corporate travel safety tips

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Corporate travel safety 2024

A short guide to corporate travel safety and security, the role of duty of care in the business travel, how travelperk helps you put employee safety first, travel risk management vs duty of care, what are some safety risks to consider while traveling for work, political instability, sanitation and health.

The availability of healthcare—make sure your travelers know where they can get medical support *before* they need it.
Food and water safety—whilst working abroad is a great way to gain new experiences and perhaps taste new food and drink, it’s worth remembering that some parts of the world might not have the same hygiene standards as at home. Traveler’s can reduce their risk of stomach upsets by sticking to safe eating and drinking habits. Although tempting, travelers should steer clear of street food. Similarly, opt for bottled water instead of tap water.
Health threats and diseases—traveler’s will need to complete any necessary vaccination courses for the country prior to traveling.

Accommodation security

Research where you are staying—know what the security measures are, such as whether the front desk is staffed 24 hours a day. Use Google Street View to survey the surrounding area.
Do not book a room on the ground floor—these rooms are more susceptible to break-ins.
When you’re out and about, place the ‘do not disturb’ sign on your door. This way, it looks like you’re still in the room. By doing this, you’re decreasing the likelihood of an opportunistic theft.
Know your emergency exit plan—this might be one of the most important tips. As soon as you arrive at your room, spend a few minutes getting to grips with the emergency exit map and determine where they are located.

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Female traveler safety, processes to promote traveler safety you can start now, travel risk assessment, employee itinerary tracking, employee training, it's not usually life and death.

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A short guide to corporate travel safety and security

When your employees venture beyond the borders of their familiar workspace, their health and safety take center stage. Even though business trips often go without a hitch, the unexpected can still creep up.

How can your organization account for this? With robust corporate travel safety and security measures that extend beyond standard Duty of Care (DOC) efforts expected from most travel risk management teams.

In this guide, we’ve got you covered with essential business travel safety tips to keep your travelers safe – and happy – while on the road.

First things first:

What are the risks associated with corporate travel?

Generally, risks associated with business travel can be classified into two primary groups: individual risks and environmental risks .

Individual risks

These are factors directly related to travelers themselves, such as behavior, health, and identity.

Female traveler safety – Women traveling for work are more likely to face certain risks than their male counterparts , such as assault and harassment, or theft of personal belongings.
LGBTQ+ traveler safety – Travelers belonging to the LGBTQ+ community may also encounter unique challenges in different areas across the globe. In at least 60 countries worldwide (primarily in Asia and the Middle East), same-sex relationships are criminalized.
Cultural misunderstandings –If you aren’t familiar with local customs, you might risk accidentally making a faux pas. Simple gestures like a thumbs-up, considered friendly in the US, may have negative connotations elsewhere, like in Italy or Greece.
Food & water safety – Trying out local cuisine is a highlight of any journey, but travelers should exercise caution in regions with different hygiene standards. Street food and salads, which may not undergo proper treatment, washing, or preparation, should be avoided.

Environmental risks

These are external threats like natural disasters, diseases, and terrorism. Environmental risks are beyond the travelers' control but can have major consequences.

Political and civil unrest – Political instability can affect travel plans and put travelers in jeopardy. When sending employees to areas that are politically unstable, careful and considerate planning based on up-to-date advice and information is essential.
Natural disasters and adverse weather – Natural disasters such as floods, earthquakes, and hurricanes are more common in certain parts of the world than you might think. But even a minor storm is enough to unexpectedly cancel a flight – leaving travelers stranded and alone in an unfamiliar area.
Crime & law – Some destinations may have a higher prevalence of certain crimes, such as pickpocketing. Check out the most common crimes in the area and you can bring in corporate travel security measures to protect against them, whether your travelers need a guard or just a secure place to put their valuables.

Stomach upsets, altitude sickness and heat exposure are some of the most common medical problems when traveling abroad, but travelers should still know where they can get medical support before they need it. International SOS provides medical, clinical and security assistance worldwide and can advise on the best course of action for any health problems, 24 hours a day, 7 days a week.

Now that we know the risks, we are one step closer towards efficient corporate travel security.

What is corporate travel security?

Corporate security typically refers to the steps and precaution a company takes to protect its physical, financial, and intellectual assets from various.

But corporate travel security isn't just about safeguarding assets. It's about prioritizing the safety of your most valuable resource: your people.

It encompasses a spectrum of measures designed to protect employees, both physically and otherwise, during business travel. This can range from making sure they’re up-to-date on certain vaccinations or simply giving them a rundown on local cultures and customs.

At its core, effective corporate travel security hinges on a robust travel risk management policy that identifies potential risks, outlines preventive measures, and establishes protocols to respond to unforeseen situations, ensuring that employees feel secure and supported throughout their journeys.

What does corporate travel security include?

Travel risk assessment .

Before sending your team off on business travel, you should perform a travel risk assessment to make your team aware of any potential threats travellers may encounter on their trip. Start out by doing this for your biggest travel markets.

By nature, travel risks are ever-changing. In any one country, they vary by the time of year, the current political climate, and more.

What does this mean for business travel security? You’ll need to carry out some extra research every and any time you send your employees on a business trip. You don’t want to roll the die and miss any risks that weren’t there the last time you checked.

Employee itinerary tracking

Without a doubt, tech and innovative softwares have broken the glass ceiling on the corporate travel industry. One such breakthrough? Travel itinerary tracking.

Identifying the whereabouts of travelers at any moment can be challenging but crucial. If an incident takes place, not knowing exactly where your people are can lead to increased risk, stress, and work. That’s where GPS tracking comes in.

While most location tracking apps focus on personal sharing, like with friends and family, some of them were designed specifically to allow employers to track their workforce.

Employee training

Once you’ve evaluated the risks, it’s time to pass some of that knowledge on to your employees. While it’s not yet possible to predict incidents before they happen, you can train your staff to spot what is and isn't an unacceptable risk to take while on a business trip.

Discuss the major risks and common threats your staff may encounter. Emphasize preventive measures as it’s often easier to avoid a dangerous situation than to handle it. However, educating your team on how to respond is equally important to ensure their safety.

Remember, in critical moments, there might not be enough time to think, so make sure your travelers take on board your advice—even if it’s something as simple as looking out for pickpockets.

Speaking of which, we’ve compiled a list of corporate travel safety tips for employees to help you get the ball rolling:

How do YOU stay safe when traveling for work?

Understanding business travel safety policies : Before embarking on any trip, familiarize yourself with your company's duty of care policies. These encompass pre-travel training, travel insurance, emergency contact information, and rules for various aspects of travel.
Know who to call : Keep a list of emergency contacts handy, including local authorities and company representatives. Understand the procedures to report incidents and seek assistance.
  Hotel security : Conduct a safety check in your hotel, know emergency procedures, and avoid sharing room numbers openly. Verify identities of anyone claiming to be hotel staff before allowing access to your room.
Food safety :Be cautious about local food and water standards. Stick to safe eating and drinking habits, avoiding street food and opting for bottled water over tap water.

After all that, you may be asking yourself…

Are Business Trips Safe?

Absolutely! Most incidents that occur on business trips are not a matter of life-or-death…but they’re still pretty inconvenient. From having a phone stolen, to getting food poisoning from a hot dog cart, these small incidents add up to lost workdays, wasted business trips, and unhappy employees.

But despite these risks existing, a well-thought-out approach can effectively manage them.

Traveler Safety on your mind? We’re here for you anytime, anywhere.

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Corporate travel safety tips

a guide to keeping employees safe overseas

The health and safety of your employees is paramount when they are traveling – especially overseas. While a business trip might go without a hitch most of the time, sometimes things can happen – and when they do, you need robust corporate travel safety and security procedures in place to deal with them. From the issues around personal health and security, to understanding how to get around and interact with the locals, a travel manager needs to make sure that their employees have everything they need to stay safe and well abroad.

With this in mind, read on and make sure you get all the advice you need to keep your business travelers safe on the road.

Assessing risks and researching the destination

If your employees often travel to different parts of the world, here are some of the key scenarios you should prepare for:

Cultural misunderstandings. Make sure your travelers are familiar with local customs to avoid making a faux pas. It’s also a good idea for them to read up on cultural and business etiquette , and learn a few spoken phrases, so their trip goes as smoothly as possible.
Adverse weather. Events such as floods, earthquakes and hurricanes are more common than you might think in certain parts of the world. Make sure your travelers are prepared for this by staying up to date and keeping them informed about weather warnings with apps and tools like CWT Safety and Security.
Civil unrest. Political instability can affect travel plans and put travelers in jeopardy. Terrorism is an added risk that can also lead to severe disruption. The best way to ensure corporate traveler safety is by following the latest travel advice with CWT Safety and Security for the country your travelers are visiting.
Unpredictable local laws. Activities such as drinking alcohol and smoking are frowned upon in some countries. In others, they could even be illegal. Remember your travelers are representing your business during their trip, so to avoid embarrassment – or worse – research local laws before your travelers risk inadvertently breaking them.
Lack of medical support. Traveling can expose people to a number of potential illnesses and injuries. Give yourself peace of mind by partnering with corporate travel specialists CWT, which works with International SOS – the world’s largest medical and travel security firm.

Preparing employees for international travel

If your business travelers are moving between countries, they’ll need to have access to key information at every stage of their trip. Ensure corporate traveler safety by making sure your employees:

Have the right travel documents. Your delegates will need to prove their right to enter other countries if traveling internationally. They’ll definitely require a passport, travel tickets and occasionally a visa. CWT partners with visa services company CIBT to assist with the occasionally arduous task of getting a visa for international travel, making the whole process more efficient - meaning less stress for the traveler. It’s a good idea to keep any essential documents – including insurance, hotel confirmations and car rental details – in one safe place so they don’t go missing.
Pack properly. Important travel documents aside, there are many other items your business travelers need to bring on their trip. From laptop chargers and adapters to breath mints, there are many items they might not realize are essential until it’s too late – so make sure they follow a packing checklist .
Know where they need to go. It’s essential your travelers have all the details they need to get to their destination. Travelers can put themselves in danger and waste valuable time by getting lost in an unfamiliar country – so give them the travel directions they need to know. Consider pre-booking cabs from the airport to the hotel in unpredictable destinations.
Are aware of local customs. Knowing local etiquette can help you avoid appearing rude. Make sure to educate delegates on the important cultural differences.
Have key contact information. Your travelers should know how to contact International SOS, local emergency services, and anyone in your organization who could help in case of disruption or other issues.

