THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T185
Template Title: School Visit Planning Form (School Group Management)
Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45
Linked Templates / Policies: T184 (Guided Tour Script Planning), Visitor Service Policy, Safeguarding Policy, Fire Safety Plan, 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) Visit summary (basic details)
School name: ______________________________________________
School address / area: ______________________________________
Contact teacher name: _______________________________________
Teacher phone/email: ________________________________________
Visit date: ____ / ____ / ______
Arrival time: ________ Departure time: ________
Meeting point: _____________________________________________
Language(s) needed: ________________________________________
Total students expected: ________
Total teachers/adults expected: ________
Student-to-adult ratio (write): ______ : ______
2) Age group and learning level (age group)
Age group (tick):
5–7 [ ] 8–10 [ ] 11–13 [ ] 14–17 [ ] 18+ [ ]
Grade/class (if known): ________________________________________
Special needs / access needs (tick):
Wheelchair access [ ] Hearing support [ ] Simple language [ ] Extra breaks [ ] Other: ______
Details: ______________________________________________________
3) Learning goals (learning goals)
Write 3–6 clear goals (what students should learn).
4) Planned activities (activities)
Tick and fill times. Keep activities calm and respectful.
A) Visit program (timeline)
Welcome + rules (5–10 min) [ ] Time: ________
Short museum talk (10–15 min) [ ] Topic: ____________________
Guided tour (20–45 min) [ ] Route plan link: T184 ID __________
Learning activity (10–30 min) [ ] Type: worksheet [ ] Q&A [ ] drawing [ ] story [ ] other: ____
Quiet reflection moment (optional) (2–5 min) [ ]
Closing + thanks (5 min) [ ]
B) Materials needed
Worksheets [ ] Pens/pencils [ ] Name tags [ ] Water [ ] First aid kit [ ] Other: ______
Prepared by (name/role): ______________________________________
C) Photo / media plan (if any)
School wants photos? Yes [ ] No [ ]
Museum allows photos in planned areas? Yes [ ] No [ ]
Consent handled by school? Yes [ ] No [ ]
Notes (no photos in restricted areas): _____________________________
5) Staff plan (who will run the visit)
Museum visit lead (name/role): _________________________________
Tour guide (name/role): ______________________________________
Safety/first aid contact (name/role): ___________________________
Security contact (name/role): _________________________________
Staff/volunteers supporting: ________
Volunteer support used? Yes [ ] No [ ] If Yes, volunteer names/roles: ___________
Briefing for staff/volunteers done? Yes [ ] No [ ]
Briefing date/time: //____ ________
6) Safety plan (safety plan)
A) Risk quick check (tick)
Crowd control [ ] Slips/trips [ ] Heat/rain [ ] Allergies/medical [ ] Child separation [ ] Fire safety [ ] Other: ______
B) Controls (what we will do)
Entry and exit headcount method: ______________________________
Group rules (walk, no running, stay with teacher): Yes [ ] No [ ]
Toilet break plan: ___________________________________________
Water/break plan: ___________________________________________
Restricted areas blocked/controlled: Yes [ ] No [ ]
Emergency exits explained: Yes [ ] No [ ]
C) Emergency contacts
School emergency contact (teacher): __________________ Phone: __________
Museum emergency contact: ___________________________ Phone: __________
Local emergency number (if printed): ________________________________
D) If a child is missing (simple steps)
Stop the group and do headcount.
Inform security/manager at once.
Search agreed safe areas with staff.
Inform school contact and follow local rules.
7) Behaviour and respect guidance (for students and teachers)
Read or share at the start.
Please speak softly and show respect.
Please do not touch displays unless invited.
Photos only where allowed.
No teasing, pushing, or rude talk.
Follow teacher and guide instructions.
Extra rules for this visit (if any):
8) Donations and gifts (if school offers)
Will the school give a donation or gift? Yes [ ] No [ ] Not sure [ ]
If Yes:
Type (tick): Cash [ ] In-kind [ ] Service/help [ ]
Use the correct form: T177 (cash) [ ] T178 (in-kind) [ ] T179 (conditions) [ ]
Note (simple): ______________________________________________
9) After-visit review (learning and feedback)
Short debrief with teachers planned? Yes [ ] No [ ]
Feedback form offered (T183)? Yes [ ] No [ ]
What went well (notes):
What to improve (notes):
Any incidents/issues? Yes [ ] No [ ]
If Yes, describe briefly (no sensitive details): _________________________
Risk register entry needed (T163)? Yes [ ] No [ ] Risk ID: __________
10) Approvals and filing
Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Visitor Services/Safety): __________ Signature: __________ Date: //____
Approved by (Director/Authority, if needed): _____ Signature: __________ Date: //____
File code / reference ID: ____________________
Classification recommended (T173): Internal [ ] Restricted [ ]
File location (cabinet/folder + digital path): __________________________
