):

1. ---

2. ---

3. ---

---

6) Agreements reached (agreements)

Write clear agreements. Each should have an owner and a date.

Agreement 1: ______________________________________________________

• Owner (HSWAGATA/community): _________________________________

• Deadline / date: ____ / ____ / ______

Agreement 2: ______________________________________________________

• Owner: _________________________________

• Deadline / date: ____ / ____ / ______

Agreement 3: ______________________________________________________

• Owner: _________________________________

• Deadline / date: ____ / ____ / ______

---

7) Concerns raised (concerns)

List concerns clearly and calmly (facts, not blame).

Concern 1: ________________________________________________________

• Type (tick): Trust/faith [ ] Donation ethics [ ] Safety [ ] Conflict [ ] Land/permission [ ] Reputation/rumours [ ] Other: ____

• Urgency: Low [ ] Medium [ ] High [ ]

• Suggested response: _____________________________________________

Concern 2: ________________________________________________________

• Type: Trust/faith [ ] Donation ethics [ ] Safety [ ] Conflict [ ] Land/permission [ ] Reputation/rumours [ ] Other: ____

• Urgency: Low [ ] Medium [ ] High [ ]

• Suggested response: _____________________________________________

Sensitive note: If concerns include security or relic-access details, mark Restricted/Sacred-Restricted and keep details minimal.

---

8) Actions and follow-up plan

Action 1

• Task: _________________________________________________

• Owner: __________________________

• Deadline: ____ / ____ / ______

• Link to template (if needed): T180 [ ] T181 [ ] T183 [ ] T163 [ ] Other: ____

Action 2

• Task: _________________________________________________

• Owner: __________________________

• Deadline: ____ / ____ / ______

Follow-up meeting needed? Yes [ ] No [ ]
If Yes, proposed date: ____ / ____ / ______ Place: ____________________

---

9) Record classification and filing

Recommended classification (T173): Public [ ] Internal [ ] Restricted [ ] Sacred-Restricted [ ]
Reason (if Restricted/Sacred-Restricted): _____________________________

File code / reference ID: ____________________
File location (cabinet/folder + digital path): __________________________
Retention period: 1 year [ ] 3 years [ ] 5 years [ ] 10 years [ ] Other: ____

---

10) Signatures (optional but recommended)

Elder/Leader name: __________________________ Signature/thumbprint: __________ Date: //____
(If they prefer not to sign, tick here: No signature requested [ ])

Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Unit Head / Community Engagement): _ Signature: __________ Date: //____

Template No.: T187 Template Title: Lay Protectors’ Association Membership Form

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T187

Template Title: Lay Protectors’ Association Membership Form

Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45 (add F if security/conflict roles apply)

Linked Templates / Policies: T182 (Volunteer Registration), T166 (Induction Checklist), Safeguarding & Relic Respect Rules, Code of Conduct, Conflict-of-Interest Policy, T173 (Records Classification)

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 registers members of the Lay Protectors’ Association (a lay supporters group).
It records member details, roles, agreement to a code of conduct, and meeting schedule.

---

2) Member details (member information)

• Full name (as preferred): __________________________________________

• Title (Mr/Ms/Mrs/Dr/Other): _______________________________________

• Phone: __________________________ Email: __________________________

• Address / village (optional): _______________________________________

• City/Province: __________________________ Country: ________________

Emergency contact (optional but recommended)

• Name: __________________________ Relationship: ____________________

• Phone: _________________________

Link to community (optional):
Temple/community group: _______________________ Village/area: __________

---

3) Membership type and role (what the member will do)

Membership type (tick one):
General member [ ] Active supporter [ ] Committee member [ ] Youth member [ ] Advisor [ ]

Preferred role(s) (tick all that apply):

• Event support (crowd guidance, setup, cleaning) [ ]

• Community outreach / village stupa support [ ]

• Visitor welcome and guidance (public areas only) [ ]

• Education support (simple talks, translations) [ ]

• Donation support (non-cash tasks only, under staff control) [ ]

• Skills support (IT, design, maintenance) [ ]

• Peace and harmony support (calm mediation, welcoming) [ ]

• Other: __________________________ [ ]

Skills and strengths (short):