Keeping travelers healthy

If your employees don’t feel healthy on the road, they’re unlikely to perform at their best in business meetings, or produce quality work. While you often can’t predict health issues, you can plan how to manage them in advance. There are a number of health-related considerations to be aware of while traveling, including:

The availability of healthcare. Make sure your travelers know where they can get medical support before they need it. International SOS provides medical, clinical and security assistance worldwide and can advise on the best course of action for any health problems, 24 hours a day, 7 days a week.
Food and water safety. Getting a flavor of the local cuisine is a prospect that will excite many travelers. However, some parts of the world might not have the same hygiene standards as at home. Travelers should avoid street food, and particularly dishes like salads, which might not have been properly treated, washed or prepared. Similarly, travelers shouldn’t take any chances with tap water, and drink bottled water instead.
Health threats and diseases. Stomach upsets, altitude sickness and heat exposure are some of the most common medical problems when traveling abroad. It’s important to make sure you take the right over-the-counter remedies, so make sure you do your research beforehand.

It’s also essential your travelers complete any necessary vaccination courses for the country prior to traveling, and have comprehensive travel insurance that includes emergency medical repatriation.

Getting around

Your travelers will likely be taking various forms of ground transportation on their business trip. The more traveling methods they take, the greater the number of risks. Make sure your employees follow these corporate traveler safety tips when:

Driving. Traveling by car is often the easiest and quickest way to get from A to B, so if your travelers are permitted to drive in a different country, it’s an option worth considering. Travelers will need to ensure they have their driving license with them at all times, and should take care to book with reputable car hire firms. Some destinations may also have very different driving rules – for example, motorists might drive on the opposite side of the road. Routes may also be congested, making it difficult for drivers to navigate, particularly if they’re tired from traveling, so a taxi might be a safer option here.
Taxi. If your travelers need a taxi, make sure they only use a reputable, registered one. If possible, always pre-book rather than accepting one off the street.
Public transport. The safety levels of a destination vary greatly between cities, and even neighborhoods within cities, at certain times of day. To ensure your corporate travelers’ safety, research public transport options where they’ll be passing through – or whether a car and driver is recommended.

Personal security

Sometimes your travelers might be so preoccupied with their meetings or conferences, they might neglect to research the crime levels, safety standards and neighborhoods to avoid in their destination. Make sure you educate them around these key areas:

A country’s background. Whatever the domestic issues a country is facing, make sure you keep your travelers informed about it. That way they can stay vigilant and avoid areas of unrest where possible.
Crime and the law. Some destinations could be renowned for having high level of a certain type of crime - pickpocketing for example. Check out the most common crimes in the area and you can bring in measures to protect against them, whether your travelers need a guard or just a secure place to put their valuables.
Security training. Keep staff safe through risk prevention training, or training for other specific personal security measures.

At CWT, we’re on hand 24/7 to react to any risks your employees face on their trip. We have representatives in every region across the world who are ready to help in an emergency situation. Working with International SOS, the world’s largest medical and travel security services firm, we’ll help you keep your travelers safe on the road at all times. Find out more about our business traveler care programs

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14 Simple Business Travel Safety Tips

Business travel usually has an itinerary filled with items like client meetings, working lunches and training sessions. Making good use of your time is essential! In the rush of fitting in work, workouts , and the area’s best food and drinks, safety can fall by the wayside. It’s important to remain alert and consider business travel safety during corporate trips, especially when traveling alone.

Corporate Travel Safety

Keep these business travel safety tips in mind to ensure your trips go as planned:

Before You Leave: Preparation

1. Share your itinerary with family members or friends so they have a general idea of where you’ll be during your business travel. If your contact information will be different while you’re traveling because you’re using a corporate phone or messaging app, let them know. 2. Take photos of your travel documents and store them in an online backup service. Give a copy to a coworker as well. 3. When you’re packing for your trip, be wise with your wardrobe and luggage selections. Leave expensive accessories and heirloom jewelry at home. Instead, use professional-looking substitutes that won’t draw attention from would-be thieves. Pack conservative outfits that will help you dress like a local. 4. Familiarize yourself with the culture and customs of your destination. Offending someone, whether in a business meeting or at a restaurant, can be bad for business and jeopardize your safety. 5. Keep an eye on the news and weather forecast for your destination to stay informed of any adverse weather conditions or civil unrest that may affect your trip or put you at risk.

At the Hotel: Business Travel Security

6. Locate the police station and hospital closest to your hotel and meeting locations. Know how to contact emergency services if you need to. 7. Use a portable door lock at the hotel for added business travel safety. Even if you feel safe without the added security, use the door’s deadbolt and peephole.

Ground Transportation: Travel Safety Tips

8. If you are using a rental vehicle, consider utilizing hotel and conference center valet parking. This way, you can enter your car in a well-lit, high-traffic area rather than searching for your car in a dimly-lit parking garage. 9. Make sure you know how to use your rental car’s lights and locks before leaving the lot. 10. Have a road map or app open at all times so you have clear directions to avoid ending up in an unsafe area that you’re unfamiliar with. 11. If you’re using public transportation services, select a reputable transportation service and book your transport in advance. Be sure to identify and confirm the driver’s name and license plate before entering the vehicle.

Throughout Your Trip: Safety Tips While Traveling

12. Keep your bags and luggage with you at all times. This is especially important in the airport. 13. Explore your host city in the daylight. Stick to well-populated areas and carry your valuables close to your body. Only venture out after dark with a group. 14. Carry an external backup battery for your phone with you so you don’t find yourself with a dead phone at the end of the day.

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20 Business Travel Safety Tips To Provide Awareness

Travelling for business has become almost inevitable in a variety of professions. While client meetings and team working sessions are an important part of business trips, so too is the safety and security of your team while travelling. When planning business trips, it is important to consider how your team’s safety will be impacted during every step of the travel itinerary. Gaining insight into your travel destination and having awareness of potential hazards, conflict situations, political sensitivities, and historical trends that can all impact what appears to be a simple business trip is necessary to do prior to departure. Depending on your destination, accommodation, transportation, and scheduled plans, there are many moving parts to consider to keep everyone safe.

We’ve put together a complete list of business travel safety tips to help you ensure your and your team’s safety while abroad.

Business Travel Safety Tips

Before you leave

At the hotel or accommodation

Transportation, during the business trip, before you leave , 1. familiarize yourself with local customs .

As business travelers, you and your team should get familiarized with cultural and business customs before your departure. Not knowing what is customary in the country you are travelling to can cause unintentional offense or conflict. For example, in Japan, business cards are held in high regard; they should be handed out and received with both hands and never played with or written on—especially during a meeting!

It is also a good idea to learn a few key phrases such as greetings, thank-yous, and goodbyes, to show respect to clients and locals. Consider sending your team a cheat sheet for them to study and refer to while travelling.

2. Understand local laws

With so much diversity in the world, it is no surprise that there are varying laws and rules in each country. For example, it is illegal to chew gum in Singapore, and swearing in public in Muslim states, like the United Arab Emirates, could get you fined, jailed, or deported. Keep your team safe by reviewing and understanding local laws in your travel country prior to taking off.

3. Learn about political and civil unrest

Political instability can lead to serious trip disruption and put the lives of travelers at risk. Riots, demonstrations, and terrorism are a real threat when travelling to countries with unrest. When planning your business trip, check the Global Protest Tracker to learn about active unrest, follow up-to-date travel advisories from your government, and avoid corporate travel in areas of extreme conflict.

Ask the question, should you or others be travelling to this destination right now? What is the climate? What are the risks? Obtaining threat, hazard, and risk assessments tailored to your travel itinerary can notify you of unforeseen dangers and provide awareness. Find out more on the Paladin Risk Solutions site.

4. Know unsafe areas and districts

Every city has a “rough part of town” (or two, depending on where you’re travelling to). Familiarize yourself with these locations ahead of time and avoid unplanned stops or accommodation and restaurant bookings in these unsafe areas.

Consider risk awareness training for you and your employees, to learn best practices on how to be aware of threats and risks, and to gain environmental awareness.

5. Be prepared for the weather and possible natural disasters

Beyond checking the forecast to see if you’ll need to pack a raincoat, it is also important to check for larger risks like hurricanes, flooding, and earthquakes. Take extra precautions and familiarize yourself and your team with safety protocols in the event of a natural disaster.

Get up-to-date weather information and warnings on global weather websites like The World Meteorological Organization .

6. Create a contacts list

Knowing who to call when you are in an emergency situation is an important consideration to stay safe during business travel. Create a list of emergency and medical support contacts including local emergency services, and embassies. Know where these establishments are in relation to your accommodations and workspace and be sure to have a list of contact information for relevant corporate emergency contacts (like travel managers) in case you need emergency help.

7. Understand how COVID-19 has impacted the country

As a result of the economic downturn due to COVID-19, there has been an increase in unemployment, which can lead to a spike in crime in certain areas. Theft, robbery, drug-related violence, and more may be heightened in other countries post-pandemic. Be sure to perform a travel risk assessment to fully understand the safety risks that may be waiting for you at your destination.

You’ll also have to look into what COVID-19 requirements are needed to enter the country. For example, do you have to provide a negative COVID-19 test prior to taking off? If so, what kind of test is needed, will an antigen test be sufficient or does it have to be a PCR test? It’s the same for returning home. The last thing you’ll want is to be unprepared when trying to catch your flight.

8. Keep accommodation details to yourself

Information like your accommodation address, room number, room key codes, travel documents, and additional security information should be kept confidential. Try not to speak loudly when discussing this type of information and never share it with strangers or people outside of your work cohort.

9. Avoid being followed to your room

As an extra safety precaution, when your team is heading to their individual rooms— especially female business travelers—be sure to not let anyone follow. If someone is waiting for the elevator with you, let them go ahead and wait for an empty elevator. You can check your phone or ruffle through documents to signify you’re not ready to head up yet, simply gesture to them to go ahead.

10. Use all locks on hotel doors and windows

Whenever you are in your room, use the deadbolt and swing lock once you close the door. Lock all windows and access areas, especially if the room is on the ground level or second floor, and while sleeping or away from the room.

11. Always use the peephole

If someone you don’t know is at the door, keep it closed and locked and do not shout at them through the door. Simply ignore the knocks and they will likely go away. If someone is trying to force their way in, call the front desk immediately and notify them of the situation.

12. Know the emergency exits

When arriving at any business stay accommodations, you and your team should familiarize yourself with the emergency exits. In case of a fire or need for evacuation, you and your team should be well-versed in how to exit the building safely.

13. Understand local ground transportation options

Transportation from the airport to the hotel should be established ahead of time. Not all cities have Uber. Most, however, will have taxis and car rentals. Arranging for transportation before arrival can save on cost and confusion, and keep travel plans running on schedule. Getting from the hotel to a conference center, office, meeting location, or downtown should also be considered ahead of time, with correct payment options available to employees if using taxis or public transport like the bus.

