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): __________________________