---

Time availability

• Days: Mon [ ] Tue [ ] Wed [ ] Thu [ ] Fri [ ] Sat [ ] Sun [ ]

• Frequency: Weekly [ ] Monthly [ ] Event-only [ ] Other: ____

• Hours per month (estimate): ______

---

4) Boundaries and restrictions (important)

Tick to confirm the member understands:

• I will not enter Sacred-Restricted areas unless officially authorised. [ ]

• I will not handle relics or restricted objects. [ ]

• I will not hold keys alone or access locked storage. [ ]

• I will not collect or count cash donations alone. [ ]

• I will not speak to media as official voice unless authorised. [ ]

• I will not share private information (donors, staff, security details). [ ]

If the member is proposed for a higher-trust role, list extra checks needed (if any):

---

---

5) Code of Conduct agreement (code of conduct)

Please read and tick each point:

• I will act with respect to Buddhist faith and the museum mission. [ ]

• I will use calm and truthful speech. [ ]

• I will not use the Association for politics, hate, or conflict. [ ]

• I will avoid gossip and rumours. [ ]

• I will declare any conflict of interest (money, family links, business). [ ]

• I will follow safeguarding and safety rules. [ ]

• I will not seek personal benefit from service. [ ]

If rules are broken, I understand the museum may suspend my membership.
Agree [ ]

---

6) Meetings and communication (meeting schedule)

Regular meeting schedule (choose one or write):

• First Sunday each month [ ] Time: ________

• Second Saturday each month [ ] Time: ________

• Quarterly meeting [ ] Months: __________________

• Other schedule: ______________________________________________

Meeting place (usual): ___________________________________________

Communication channels allowed (tick):
Phone [ ] Email [ ] SMS [ ] Messaging app [ ] In-person [ ]

Consent to contact about meetings and service needs: Yes [ ] No [ ]
Consent date: ____ / ____ / ______

---

7) Training and induction (if members support activities)

Training needed? Yes [ ] No [ ]
If Yes, tick training topics to schedule:

• Safeguarding basics [ ]

• Relic respect and visitor conduct [ ]

• Fire safety and evacuation basics [ ]

• Data/privacy basics [ ]

• Role-specific training [ ]

Induction checklist completed (T166) if relevant? Yes [ ] No [ ] Date: //____

---

8) Internal approval (association register)

• Membership approved? Yes [ ] No [ ] Pending [ ]

• Approved role level (tick): General [ ] Active [ ] Committee [ ] Advisor [ ]

• Approved by (name/role): _______________________________

• Approval date: ____ / ____ / ______

Member ID / register number (if used): ____________________________

---

9) Signatures and filing

Member name: __________________________ Signature/thumbprint: __________ Date: //____

Received by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Unit Head / Safeguarding): _________ Signature: __________ Date: //____

File code / reference ID: ____________________
Classification recommended (T173): Internal [ ] Restricted [ ]
File location (cabinet/folder + digital path): __________________________
Retention period: 1 year [ ] 3 years [ ] 5 years [ ] Other: ____

Template No.: T186 Template Title: Pilgrim Group Booking & Schedule Sheet

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T186

Template Title: Pilgrim Group Booking & Schedule Sheet

Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45 (add F if crowd/conflict risk; G if site capacity risk)

Linked Templates / Policies: Visitor Service Policy, Relic Respect & Safeguarding Rules, Fire Safety Plan, T184 (Guided Tour Script Planning), T183 (Feedback/Complaint Form), Donation Handling Policy (if any giving happens), T173 (Records Classification)

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 sheet)

This sheet records a pilgrim group booking and plans the schedule, time slots, and special needs.
It supports calm visits, respect, and safety.