14. Be smart if you’re renting a vehicle

Depending on the trip, you or your staff may be required to drive. Get familiar with the areas you’ll be driving ahead of time and plan your route on a map. Make sure everyone in the vehicle is wearing their seatbelts and drive with the doors locked. Know where the bad parts of town are and where not to stop for gas. Always lock and alarm the vehicle when it is parked and keep valuables or any loose items out of sight and stored in the trunk to help prevent break-ins.

15. Try not to stand out

Despite the fact that you are a visitor in a foreign country, try not to look like it. If you and your team arrive in overly flashy jewelry, clothing, shoes, and expensive bags, you may stand out and become a prime target for inflated prices, robbery , pickpockets, or physical harm.

16. Know where you need to go

Beyond simply looking lost, the act of actually getting lost can be incredibly dangerous in a foreign land. Taking a wrong turn can put you and your colleagues in a very risky situation. Stick to well-lit areas, avoid large crowds (where pickpockets thrive), and make sure you get clear directions before leaving the airport or hotel. Use the GPS on your phone but also consider printing out a road map or writing down the directions to have a hard copy backup in case your phone battery dies.

17. Eat and drink wisely

Corporate travel isn’t all about business. You and your team still need to eat and drink, after all. Food and water safety is something to consider when planning corporate travel, as many countries do not have the same hygiene standards as North America. Try to avoid street food and tap water, which may contain harmful bacteria. Instead, opt for cooked meals at established restaurants, drink bottled water, and always wash your hands or use hand sanitizer before eating.

18. Know how to avoid illness

Health threats may be a risk when travelling abroad, including stomach upset, altitude sickness, heat exposure, and more. Understand these risks, how to avoid them, and how to treat them should they occur.

19. Keep your team safe during a pandemic

Your team’s personal health is extremely important while travelling internationally. COVID-19 health-related considerations should absolutely be taken into account while abroad. Ensure your team is fully vaccinated, following all social distancing and mask requirements, and frequently washing their hands or using hand sanitizer.

20. Consider hiring a security team

To better prepare you for the unknown, it is recommended that you refer to a security and risk consultant to assess the risks and to provide awareness to you and your employees prior to travelling.

If corporate travel safety is a top priority for your business, hiring a security team might be the best approach when travelling abroad. A reliable travel risk management program can enhance your travel protection. Additional security measures can be arranged to keep your employees safe but at a minimum, most companies will at least conduct formal or informal security training before departure.

When planning business travel for you and your team, follow these corporate travel safety guidelines to ensure your employees’ safety and security at your destination. If you’re looking to increase your company’s security at home, Paladin provides a range of specialized security services for companies and events across the country. Contact us for a quote to learn more. To obtain more information on how to mitigate travel risk, contact Paladin Risk Solutions

For more Safety Tips around the security industry, make sure to read these helpful articles !

At Paladin, we will take the time to understand the security challenges you face and help you develop an integrated program customized to address your individual situation, needs and budget. Contact us today for a free, no obligation consultation.

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Small Business Trends

17 business travel safety tips.

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Business travel is a balance of being safe while sticking to your plans, but it’s often difficult to know whether you’re traveling as safely as possible. Therefore, it’s essential to keep safety a top priority when undertaking international business travel or domestic travel. That’s why this article is looking more closely at business travel, and specifically, business travel tips to help you travel more safely for work, including state department advice.

What is the Biggest Risk for Business Travellers?

With business, travel comes quite a few risks, so it’s important to stay aware and take extra care. For example, you might be traveling to far destinations with political unrest or other issues, taking sensitive or confidential information as well as expensive office equipment.

During business travel, it’s important to protect yourself and your belonging just as you would with personal travel. For females, it’s also crucial to seek out travel safety tips for women specifically to ensure you’re feeling safe and comfortable before leaving and while in your destination.

Top Travel Safety Tips for Business Travellers

To help make business travel as smooth as possible, we’ve put together some practical tips to help you travel safely. While this isn’t a complete list, these tips are a great starting point to help you plan a safe and productive business trip.

1. Purchase travel insurance

Business travel often means that you’re traveling with sensitive information and office equipment. Purchasing travel insurance protects your trip not only in case of cancelations and delays but also the contents of your belongings while traveling to keep you perfectly safe.

2. Keep your important documents safe

When traveling for work, you’re likely going to carry crucial documents – both personal and professional with you. That might include:

Driver’s license
Work clearance
Work visa documents/entry authorization
Competitive research and/or product information

Keep your documents in your hotel room as much as possible, and use the safe for storing important information for when you’ve left your room to prevent any issues. Save copies of the documents on Google Drive for an extra layer of protection.

3. Keep an eye on personal belongings

Like your documents, keeping your personal belongings safe should be a priority. Use the hotel safe when possible, but also invest in travel equipment that has a protective element when you’re out in the city. For example, a tamper-proof day bag or something like a messenger bag where it’s kept close to you can help keep your valuables safe when out of the hotel.

4. Don’t put all your money in one place

Always separate your credit cards and cash when traveling. Generally, the safest bet is to keep some cash and one card with you and leave an emergency credit card and some cash in different bags like your suitcase and carry-on. This ensures that you always have some kind of access to emergency money and other valuables, even if you’re in an unfamiliar destination.

5. Be extra cautious when traveling alone

There needs to be extra caution practiced on these kinds of trips for solo travelers. When traveling solo, take extra care to keep yourself and your belongings safe. Stay alert when out and about, and always trust your gut feelings – if something doesn’t feel right, even if it’s as simple as eye contact for a little too long, walk away. Paying attention to your surroundings, particularly on public transport, is also crucial. Also, try to learn some of the local language and local customs beforehand.

6. Ensure you have access to emergency money

Emergency money is incredibly vital and in different forms. As mentioned earlier, make sure you divvy up your money and ensure that you have a way to access your accounts and transfer money. Test out local ATMs with small amounts with your card, and always keep a few bucks on you in pockets or bags -it’s better than not having anything at all.

7. Drink responsibly when traveling

It’s tempting to go out in a foreign country, but if you are, drink responsibly – especially if it’s your first trip for work! It’s easy to get carried away, and that’s when someone will most likely try taking advantage of you. So keep your drinking limited to two or three, and stay aware of your surroundings when making your way back to the hotel.

8. Purchase a money belt

Try to keep a credit card with you that doesn’t have foreign transaction fees as a backup so you can save money. Travel equipment like money belts helps protect your cash and credit card from thieves and pickpockets. You can place a dummy wallet in your pocket as a distraction and use a money belt to keep your important stuff, such as cash and credit cards, safe when navigating around the city.

Read More: international business travel

9. Invest in a travel lock

Another key piece of travel equipment for your business travel should be travel locks. You can use them for suitcases and bags during transit and have a locked bag while you’re staying at the hotel. Travel locks come in different types, including a travel lock where you can set your own combination for extra security. You can use this in case you’re traveling with pricy equipment such as expensive camera gear or even flashy jewelry.

10. Watch out for travel scams

Unfortunately, travel scams are pretty common in most parts of the world, and visitors tend to be easy targets. Double-check before you leave about what kinds of scams are specifically done so you can be aware. In addition, you can reach out to other travelers for safety tips and read up on blogs and travel experiences to understand what professional scammers are doing so you can avoid it.

11. Look for travel advisories

Some destinations are safer than others, so check any advice that might be out there before embarking on your next trip. Additionally, the State Department and other government bodies often post-travel advice depending on political, economic, or weather conditions that are work checking out before you solidify your travel plans.

12. Note down your local embassy contact details

Whenever you’re in a new country, always do some research on the nearest embassy. When unexpected circumstances come up, such as political issues, a stolen passport, or other emergencies, your country’s embassy can help you with the situation and provide safety information.

13. Write down numbers for emergency services

Following the last point, one of the most important travel tips is also researching emergency services. It would be best if you have emergency info on hand for the country you’re visiting. That includes locating the nearing police station, your credit card company phone number, and noting any posted signs as you explore the city.

14. Purchase a local SIM where possible

If you don’t want to pay expensive roaming charges, you can still have a working phone by purchasing a local SIM. It ensures that there’s an easy way for family members to reach you and that you have access to data. That enables you to use Google Maps more easily and navigate public transportation without identifying yourself as a non-native too easily.

15. Use a virtual private network for business

Whether you’re doing work at a local office or a coffee shop, you should always use a VPN when working from abroad. This protects your work data while also keeping your computer device from being easily compromised, especially when using open networks and public wifi.

16. Share your accommodation details

This is particularly important if you’re traveling by yourself for business, but also during general travel. Share where you’re staying with a family member, your general plans, and any other information that might be helpful in case of an emergency.

17. Do your research

Most travel safety tips will always come back to this one – research! While you won’t be able to cover absolutely everything when digging around, you can learn a lot just through a quick search on the country you’re planning to visit. Look up basic information, including the latest news, any laws travelers should be aware of, and any context that can help you navigate easier as a local. Travel communities on websites such as Reddit might also be able to help you provide on-the-ground advice before arriving and while you’re at your destination.

Business travel is an essential aspect of professional life, but it comes with its unique set of challenges and risks. Ensuring safety during international business travel or domestic travel should always be a top priority. This article has highlighted the importance of staying vigilant and taking precautions to safeguard oneself and belongings while on business trips.

The biggest risks for business travelers often involve traveling to distant destinations with potential political unrest, handling sensitive information, or carrying valuable office equipment. These risks underscore the need for careful planning and adherence to safety measures.

The provided business travel safety tips offer valuable insights into ensuring a secure and productive business trip. From purchasing travel insurance to keeping important documents safe and being cautious when traveling alone, these tips provide a comprehensive guide for travelers. It’s crucial to stay alert, stay informed about travel advisories, and be prepared for unexpected situations.

Traveling for business doesn’t mean sacrificing safety. By following these tips and conducting thorough research, business travelers can minimize risks and make their journeys safer and more enjoyable. Always remember that preparedness and vigilance are key to a successful business trip, allowing you to focus on your professional objectives while ensuring your personal well-being.

International Travel Safety

Before traveling internationally, it’s always wise to look at State Department’s advice on other countries and whether it’s safe to travel. You can find a complete list of no-travel zones on the official State Department website travel advisories . It includes an updated list of countries that are safe to visit, medium and high-risk countries, including detailed advice for citizens planning their trips.

As of April 2022, here are some of the destinations that are listed under the no-travel zones. Please note that this list is subject to change often, so it’s crucial to double-check on official government websites when planning travel.

South Sudan
Papua New Guinea
North Korea (Democratic People’s Republic of Korea)
The Central African Republic
Burma (Myanmar)
Burkina Faso
Afghanistan Travel Advisory

20 Business Travel Safety Tips and Guidelines for Employees

Traveling for business introduces a host of problems. Following these business travel security tips will lead you in the right direction.

