THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T180
Template Title: Community Event Proposal Form (Fairs / Festivals / Dāna Days)
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), T179 (Gift with Conditions Risk Review), T165 (Internal Memo), T158 (Stakeholder Map), T163 (Risk Register Entry), Fire Safety Plan / Visitor Safety Rules
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 and approves a community event (fair, festival, dāna day, village program).
It ensures clear aims, safe budgeting, and risk control.
2) Event summary (basic details)
Event title: ______________________________________________
Event type (tick): Fair [ ] Festival [ ] Dāna day [ ] Cultural day [ ] Education day [ ] Fundraising (approved) [ ] Other: ______
Short aim (1–2 sentences):
Proposed date: ____ / ____ / ______
Time: __________ to __________
Venue / location: __________________________________________
Expected number of people: _______
Target audience (tick): Local community [ ] Families [ ] Youth/students [ ] Donors [ ] Monastics [ ] Visitors [ ] Other: ______
3) Aim and expected benefits
Tick and write short notes.
Main aims (tick all that apply):
Support faith and community harmony [ ] Note: _______________________
Encourage generosity (dāna) in a respectful way [ ] Note: ____________
Teach about relic care and heritage [ ] Note: _______________________
Support village stupa/community protection work [ ] Note: ____________
Build good relations with temples and local leaders [ ] Note: _________
Raise funds for a clear public benefit (approved) [ ] Note: ___________
Other: __________________________ [ ] Note: _______________________
Expected outputs (3–7):
4) Community partners and roles
List partners involved and what they will do.
Partner 1: _________________________________________________
Type (tick): Temple [ ] Village group [ ] School [ ] Local state office [ ] NGO [ ] Donor group [ ] Other: ____
Contact person: ______________________ Phone/email: ______________
Role/task in the event: __________________________________________
Any MoU needed? Yes [ ] No [ ] (If Yes, link to T156/T24)
Partner 2: _________________________________________________
Contact: ____________________________
Role/task: _________________________________________________
MoU needed? Yes [ ] No [ ]
(Add more as needed.)
5) Program plan (what will happen)
A) Main activities (list in order)
Time ______ Activity: ______________________________________________
Time ______ Activity: ______________________________________________
Time ______ Activity: ______________________________________________
Time ______ Activity: ______________________________________________
B) Speakers / monastics / guests (if any)
Name/role: __________________________ Topic: ________________________
Name/role: __________________________ Topic: ________________________
C) Materials needed (posters, tents, chairs, sound, etc.)
6) Staffing and responsibilities
Event lead (name/role): ________________________________________
Safety lead (name/role): _______________________________________
Finance/cash handling lead (name/role): __________________________
Volunteer coordinator (name/role): ______________________________
Staff/volunteers needed: _______
Roles needed (tick): Reception [ ] Crowd guidance [ ] Cleaning [ ] First aid [ ] Security [ ] Food service [ ] Donation desk [ ] Education table [ ] Other: ______
Briefing planned? Yes [ ] No [ ]
Briefing date/time: //____ ________
7) Budget plan (estimated)
Currency: _________
A) Costs (estimated)
Venue / setup (tents, chairs, stage): ____________________
Sound / electricity / equipment: _________________________
Printing / signage: ______________________________________
Transport: _______________________________________________
Food / water: ____________________________________________
Safety (first aid, fire, security support): _______________
Cleaning / waste: ________________________________________
Other: _________________________________________________
Total estimated cost: __________________________
B) Funding source (tick)
Museum budget [ ] Donor support [ ] Partner support [ ] Grant [ ] Other: ______
C) If donations will be collected at the event
Donation collection planned? Yes [ ] No [ ]
If Yes:Method (tick): Donation box [ ] Receipt desk [ ] QR/bank transfer [ ] Other: ____
Controls planned (tick): Two-person cash count [ ] Receipt book [ ] Same/next day deposit [ ]
Form to use: T177 (cash) [ ] T179 (conditions) [ ]
8) Risk notes (safety, trust, harmony)
List main risks and controls. Keep short and practical.
Risk 1 (crowd / safety / fire): _________________________________
Level: Low [ ] Medium [ ] High [ ]
Control: _________________________________________________
Risk 2 (weather / heat / rain): _________________________________
Level: Low [ ] Medium [ ] High [ ]
Control: _________________________________________________
Risk 3 (conflict / sensitive speech / community tension): _________
Level: Low [ ] Medium [ ] High [ ]
Control: _________________________________________________
Risk 4 (donation ethics / pressure / “strings attached”): _________
Level: Low [ ] Medium [ ] High [ ]
Control: _________________________________________________
Risk 5 (security / theft / lost property): ________________________
Level: Low [ ] Medium [ ] High [ ]
Control: _________________________________________________
Emergency plan (who calls, where to gather):
9) Communications (how we invite and inform)
Invitation method (tick): Temple notice [ ] Posters [ ] Social media [ ] School letter [ ] Local radio [ ] Word of mouth [ ] Other: ____
Key message (short and respectful):
Who approves public message? Director [ ] Board [ ] Other: ______
Do we need a “no photos in restricted areas” reminder? Yes [ ] No [ ]
10) Approvals (before the event happens)
Reviews needed (tick):
Finance review [ ] Safety/fire review [ ] Security review [ ] Doctrinal/ethics review [ ] Partner/MoU review [ ]
Decision authority (tick): Unit Head [ ] Director [ ] Board [ ]
Prepared by: ______________________________ Signature: __________ Date: //____
Reviewed by (Safety/Security): _____________ Signature: __________ Date: //____
Reviewed by (Finance): _____________________ Signature: __________ Date: //____
Approved by (Director/Authority): __________ Signature: __________ Date: //____
11) Attachments and filing
Attachments (tick):
Program schedule [ ] Budget sheet [ ] Partner list/letters [ ] Risk note (T163 if needed) [ ] Public poster draft [ ]
File code / reference ID: ____________________
Classification recommended (T173): Internal [ ] Restricted [ ]
File location (cabinet/folder + digital path): __________________________