---

2) Group details (booking info)

• Group name (as used by the group): __________________________________

• Temple / community group (if any): __________________________________

• Country / city of origin: ___________________________________________

• Group leader / main contact name: __________________________________

• Role/title (optional): _____________________________________________

• Phone: __________________________ Email: __________________________

• Alternative contact (optional): _____________________________________

• Booking request date: ____ / ____ / ______

• Visit date requested: ____ / ____ / ______

• Visit date confirmed: ____ / ____ / ______

Visit type (tick):
Pilgrimage visit [ ] Guided tour [ ] Prayer/chanting (approved) [ ] Education talk [ ] Donation visit (approved) [ ] Other: ______

---

3) Group size and composition (size)

• Total people expected: ________

• Adults: ________ Youth (under 18): ________ Elders: ________

• Monastics included? Yes [ ] No [ ] If Yes, number: ________

Group-to-guide ratio needed (tick):
1 guide [ ] 2 guides [ ] 3+ guides [ ]

Languages needed: _______________________________________________

---

4) Time slots and schedule (time slots)

A) Arrival and departure

• Arrival time: ________

• Departure time: ________

• Transport type (tick): Bus [ ] Vans [ ] Cars [ ] Walking [ ] Other: ______

• Parking needed? Yes [ ] No [ ] If Yes, number of buses/vans: ______

B) Booked time slots (fill times)

Slot 1: ________ to ________ Activity: _______________________________
Slot 2: ________ to ________ Activity: _______________________________
Slot 3: ________ to ________ Activity: _______________________________
Slot 4 (optional): ________ to ________ Activity: _____________________

Total visit minutes planned: ________

C) Route / areas planned

• Meeting point: _________________________________________________

• Route plan / tour script link (T184 ID if used): ______________________

• Areas included: _________________________________________________

• Areas NOT allowed / restricted (note only, no sensitive detail): _________

  ---

---

5) Special needs and support (special needs)

Tick and add details.

• Wheelchair access needed [ ] Details: ______________________________

• Elder support / extra seating [ ] Details: ___________________________

• Hearing support / microphone [ ] Details: ___________________________

• Quiet prayer time requested [ ] Details (time + place if approved): ____

• Toilet break planning needed [ ] Details: ___________________________

• Health/medical note (group level only): _____________________________

• Other need: __________________________ [ ] Details: ________________

---

6) Respect and conduct reminders (for pilgrims)

Confirm the group understands basic rules.

Read/agree (tick):

• Speak calmly and respectfully. [ ]

• No touching display cases or objects. [ ]

• Photos only where allowed; no photos in restricted areas. [ ]

• Follow staff instructions for safety and order. [ ]

• No pressure on anyone to donate. [ ]

Any extra rules for this visit:

---

---

7) Safety plan (site readiness)

• Crowd control plan needed? Yes [ ] No [ ]
  If Yes, controls: stagger entry [ ] split group [ ] extra staff [ ] barriers/signs [ ] other: ____

• Fire safety briefing to leader at arrival? Yes [ ] No [ ]

• Emergency contact (museum) on duty (name/role): ____________________
  Phone: __________________________

Any known risks (weather, protest, conflict, health):

---

---

8) Donations and offerings (if any)

Will the group bring a donation/offerings? Yes [ ] No [ ] Not sure [ ]

If Yes (tick):

• Cash donation expected [ ] Use form T177 [ ]

• In-kind gift expected [ ] Use form T178 [ ]

• Gift with conditions possible [ ] Use form T179 [ ]

Donation handling note: Donations must be recorded and counted safely. No private handling.

---

9) Internal staffing and confirmation

• Booking confirmed by (name/role): ________________________________

• Assigned guide(s) (name/role): ____________________________________

• Assigned safety/security staff (if needed): __________________________

• Briefing completed for staff? Yes [ ] No [ ] Date: //____

Final confirmation to group sent? Yes [ ] No [ ]

• Method: Phone [ ] Email [ ] Message [ ] Letter [ ]

• Date sent: ____ / ____ / ______

• Sent by: __________________________

---

10) After-visit notes (optional)

• Attendance actual: ________

• Visit went as planned? Yes [ ] No [ ]
  If No, what changed (short): ________________________________________

• Any incidents or complaints? Yes [ ] No [ ]
  If Yes, link to T183 ID / report: _________________________________

• Follow-up needed? Yes [ ] No [ ] Notes: ___________________________

---

11) Signatures and filing

Group leader acknowledgement (optional): __________________ Signature: __________ Date: //____

Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Visitor Services/Safety): __________ Signature: __________ Date: //____

File code / reference ID: ____________________
Classification recommended (T173): Internal [ ] Restricted [ ]
File location (cabinet/folder + digital path): __________________________