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Benefits of a Business Travel Safety Plan

20 business travel safety tips.

Preparation Is the Key to Safety and Security

Business travel is a large part of many corporate jobs today—but how should businesses go about protecting their employees when emergencies happen away from the home office? Worryingly, the Global Business Travel Association found that 46% of those who travel for work don’t have a corporate travel safety plan in hand.

Safety culture might begin in the office—but it must also include employees who travel domestically and internationally. Would you want to be one of the 22% of business travelers who haven’t been told who to contact if they have an emergency abroad? Accidents, illnesses, pickpocketing, and getting caught in extreme weather events can happen on any business trip. Committing to employee well-being should include travel safety guidelines for employees that help them stay safe while performing their job—wherever in the world it may take them.

In this article, we’ll explore why every company needs a corporate travel safety plan and share 20 essential business travel safety tips that will help keep employees safe while traveling .

Download Our Business Travel Safety Template

Pandemic business travel trends.

In 2019, U.S. travelers took 464 million domestic business trips. During the COVID-19 pandemic in 2020, this figure dropped to 185 million. By 2024, researchers estimate domestic business travel will be almost back to pre-pandemic levels, at 457 million.

International travel followed a similar pattern. In 2019, there were 5.6 million business visitors to the U.S., and by 2020, this number dropped to 1.2 million . Again, these figures are expected to slowly climb back to pre-pandemic levels.

As business travel slowly returns to pre-pandemic levels, companies have a duty of care to provide their employees with the necessary tools and resources for a safe and successful trip. Whether you’re integrating business travel security into an existing safety policy or creating a separate document, preparing for secure travel comes with many benefits.

Enhancing safety

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Business travelers are exposed to a huge variety of risks. These risks can be related to civil unrest, weather events, or terrorist incidents, to name a few possibilities. A corporate travel safety plan can provide your employees with the information they need if they’re affected by one of these alerts.

Increasing employee trust and retention

Many employees enjoy traveling for business, with 85% of those traveling for work saying they look for this benefit when considering new job opportunities. Business travel can help boost professional development, provide job fulfillment, and help employees perform better at their jobs. But only when it’s done right. A negative experience due to a poorly planned or unsafe trip can impact an employee’s opinion of their overall role.

Saving time and money

Business travel can lead to higher profits and revenue , but only if it is done safely and with the proper preparation. Employees who haven’t been properly prepared to travel safely are more likely to encounter complications that cost significant additional resources for the company, monetary and otherwise.

Even the largest multinational corporations can improve how they prepare for the hazards of business travel. International SOS recently provided support to a business traveler who had to undergo hospitalization for additional COVID-19 tests when traveling to Vietnam for business. Complicating matters, the employee was unsure how to go about obtaining discharge paperwork and what he needed to do while waiting for approval to catch his return flight. Not only do situations like this one incur business costs, but they can also take a significant toll on the individuals involved.

Building a culture of safety

Showing your employees that you’re invested in keeping them free from danger from the moment they leave home to the moment they return builds a culture of safety in your business. With safety ingrained in your company culture, employees know they are empowered to practice safety, which means they are more likely to make safer choices when working away from the office.

Additionally, you are empowered to make safe choices for your staff. You can fully consider the safest way to incorporate business travel and know your employees will trust your decision. Additionally, you can ask for their input when developing your business travel safety plan to show you’re committed to your safety culture.

Now that we’ve covered the rationale and benefits of developing a work travel safety and security policy, it’s time to consider exactly what you’ll need to include in your own safety plan. Our business travel safety tips below are designed to help you take action with confidence to protect your employees.

1. Develop a corporate travel safety policy

It’s always better to be proactive rather than reactive—and a business travel safety and security policy is one of the best ways to fulfill your duty of care to employees while they’re traveling. This document should include all training, procedures, and resources required for your business to keep employees safe.

2. Prioritize health and safety

In the global threat landscape, both predicable and unpredictable risks emerge, and travelers are particularly vulnerable. Your corporate travel safety policy should place employees’ health and safety front and center—with business priorities taking a back seat. It is your duty to care for employees no matter where they may be working, and traveling employees adopt a higher level of risk, which calls for an equal expansion of support and protection. Only when your people are safe and secure can they fulfill their own responsibilities to the business.

3. Secure buy-in

Consult key stakeholders, particularly those responsible for travel risk management , about your plans for business travel. They can help support your team members while they’re abroad or bolster your safety planning with their perspective and expertise.

4. Delegate responsibilities

As with any policy creation, assigning specific roles is best to ensure accountability and thoroughness. Travel safety can be a big undertaking depending on the destination and nature of the trip, so having a team to back you up will make complicated operations run more smoothly. Your plan should specify who is responsible for which tasks to ensure everything is taken care of.

5. Conduct a risk assessment

Business travelers face a wide range of threats and impediments, including but not limited to

Travel disruptions
Crime and terrorism
Political or social unrest
New travel laws
Disease outbreaks and health emergencies
Extreme weather
Natural disasters

Companies need to actively monitor an employee’s travel destination before a business trip to gain a clear understanding of whether there are any active or potential threats in that area. A formal threat assessment calls on stakeholders to analyze potential travel risks and determine whether preventive measures are necessary—or whether to avoid specific high-risk travel plans altogether. Travel safety maps are another useful way to visualize the threats affecting different locations, and utilizing a threat intelligence system with threat history can give you an idea of previous incidents in an area.

6. Ready your team for anything

The all-hazards approach can be a valuable framework to follow when designing standard practices for employee travel. While you don’t need to obsessively catalog every potential detail and create a corresponding solution (although you should do so for likely or high-impact events), you can cultivate the capacity, resources, and security measures to react to anything at any time.

7. Create an essential travel safety checklist

Corporate travel safety policies will likely vary from company to company and trip to trip, but there are a few things to consider every time an employee travels:

Pre-trip planning
What to pack (safety-related)
Travel documents
COVID safety
How to find emergency services or healthcare
Ground transportation safety (e.g., car rental or public transport guidelines)
Communication protocols

8. Maintain a living document

Once you create your corporate travel security policy, review and update it regularly—at least once per year. Communicate any changes to your employees, and offer training refreshers. Without the most up-to-date plans, your employees may be ill-equipped to make the best safety choices before and during their trips.

9. Provide safety training for traveling employees

Safety training can help employees gain situational intelligence and know how best to react to threats, from natural disasters to political instability or terrorism. If something goes wrong, you won’t be there in person to help support your people. By training your team ahead of time and offering essential safe-travel advice, they will be ready to react to common threats and stay as safe as possible. In particular, situational awareness training can help people stay sharp even in unfamiliar environments and situations.

10. Research and respect local customs

Many travelers remark on “culture shock” when immersed in a new place. Sometimes, visitors can transgress cultural boundaries without even knowing it. Provide education on local customs to help prepare your people and reduce any social friction they might encounter on their trip.

11. Train to avoid violent incidents

Many business trips are perfectly peaceful, but violence is a potential threat that calls for advance planning, employee training, and threat monitoring of all locations your employees may visit. In 2017, 53% of business travelers were impacted by terrorism. While these risks may be difficult to imagine, it’s important to feel entirely confident in your preparedness efforts around potential violent incidents. Practicing drills with crisis simulation exercises can help your employees know how to react and stay aware of the risks if they find themselves in a dangerous situation.

12. Be mindful of individuals’ varying risks

Keep in mind which of your employees might be at greater risk while traveling. For example, 83% of female business travelers have safety concerns. Any business travel safety training should also include specific guidance and resources to address or report issues that may predominately affect marginalized groups, like assault, hate crimes, kidnapping, or sexual harassment. It is especially important to keep a record of travelers’ itineraries in these cases to help them as soon as possible if anything goes wrong.

13. Educate travelers on insurance coverage

If your company has a business travel insurance policy, ensure employees understand what it covers and how to use it in an emergency. For example, many policies cover expenses related to medical emergencies, trip cancellations or interruptions, medical evacuations, and lost valuables. If your traveling team members don’t know about that support, they might not use it and put themselves or their work at risk.

14. Establish a reporting process

Providing employees with a method for reporting issues will lead to a better overall travel experience. Despite your best efforts, the world of travel is chaotic, and your plans may fall through. Stay in communication with agents managing travel plans to learn of canceled flights, double-booked accommodations, and other snags as soon as possible so you and your team can remedy them and keep your traveling workforce on track.

15. Observe repeat travel spots between visits

Even after your employees return from a travel location, it’s a good idea to continue monitoring the area. This will give you a firmer idea of the local threat landscape and the frequency and severity of common risks. This is especially important if your employees travel to this area frequently, such as to visit a partner or client’s office.

16. Invest in quality communication software

The right tools can go a long way to ensuring your employees stay safe, and this is especially true of communication for business travel. Your emergency communication tool should include a combination of the following capabilities and characteristics:

Intuitive interface: Send and receive alerts with ease
Two-way messaging: Allow users to reply with status updates
Multichannel notifications: Use different channels such as text message, phone call, email, or WhatsApp , to communicate
Wellness checks: Quickly survey employees to see if they’re safe or need assistance
Reduced delivery time: Use pre-built notification templates for different scenarios when seconds count
Centralized information: Create event pages to provide one source for all updated information related to a specific event
Availability: Access via mobile devices as incidents can occur at any time

PRO TIP : Use our Buyer’s Checklist to help you determine what kind of emergency communication system your organization needs.

17. Maintain an up-to-date database of employee contact information

No matter how robust your communication technology and processes are, if you don’t have the right info, all of your thoughtful notifications won’t reach the people who need them. Common solutions include self-service information updating in HRIS systems or company directories. You need a communication system that syncs contact info with those existing records so you don’t have to worry about an employee missing important information because their phone number is out-of-date.

18. Deploy threat intelligence and monitoring tools

Leading up to and during an employee’s business trip, the more you know about potential threats, the better you’ll be able to ensure their safety and security. A threat intelligence system is critical for keeping track of threats where your employees are traveling, as well as at home. Reliable threat monitoring tools can help you protect your employees during their trip by tapping into thousands of data sources to intelligently track and monitor threats in real time. These tools also take into account threat history to help you form a clearer picture of what’s happening where.

19. Engage with intelligence analysts

Keeping track of every emerging threat can be an enormous task, especially for small in-house teams. Luckily, high-quality threat intelligence services include live professional analysts who help you sift through the firehose of information and isolate only the most relevant. Some solutions, such as AlertMedia’s, even allow you to chat directly with an analyst to fine-tune your awareness.

20. Increase visibility with location data

If your employees deviate from the plan, willingly or not, you’ll be aware only if they take the time to notify you. By equipping employees with location-tracking technology or apps like GPS-enabled employee communication software , you eliminate the guesswork. This form of tracking should be voluntary to avoid unnecessary surveillance, but employees in certain situations might feel more comfortable if they know their location is being shared with those who are looking out for them.

Preparation Is the Key to Business Travel Safety and Security

A detailed corporate travel security plan is a must in today’s threat landscape. With business travelers exposed to a wide variety of risks—it’s vital for companies to create a culture of safety that extends to employees’ diverse destinations so they can stay safe and perform at their best.

Your travel safety guidelines for employees should not be a static document. Consistently reassess relevant threats and update the plan to account for changes to your travel program or policies. It’s vital to account for all hazards and make sure your employees have the latest information about how to respond. Use the tips and tools we’ve covered to help keep your business running—and give your employees peace of mind .

Business Travel Safety Template

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A short guide to corporate travel safety and security

How can your organisation account for this? With robust corporate travel safety and security measures that extend beyond standard Duty of Care (DOC) efforts expected from most travel risk management teams.

In this guide, we’ve got you covered with essential business travel safety tips to keep your travellers safe – and happy – while on the road.

First things first:

What are the risks associated with corporate travel?

Generally, risks associated with business travel can be classified into two primary groups: individual risks and environmental risks.

Individual risks

These are factors directly related to travellers themselves, such as behaviour, health, and identity.

Female traveller safety – Women travelling for work are more likely to face certain risks than their male counterparts , such as assault and harassment, or theft of personal belongings.
LGBTQ+ traveller safety – Travellers belonging to the LGBTQ+ community may also encounter unique challenges in different areas across the globe. In at least 60 countries worldwide (primarily in Asia and the Middle East), same-sex relationships are criminalised.
Cultural misunderstandings – If you aren’t familiar with local customs, you might risk accidentally making a faux pas. Simple gestures like a thumbs-up, considered friendly in the USA, may have negative connotations elsewhere, like in Italy or Greece.
Food & water safety – Trying out local cuisine is a highlight of any journey, but travellers should exercise caution in regions with different hygiene standards. Street food and salads, which may not undergo proper treatment, washing, or preparation, should be avoided.

Environmental risks

These are external threats like natural disasters, diseases, and terrorism. Environmental risks are beyond the travellers' control but can have major consequences.

Political and civil unrest – Political instability can affect travel plans and put travellers in jeopardy. When sending employees to areas that are politically unstable, careful and considerate planning based on up-to-date advice and information is essential.
Natural disasters and adverse weather – Natural disasters such as floods, earthquakes, and hurricanes are more common in certain parts of the world than you might think. But even a minor storm is enough to unexpectedly cancel a flight – leaving travellers stranded and alone in an unfamiliar area.
Crime & law – Some destinations may have a higher prevalence of certain crimes, such as pickpocketing. Check out the most common crimes in the area and you can bring in corporate travel security measures to protect against them, whether your travellers need a guard or just a secure place to put their valuables.
Illness and medical accessibility – Stomach upsets, altitude sickness and heat exposure are some of the most common medical problems when travelling abroad, but travellers should still know where they can get medical support before they need it. International SOS provides medical, clinical and security assistance worldwide and can advise on the best course of action for any health problems, 24 hours a day, 7 days a week.

Now that we know the risks, we are one step closer towards efficient corporate travel security.

What is corporate travel security?

Corporate security typically refers to the steps and precaution a company takes to protect its physical, financial, and intellectual assets from various.

But corporate travel security isn't just about safeguarding assets. It's about prioritising the safety of your most valuable resource: your people.

What does corporate travel security include?

Travel risk assessment .

By nature, travel risks are ever-changing. In any one country, they vary by the time of year, the current political climate, and more.

Employee itinerary tracking

Without a doubt, tech and innovative softwares have broken the glass ceiling on the corporate travel industry. One such breakthrough? Travel itinerary tracking.

Identifying the whereabouts of travellers at any moment can be challenging but crucial. If an incident takes place, not knowing exactly where your people are can lead to increased risk, stress, and work. That’s where GPS tracking comes in.

While most location tracking apps focus on personal sharing, like with friends and family, some of them were designed specifically to allow employers to track their workforce.

Employee training

Discuss the major risks and common threats your staff may encounter. Emphasise preventive measures as it’s often easier to avoid a dangerous situation than to handle it. However, educating your team on how to respond is equally important to ensure their safety.

Remember, in critical moments, there might not be enough time to think, so make sure your travellers take on board your advice—even if it’s something as simple as looking out for pickpockets.

Speaking of which, we’ve compiled a list of corporate travel safety tips for employees to help you get the ball rolling:

How do YOU stay safe when travelling for work?

Understanding business travel safety policies : Before embarking on any trip, familiarise yourself with your company's duty of care policies. These encompass pre-travel training, travel insurance, emergency contact information, and rules for various aspects of travel.
Know who to call : Keep a list of emergency contacts handy, including local authorities and company representatives. Understand the procedures to report incidents and seek assistance.
  Hotel security : Conduct a safety check in your hotel, know emergency procedures, and avoid sharing room numbers openly. Verify identities of anyone claiming to be hotel staff before allowing access to your room.
Food safety : Be cautious about local food and water standards. Stick to safe eating and drinking habits, avoiding street food and opting for bottled water over tap water.
Preventing theft and cybercrime : Take precautions against theft and safeguard against cyber threats by using secure networks and protecting sensitive information.

After all that, you may be asking yourself…

Are Business Trips Safe?

But despite these risks existing, a well-thought-out approach can effectively manage them.

Traveller Safety on your mind? We’re here for you anytime, anywhere.

Top 10 Travel Safety Tips

In today's interconnected world, business travel is a vital aspect of many organisations. However, travelling for business, especially to remote or unstable areas, comes with its own set of challenges and safety concerns. To ensure your well-being and mitigate potential risks, it's crucial to be well-prepared and informed.

From our 40+ years of assisting our clients, Key Travel has gained invaluable knowledge about navigating risks and ensuring traveller well-being. This expertise allows us to offer comprehensive solutions that address some of the diverse safety travel concerns encountered by travellers.

In this blog post, we're sharing our top tips for business travel safety, drawing on our deep understanding of travel risk management and our commitment to providing the highest level of support for every journey. Whether you're a seasoned traveller or embarking on your first trip, the insights below will help you navigate safely through any environment.

Plan Ahead:

Always book with your organisation’s approved Travel Management Company (TMC), in an emergency it allows your organisation to easily locate all travellers. For example, at Key Travel, we provide our travellers with 24/7 emergency support.

Ensure your contact information is regularly updated so you can receive travel alerts.

Gathering information about your destination is a crucial step for safety and success when travelling, and well worth the time investment. Familiarise yourself with local customs, laws, and safety concerns at your destination. Your efforts to understand cultural nuances will foster positive interactions with the locals, and avoid unintentional offence.

Stay updated on local regulations to ensure compliance and prevent legal issues. Different countries may have varying rules regarding behaviour, dress codes, and other matters, so it's important to be aware of these before your trip.

Compile a list of emergency contact numbers (with a paper or electronic copy in case you lose your phone!), including local services and embassy/consulate contacts. Accessible contacts expedite assistance in unforeseen emergencies, providing peace of mind while travelling.

Check Travel Requirements:

Checking travel requirements is essential to ensure a smooth and hassle-free journey. Make sure you have all necessary documents, including your passport, visa, and any required vaccinations, to avoid any last-minute complications or delays at immigration checkpoints.

Additionally, understanding your organisation's travel policy and insurance plans is crucial for knowing what coverage you have in case of emergencies or unexpected events during your trip. Familiarise yourself with any specific requirements or restrictions set by your organisation, such as preferred airlines or accommodations, to ensure compliance with company policies.

By taking the time to verify your travel requirements and understanding your organisation's policies and insurance coverage, you can minimise potential risks and enjoy a more confident and stress-free travel experience.

Insurances & Policies:

Arranging and thoroughly reviewing insurance plans before embarking on your business trip is essential. Ensure you have adequate coverage for medical emergencies, and any other unforeseen events that may occur during your travels.

Double-checking your insurance plans helps guarantee that you understand the extent of your coverage and any limitations or exclusions that may apply. Additionally, take the time to familiarise yourself with your organisation's travel policy to ensure alignment with company guidelines and procedures.

By proactively arranging and verifying insurance coverage and understanding your organisation's travel policy, you can travel with confidence, knowing that you are prepared for any potential emergencies or disruptions that may arise.

Utilise Technology:

Leveraging technology is essential for enhancing your travel experience and ensuring your safety! For example, downloading the Key Travel app can provide invaluable resources and support throughout your journey.

The Key Travel app offers real-time travel updates, keeping you informed about any changes or disruptions to your itinerary. Whether it's flight delays, gate changes, or important travel advisories, the Key Travel app keeps you in the loop, allowing you to adapt your plans accordingly.

In addition, the app provides risk reports and travel advisories for your travel destination.

Secure Important Documents:

When travelling for business, ensuring the safety of your important documents is paramount. One essential tip is to create digital copies of crucial paperwork such as your passport, identification, and travel itinerary. Storing these copies securely on your electronic devices provides a convenient backup in case the originals are misplaced or stolen.

In addition to digital copies, it's wise to carry physical copies of your essential documents. However, it's crucial to keep these physical copies separate from the originals to mitigate the risk of loss or theft. By doing so, you can ensure that you have access to backup documentation even in challenging situations.

Taking proactive measures to secure your important documents not only provides peace of mind but also ensures that you can navigate potential setbacks during your business travels with ease and confidence.

Double Check Travel Details:

Before embarking on your business trip, it's essential to verify all travel details to minimise the risk of last-minute complications. Take the time to thoroughly review transportation arrangements, including flight schedules, train or bus reservations, and rental car bookings.

Additionally, ensure that your accommodations are confirmed and meet your expectations. Double-check reservation dates, room preferences, and any special requests to avoid any surprises upon arrival. By double-checking your travel details in advance, you can identify and address any discrepancies or potential issues proactively. This simple yet effective precautionary measure helps streamline your travel experience and ensures a smooth and hassle-free journey from start to finish.

By double-checking your travel details in advance, you can identify and address any discrepancies or potential issues proactively. This simple yet effective precautionary measure helps streamline your travel experience and ensures a smooth and hassle-free journey from start to finish.

Allow Time:

Arriving at airports with ample time to spare is a crucial aspect of ensuring a stress-free and efficient travel experience. By allowing extra time, you avoid the risk of being rushed or overwhelmed, which can lead to poor decision-making and increased vulnerability to potential scams or exploitation.

Checking in online when possible and completing any pre-travel forms ahead of time streamlines the check-in process, reducing the likelihood of encountering delays or complications. This proactive approach minimises stress and ensures that you have sufficient time to address any unexpected issues that may arise.

Moreover, arriving early provides an opportunity to familiarise yourself with your surroundings, locate airport amenities, and navigate security checkpoints calmly and confidently.

By giving yourself the gift of time, you empower yourself to make informed decisions and maintain control over your travel experience, ultimately enhancing your safety and well-being while on the road.

Be Alert & Aware:

Remaining vigilant and aware of your surroundings is essential for ensuring personal safety during business travel. Trust your instincts and avoid situations that feel uncomfortable or unsafe. If something doesn't feel right, err on the side of caution and remove yourself from the situation promptly.

When staying at hotels, take precautions to enhance your security and privacy. Avoid sharing your room number with strangers and refrain from disclosing personal information to individuals you don't know. Utilise the door latch or additional security features provided by the hotel to reinforce the safety of your accommodations.

In addition to these precautions, it's important to stay alert and maintain situational awareness throughout your travels. Avoid becoming absorbed in your phone or wearing headphones that may distract you from your surroundings. Ensure you get enough rest and take breaks if your work is stressful, as fatigue can impair your judgement and increase vulnerability to potential risks.

By staying alert, trusting your instincts, and implementing proactive safety measures, you can minimise the likelihood of encountering uncomfortable or unsafe situations during your business travels, ultimately enhancing your overall security and peace of mind.

If Something Happens:

In the event of an emergency or incident during your business travels, it's essential to remain calm and composed. Panicking can exacerbate the situation and impede your ability to respond effectively. Instead, focus on maintaining a clear and level-headed demeanour.

Follow any protocols or procedures set by your organisation for handling emergencies. This may include contacting designated personnel, seeking assistance from local authorities, or following evacuation procedures. Adhering to established protocols helps ensure a coordinated and efficient response to the situation.

Finally, prioritise your safety and the safety of those around you. Assess the situation calmly and take appropriate action to mitigate risks and protect yourself and others from harm. By remaining calm and following established protocols, you can navigate unexpected challenges with resilience and confidence, ultimately ensuring the best possible outcome in any emergency scenario.

Use Your Travel Management Company:

Harnessing the expertise and resources of a Travel Management Company (TMC) is a strategic approach to enhancing the safety and efficiency of business travel. By entrusting your travel arrangements to a TMC, you gain access to a wealth of support and risk management tools that prioritise well-being.

One key benefit of utilising a TMC is the ability to ensure that your bookings are tracked and linked to essential risk management tools.

Moreover, partnering with a TMC allows you to tap into their extensive network of travel professionals and industry expertise. From itinerary planning and booking assistance to emergency support and crisis management, a TMC serves as a valuable ally in navigating the complexities of business travel.

By leveraging the services of a Travel Management Company, you can rest assured that your travel arrangements are in capable hands. With robust tracking mechanisms and risk management tools at your disposal, you can travel with confidence, knowing that your safety and well-being are prioritised every step of the way.

Travel Safely With Key Travel

At Key Travel, ensuring traveller safety is our top priority. We've developed an advanced suite of travel safety and risk management solutions to address diverse risks faced by organisations.

Through our technology and processes, we offer unparalleled support to meet duty of care responsibilities. Our risk intelligence dashboard delivers real-time country profiles and destination risk assessments, while automated alerts and live traveller tracking ensure timely notifications and instant contact in emergencies.

In addition, we have our own internal crisis response protocols which include monitoring sources such as risk alerts, specialist feeds e.g . Government, news outlets and our own suppliers. Should an incident take place, we have a robust process ready to kick-in to ensure we take the necessary steps to inform those impacted and immediately start to make alternative arrangements to minimise any impact.

Our 24/7 in-house emergency service provides knowledgeable assistance round the clock via phone, email, SMS and WhatsApp. Additionally, our mobile trip management app offers consolidated trip details and up-to-date risk assessments.

Partnering with leading emergency evacuation providers adds extra layers of protection. We tailor solutions to each organisation's needs for comprehensive travel risk management.

At Key Travel, we're committed to providing the highest level of safety and support for every journey. Contact us today to learn how we can enhance your business travel safety and security.

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Industry insights

Keep up with the latest business travel news, industry trends, tips, and what we’ve been up to, all right here.

Connect with our team of experienced travel experts to learn how Christopherson can help your business travel with ease.

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Corporate Travel Safety & Wellbeing 101

Prioritizing business traveler wellbeing

Duty of care has traditionally been defined as the legal responsibility for the safety of corporate travelers. But in today’s world, duty of care has expanded to include the additional facets of business risk and traveler wellbeing. Employees need to feel confident that the travel risk of their business trips is minimal and that they’re fully — and authentically — supported from the time they start planning and booking to their return home.

Because of the shift in the corporate travel industry, the scope of a company’s travel risk management program has also widened. Companies need to show genuine empathy and concern for their employees’ wellbeing, which means considering new factors beyond just basic corporate travel safety to give their travelers peace of mind.

Another area that has broadened with this shift is the role of the travel manager. Where travel managers typically focused on optimizing value and maximizing savings, they now need to be working in partnership with executives, human resources, and security to create systematic ways to reduce travel risk and increase traveler wellbeing.

This organizational change starts with defining essential business travel , updating guidelines, and implementing a revised travel policy that is ultimately rolled out through process integration and employee communication.

Egencia is here to help you navigate this new landscape. Here’s the path to optimizing your travelers’ wellbeing.

Consider — and counter — travel risks

The first step in addressing any situation is to gather all the facts. Identify how you want to uphold your company’s travel security standards. Understand any risks involved to make sure travelers are getting what they need to feel confident and prepared. The best way to do this is to conduct a risk assessment .

A risk assessment leads travel managers through the steps they need to take to pinpoint potential risks and safety concerns. They can then address those risks and adjust portions of their travel policy accordingly while also looking for opportunities to enhance the overall wellbeing of travelers. These types of risks and counter measures can include:

Natural disasters like hurricanes, wildfires, earthquakes and record rain or snowfall.

Stay informed with up-to-date alerts. The Egencia crisis communications team is constantly monitoring global events to help travel managers keep their travelers up to date on emerging situations. If a natural disaster is imminent, the team creates Global Customer Impact reports. This powerful combination of monitoring and messaging helps travel managers and business travelers proactively reroute or alter travel plans before chaos ensues.

Health safety in areas where food and/or water-borne illnesses are a concern.

Create content with travel tips on how to stay safe if a destination’s food or water supply is a concern to your travelers. Some suggestions could be to only eat hot food, use disposable utensils (or bring your own kit), and stick to canned or bottled beverages. Travel managers can distribute this information to travelers as they’re planning their trip.

Physical risk in areas with high crime rates or potential gang activity.

Help your travelers decrease their travel risk with your travel policy. Approve additional measures like flights that arrive during daylight hours and let your travelers choose private cars over public transportation. These are simple changes that can improve a sense of travel security and deliver peace of mind.

Government travel alerts and advisories are necessary due to political unrest, disease outbreaks, quarantine measures and other issues specific to a particular area.

Make sure you’re aware of every government alert and advisory . It’s important to be proactive and stay informed throughout the cycle of what is happening.

Government-issued travel alerts generally involve short-term immediate risks, like an expected worker’s strike, or can be abrupt but have longer-term impacts, like natural disasters. Travel advisories are frequently issued, whether it’s a short-term impact or an extended risk involved in traveling to an area, like ongoing political unrest. We’ve pulled together information on four ways you can use travel advisory data to help your travelers.

For emerging situations, Egencia proactively posts daily alerts for travel managers on the Egencia homepage and in Travel News. This allows travel managers to update their travel policy in near real-time to keep travelers informed of any changes. Egencia also pushes detailed alerts to travelers on the Egencia mobile app within an hour of when an event has happened or is expected to occur.

For ongoing risk, travel managers have the ability to flag certain regions or destinations as out of policy, which we’ll talk more about below.

And then there are novel situations like the COVID-19 pandemic, where the risk is complex, and highly fluid. Egencia® Travel Advisor gives travelers, arrangers and travel managers on-demand access to up-to-date information on regulations and requirements for travel based on origin, destination and country issue of passport so travelers can make informed decisions in the moment.

International travel considerations that may impact business travelers’ wellbeing.

Trips to foreign countries can bring a whole host of additional factors regarding business travelers’ wellbeing. Considerations around cultural norms (like behavior and dress), views of gender roles and sexual orientation, and language barriers all come in to play, along with practical considerations like jet lag.

Travel managers can help to educate and inform their travelers by creating regional guides about cultural norms and expectations. One way to easily distribute this information is through customized messages in the booking experience.

Travel managers can also consider easing travelers’ stress by amending their travel policy to allow for a higher class of travel on long-haul flights, for example, or extend a trip to include a day off to recover from trips with flights over a certain distance or time threshold. Your policy could also include reimbursement for any health screening or testing mandated before departure or upon return.

Build a strategy and processes to enhance wellbeing

Once a risk assessment has been done, it’s time to update your travel policy to reflect the findings. Travel risk management best practices include maintaining the traditional elements of duty of care — practices that help keep travelers safe and accounted for — and additional measures related to traveler wellbeing as a whole.

According to a poll conducted by Global Business Travel Association (GBTA), 56% of travel buyers have revised their travel policy to better reflect the needs of this new era. This includes 53% adding new rules about pre-trip approval, 35% providing more detailed pre-trip communications, and 22% changing rules about ticket credits.

But that same poll also uncovered the fact that discomfort — in the form of poor internet service, flying economy for long-haul flights, and the inconvenience of indirect flights, for instance — ranked as top stressors for frequent business travelers . So, the importance of addressing the softer elements of traveler wellbeing as a factor in reducing travelers’ stress and anxiety shouldn’t be overlooked.

Here’s how you can build wellbeing into your travel policy:

Balance flexibility with oversight. Empowered travelers are happier travelers . While flexibility and policy compliance are sometimes seen as mutually exclusive, travel managers can accomplish both. Consider setting overall travel and security policy guidelines and using traveler group and exception settings to allow for more comfort in certain situations.

For example, adding a cabin class exception based on flight duration or specific routes will reduce the stress of long-haul flights. And increasing hotel rate cap — either overall or based on season or region — will allow travelers to factor additional variables into their choice, like health and hygiene practices or free high-speed Wi-Fi. These types of adjustments reinforce that you’re looking out for your travelers’ best interests.

Build traveler safety, security, and comfort into every step of the journey. Business travel isn’t only about being on the road. It’s about the entire experience from planning and booking travel and understanding advisories for your trip to being supported on the road and enabling a smooth return home. Here are ways to make your travelers feel cared for every step of the way:

Pre-travel — empowering traveling employees with knowledge and guidance during the booking process

Intuitive booking experience across devices. Asking travelers to use a variety of clunky apps to book travel or to go through lengthy offline processes can be frustrating. A familiar, intuitive experience, on the other hand, alleviates stress. Egencia booking works in the same way that people book vacations, with a seamless experience across devices.
Traveler-centric search results. It’s a hassle — and a waste of time — to scroll through pages of search results when trying to book a trip. With Egencia Smart Mix technology, search results are prioritized based on intelligent weighting of variables like layover time and bag costs. It uses machine learning , based on travelers’ previous choices — and their colleagues — to continuously improve what travelers see. With Smart Mix, our customers skip the scroll and, on average, book hotels within four minutes and flights, trains, and car rental in less than five minutes.
Built-in policy guidance. The last thing travelers need (or want) is to have to memorize a lengthy set of travel policies. What’s more, situations are so fluid these days that travel policy is — or should be — continually updated. Having a travel solution that allows travel managers to quickly and easily update policy settings, and that flags out of policy choices in the search results, will help travelers make smarter, more compliant choices without additional time or effort on their part.
Streamlined approval processes. Travel risk management programs are meant to support travelers, but a lengthy or complicated approval process can add unneeded hassle. Egencia offers plenty of flexibility for setting your approval requirements, from granular trip-level approval and project- or group-level approval to out-of-policy only approval. For instance, if a traveler wants to book a trip to a destination flagged as out of policy, travel managers can choose settings that will trigger an approval request and ask for a reason for travel. Simplifying things even more, trips can be approved on any device.
Up-to-date travel information. It’s important for travelers to feel well-informed if they’re going to feel confident about travel. When they’re booking, they’ll see personalized, relevant alerts and advisories. And they have on-demand access to the Egencia® Travel Advisor to see all current information on requirements, restrictions, and guidelines concerning COVID-19 related and other advisories for their destination. To get what they need to know, travelers simply enter their origin and destination. Travel Advisor also makes it easier for travel managers to bolster their duty of care programs and travel policies. And travelers can still check for pertinent travel alerts on the Egencia homepage.
Relevant hotel and supplier updates. Another way to empower travelers is by giving them access to supplier-specific information regarding health and hygiene practices right in the search results. Having this level of transparency built right into the booking process makes it easier for travelers to make informed choices they feel comfortable with.

On the road — keeping travelers feeling safe, secure, and cared for while traveling

Let travelers manage their itinerary. When situations are fluid , whether due to global concerns or individual plans, giving travelers the ability to cancel and rebook quickly and easily on their own is an important way to alleviate stress. Egencia enables travelers to cancel or change their airline, hotel, and rail reservations right on the website, mobile app or chat and logs credit for unused flights for later use.
Empower travelers on their mobile devices. According to data from Spend Journal, over 70% of travelers in the U.S. always use their mobile phones while traveling . This means travelers should have full access to their trip at their fingertips. The Egencia mobile app allows travelers to access all the information about their itinerary in one place, make changes to their itinerary, receive travel alerts, and even make smart decisions about ground travel. Our mobile app will show how long it takes to get from one point to another for several different modes of transport — train, bus, walking or Uber — so travelers have the flexibility to make the best choice.
Taking care of details behind the scenes. When a traveler is delayed en route, the last thing they want to do is have to deal with rerouting a connecting flight or rebooking a hotel. Egencia travel experts are constantly monitoring travel disruptions and proactively adjust itineraries for travelers on the road.
Provide real-time travel alerts. When crisis strikes or is on the horizon, it’s important travelers are immediately informed. Our crisis communications team keeps travel managers and travelers abreast of any disruptions to an itinerary through instant messaging on their phones and in the mobile app.
Make it easy to get in-person help. No matter how robust the technology, there are still times when travelers want the reassurance of speaking to a human being . With Egencia, it’s as easy as tapping the AssistMe button in the mobile app for help 24 hours a day, seven days a week, every day of the year in more than 60 countries in over 30 languages.
On-demand support with Egencia chat. Our AI-powered virtual agent empowers travelers to quickly amend their reservations, including past and cancelled bookings. Chat can help increase your travelers’ confidence with proactive virtual agent notifications of trip-related advisories. Travelers can also transfer their online chat to a live chat with an Egencia travel consultant.
Be able to contact travelers in the event of an emergency. In case of crisis, it’s crucial that you have the ability to identify travelers whose trips may be disrupted or are at risk. With Egencia Traveler Tracker , travel managers can search bookings by country, city or region. Expanded data filtering capabilities include the ability to search by name and bookings made on one or several airlines using marketing and code share information. You can download the reports for easy analysis, send emails or emergency push notifications to travelers, and get read receipts.

Upon return — removing the stress post-trip

Give travelers the ability to freely share feedback. One important element to traveler wellbeing, especially in today’s world, is making sure travelers feel heard. Putting a post-travel survey into practice will provide a venue for travelers to share their thoughts on how to make the entire travel process a smoother, safer one. Maybe they felt unsafe having to take mass transit and would prefer a larger per diem that would allow for taxis or private cars. Or maybe they would feel more comfortable booking a flight with an airline that’s blocking middle seats. This type of real-world data will help inform travel policy decisions so travel managers can be sure they’re serving travelers’ needs.
Streamline expense reporting. One of the biggest headaches travelers face upon return is expense reporting . With Egencia, trip expenses incurred when booking on our platform are in one place to greatly reduce time and hassle when it comes to expense reporting.
Easily access travel data. Traveler Tracker allows travel managers to identify where travelers are in real-time. You can view current bookings and up to 30 days of prior travel information. This helps to inform your risk reporting and contact tracing, if that’s needed. Traveler Tracker also lets travel managers look at trips planned for a specific date range or for any future 30-day time period.
Make it easy to apply airline waivers and unused tickets. When travelers have to change or cancel a flight, they shouldn’t have to go through the hassle of managing vouchers or jumping through tedious hoops to recoup unused tickets. Egencia makes it easy to apply credit from unused tickets to new bookings, displaying credits right in the search results.

Additional wellness support. What are the other ways you can support your employees in this new era of business travel? Travel managers can consider sending a company-wide poll asking employees to rank, according to priority of importance, a list of potential ways for enhancing their personal safety and wellbeing. Here are some options:

Free Personal Protective Equipment (PPE) kits. If hygiene and health are a high concern to your travelers, consider offering them free PPE kits before they travel. Kits can include hand sanitizer, at least three disposable face masks, sanitizing wipes, and a pre-travel safety checklist. Many companies are considering these kits as standard issue as laptops these days.
Free testing. If a traveler returns from a trip concerned that they may have been exposed, consider offering reimbursement for COVID-19 testing .
Bleisure. Business travelers often lament that they’ve been to a destination for back-to-back meetings, but never really experienced the place. Allowing travelers to add additional vacation days or a weekend stay to a business trip will give them the chance to enjoy where they are and alleviate overall stress.
Wellness apps. In a GBTA study, poor diet and lack of exercise ranked high in stressors travelers feel. We’ve compiled some tips to help keep your business travelers healthy on the road and recommend compiling a list of recommended wellness apps for travelers and reimbursing any premium costs.

Communicate your risk management program

We’ve built communication loops into several of the suggestions above, which is crucial when it comes to serving travelers because travel managers need to know what travelers want so that they can deliver it to them.

But it’s also important to clearly and continually communicate all of the benefits already available to travelers through your travel program.

Here are key messages to get across to travelers to make sure they’re aware of all that’s available to them:

Travel safety tips. Give travelers a pre-trip checklist for how to stay safe on the road. Here are examples of reminders to include:

Make sure your phone is approved for international roaming
Turn on notifications in the Egencia mobile app
Pack hand sanitizers, masks, and disinfectant wipes or the PPE kit you’ve been provided
For travel when infection is a concern, the CDC recommended following these basic guidelines: - Wear a mask in all public settings like airports, train stations and on public transportation - Keep six feet (about 2 arms’ length) away from others even when wearing a mask - Avoid crowds - Wash your hands often, and for at least 20 seconds, or use hand sanitizer - Avoid touching your eyes, nose and mouth

Mobile app. Our app puts the ability to book, manage and view business trips in the palm of travelers’ hands . Send travelers a prompt to download it on their mobile phones (available on Apple and Android ), along with a reminder of all they can do with it, including:

Access itineraries, receipts and get assistance. Easily change or cancel your travel plans with personalized searches, easy filtering and a clear display of available amenities.
Compare ground transport options and find the best way to get where you need to go.
Get better value for a lower price with special hotel rates — up to 70% less — and additional amenities available exclusively on the mobile app.
View and streamline payments with mobile expense reporting and receipt management.
Get fast access to a travel consultant — anywhere at any time, just by tapping the AssistMe button in the mobile app.

Personal safety and security. Some travel destinations could have a higher level of crime like pickpocketing. Provide guidelines to protect your business travelers by advising them how to guard their belongings or how they can avoid unsecure internet connections.

Lean into your TMC. We’re here to support travel managers with communication toolkits, helpful travel program relaunch tips, and a full suite of business travel solutions to keep your travelers engaged and satisfied.

Partner with the right travel management company

Your travel management company (TMC) is a big part of your corporate traveler wellbeing strategy. A TMC that’s simply a booking app will miss the mark when personal help and reassurance is needed. A legacy TMC without robust digital capabilities means travelers aren’t as empowered as they should be.

Egencia is a trusted source for both sides of the equation, and beyond. The combination of world-class people, partners, and a global travel management platform is why International Data Corporation (IDC) — the leader in market intelligence for the IT, telecommunications, and consumer technology fields — named Egencia a leader in the field of cloud-enabled corporate travel booking applications.

Now, more than ever, equipping travelers with cutting-edge digital capabilities backed by world-class support is key to optimizing travelers’ wellbeing, making them feel in control, knowledgeable, and cared for every step of the way.

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Travel and Expense

Travel safety guidelines for employees: ensuring safe and secure business travel.

As a business owner with employees who travel, you have a duty and responsibility to keep them safe. Communication and training are key to preparing them for their next business trip. And because you never know what’s going to happen, it’s best for travelers to be prepared for anything.

Travelers can face health issues, physical safety concerns, and delays or disruptions. Using these travel safety guidelines for employees helps strengthen the security of travelers and establish a plan for productive corporate travel safety.

Pre-trip Planning and Preparation

Anytime an employee travels outside of an area they are familiar with, they should research the area on their own, or check to see if their employer has any specific guidance for that region. Every area has local regulations and cultural differences; it’s important to adhere to the rules so travelers stay safe. When you prepare ahead of time with these safety tips for business travel, you can anticipate some potential traveling pitfalls.

Extreme Weather

All around the world, there are weather events travelers may not know about. Floods and earthquakes are common in some places. Your traveler should stay up to date about the weather in the area. They can use apps and other resources to get weather warnings.

Your most important duty is duty of care

Learn five tips for ensuring employee health and safety.

Cultural Differences

Local customs change quickly across different areas. When travelers aren’t familiar with them, they are likely to make mistakes. While some mistakes are embarrassing, others are more severe and could come with fines or imprisonment. Business etiquette is also an essential part of travel. If the traveler is going to an area where a different language is spoken, they should learn a few phrases.

Local Civil Unrest

Depending on where travelers are going, there could be political instability. These concerns can impact travel and often cause dangerous situations. Understanding the political climate of an intended area of travel is crucial for traveler safety and when determining if the traveler can add some personal travel experiences to their business trip .

Proper Documentation

If traveling internationally, travelers must prove they are legally allowed to enter the area. This means always carrying proper documentation. Documentation could include travel tickets, a passport, and possibly a visa. In addition, it’s imperative to keep all documents safely in one place. Travelers should also keep insurance information, car rental documents, and hotel reservations together in case they need to provide them.

Travel Training and Support

Doing the research for any impending travel for your company only gets you halfway there. You also need to share this information with those who are going to travel. It’s important to let your staff know that you won't be able to control every situation. However, you can guide them on common threats and how to handle them. Training should be centered more on employees preventing themselves from getting into dangerous situations. It’s easier to avoid danger than to remove yourself from it.

Training should include what to do when a traveler gets into a dangerous situation. In certain areas, there may be common scenarios that highlight a danger. When discussing these, you want to talk about what to do in the event they are caught in one of these situations. With proper training, they should feel competent about responding properly. Educating travelers properly can save their lives. While it may sound dramatic, it’s true. The more you discuss the risks with your travelers, the better they can identify and avoid them.

Travel Tips

When talking to employees who travel, you want to stress the importance of safety guidelines. For some, it may seem like excessive worry for no reason. However, they should understand that you are giving them guidelines for their own safety.

Some of the top examples of safety guidelines include:

Keep Belongings Safe

Anytime an employee is traveling, they should stay on high alert. They should follow their gut and stay aware. Travelers should avoid unfamiliar or low-lit areas, especially at night. Always keep your documents and valuables in a secure place that is not obvious.

Keep Emergency Contacts

It’s pertinent for travelers to carry emergency contacts with them. This includes the contact information for the consulate or embassy as well as contacts from home. By carrying a contact list, the traveler won't have to rely on memory or digital contact storage.

Transportation

Only consider reputable transportation options. Use licensed taxis, reputable companies, or public transportation. Travelers want to be sure to wear seatbelts or hold onto the handrails. Even if no one else is, they should. The rules of the road are different in other countries.

Health Concerns

Making an appointment with travel health professionals or a travel clinic can be helpful before your employees travel. Those professionals can alert the employee of any health concerns in the area. Travelers must have appropriate vaccinations and medications for the destination.

Comprehensive travel insurance may be a requirement for your traveler. This can cover medical emergencies, trip cancelations, and other unforeseen events. All travelers should carry a card or document with important medical information, including allergies, blood type, and any existing medical conditions.

When your employees follow these tips, it allows for a safer and, perhaps, slightly more relaxed travel experience. There are some steps all travelers should take to ensure their safety. These tips are essential for your employees to have a memorable and stress-free journey. If you want more information about how to help your employees travel safely, follow us on social media.

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Stay Safe and Healthy on a Business Trip

Business travelers include people traveling for work-related training, meetings, conventions, research, and volunteer work. In 2017, an estimated 4.8 million U.S. residents traveled overseas for business.

Before You Go

See your healthcare provider or a travel medicine specialist at least a month before you leave the United States. If you don't have that much time, even a last-minute visit can be useful.
Check CDC Destination pages to see what vaccines or medicines you may need and what diseases or health risks are a concern at your destination.
Pack a travel health kit with your allowed prescriptions and over-the-counter medicines (enough to last your whole trip, plus extra), first aid supplies, and your health insurance card.

Business travelers may need to begin work as soon as they arrive at their destination. Jet lag can affect your ability to work. You can take steps to minimize the effects of jet lag.

If you have a few days before you leave, try to shift your sleep cycle a couple of hours, depending on where you're going.
Eat small meals to avoid stomach aches or other problems.
Avoid alcohol as it disrupts sleep.
Use caffeine and exercise strategically, these may help you stay alert throughout the day, but avoid these in the evening.
Drink plenty of water.
If you are sleepy during the day, take short naps to help you feel better during the day, yet still sleep at night .

During Your Trip

In addition to the stress of traveling, business travelers may also be stressed due to their work and activities. To lessen the health effects of stress, try to do the following:

Eat healthy meals.
Exercise regularly.
Avoid alcohol.
Get enough sleep .
Stay in regular contact with friends and family at home.

Choose safer foods and drinks. It’s safer to only eat food that has been fully cooked and served hot, especially in middle- and low-income countries. Fruits or vegetables are safer to eat if you can peel them yourself or wash them in bottled or disinfected water. Bottled water is a common option for most travelers. However, some bottled water can be risky depending on where the bottled water comes from and how it has been treated. Look for unopened, factory-sealed bottled water. Do not get ice in drinks, it was likely made with tap water.

In addition to using resources provided by your employer, if you get sick or injured and need immediate medical attention while you’re on your business trip, contact the U.S. embassy in your destination; they can help you locate medical services in your area as well as notify friends, family, or your employer in case of an emergency. For more information, see Getting Health Care During Travel.

After Travel

If you traveled and feel sick, particularly if you have a fever, talk to a healthcare provider and tell them about your travel.

If you need medical care abroad, see Getting Health Care During Travel .

Long-Term or Frequent Travelers

Long-term or frequent travelers to the same destination have a greater risk of getting infected, sometimes without symptoms, during travel. If you are a long-term or frequent traveler, consider having a thorough medical exam or interview with your healthcare provider after you return to the United States.

A post-travel medical visit typically includes discussing your travel itinerary in detail with your healthcare provider. They may ask detailed questions about potential high-risk exposures related to food, water, animals, and people. The physical exam portion of the visit focuses on specific signs and symptoms and may include getting blood tests that let you know if you have been infected with certain diseases and if you need treatment.

More Information

Yellow Book: The Business Traveler
CDC Foundation Business Pulse : Doing Business Abroad? CDC Helps You Travel Safe and Smart
Business Pulse Travelers’ Health Infographic

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Top Corporate Travel Safety Measures For Smooth Business Trips

Home » Experience » Top Corporate Travel Safety Measures For Smooth Business Trips

Business travel plays a crucial role in the progress of organizations, irrespective of their size. Employees undertake trips as part of their job to fulfill several objectives. These may include business expansion, vendor development, customer service, training, trade-fair participation, and business conferences. Like any other travel, business travel is not immune to risks. Employers have to handle the safety and well-being of employees traveling to distant locations to meet the legal and moral goals of the business. Hence, corporate travel safety is a critical aspect of business travel.

What is duty of care?

Duty of care mandates employers to accept moral and legal obligations toward the safety of employees. Developing and implementing a corporate travel safety policy is crucial. Travel risk management enables the implementation of such policies. Knowing the significance of ensuring employee safety and taking proactive and reactive measures to extend necessary support to employees is the essence of corporate travel safety.

Most employees know how to avoid risks and take care of themselves. However, there is always a possibility of something going wrong because of uncontrollable factors. Theft, natural disasters, illnesses, injuries, and terrorist attacks are a few uncontrollable situations impacting corporate travel security.

Employers must establish processes to ensure the business travel safety and security of their employees in unfamiliar places. They should provide efficient communication facilities and develop systems to send real-time alerts to avoid risking the employee’s safety. Ensuring local support in times of emergency, like evacuation measures, is necessary.

Must Read: What Is The Duty Of Care Meaning And Its Importance

What are the safety risks while traveling for work?

Corporate travel safety is vital to successful business travel as it protects employees and their belongings from possible safety risks. Several situations can influence the safety of employees during outstation assignments. Knowing some of these is vital to create an appropriate corporate travel safety policy.

1. Health and hygiene

Health issues are prevalent during business trips because of exposure to extreme climatic conditions, jet lag, food poisoning, or water contamination. Taking appropriate precautions like vaccination and getting in touch with help in time assist avoid major health issues. Ensuring safe drinking water, eating healthy food, and avoiding excessive drinks may also prevent health risks.

2. Secure accommodation

Staying in cheap hotels exposes business travelers to theft. Corporate travel managers should research and create an inventory of safe accommodation options. They should choose hotels with safety measures like CCTV cameras, security guards, and emergency fire exits.

3. Political instability

Trade union strikes, protests, and other political situations can disturb travel plans and impact corporate travel safety. A corporate travel safety policy must incorporate precautions while planning business trips to politically sensitive destinations. Providing efficient means of two-way communications, periodic safety alerts, and information about emerging situations are a few measures to safeguard employees.

Why is corporate travel safety important?

Though it is the legal obligation of the organization to ensure safety of the employee, they should do it for moral conduct. Here are some of the points why corporate travel safety is important:

Safeguard the employee well-being against various travel risks such as accidents, health hazards etc.
To fulfill the legal responsibilities
Preserve the reputation and brand image of the organization
Enhance the productivity and employee trust on the company
A good corporate safety policy will help in reducing medical costs and legal fees

Key components of a corporate travel safety policy

A sound corporate travel safety policy should include costing, employee well-being, company’s image all at once. Here are some of the key components that should be mentioned in the corporate travel policy:

Travel approval process: Companies should have a travel authorization and approval process that aligns with organization’s policy.
Pre-travel risk assessment: As business trips are exposed to travel risks, the safety policy should consider all the things that can go wrong.
Travel insurance: Corporates should tie-up with authentic and renowned insurance companies to tackle emergency situations
Safety guidelines and communication protocol: Organizations should set up clear guidelines to ensure safety on travel. They should also maintain a support line for quick communications.

Safety tips for the business traveler

Performing a thoughtful risk assessment is crucial for every individual business trip because the threat perception may change according to the location and time of the business travel. Business travel risks are constantly evolving, and prediction of events requires an in-depth understanding of current affairs.

1. Create a custom travel safety policy

Employers can ensure meeting their duty of care by creating a tailored corporate travel safety policy. They should include industry-specific and standard safety guidelines besides training processes and tools to improve employees’ safety while traveling.

2. Using a travel management program

Advanced travel management software programs provide real-time travel safety alerts, allowing employees and TMCs to implement proactive measures. The policy should be a comprehensive document listing all aspects of travel safety tips and standard protocols in the event of an emergency.

3. Employee tracking

Continuous tracking of employees is a helpful feature of reputable corporate travel management solutions. Itinerary tracking enables employers to know the exact location of an employee if any travel risk is probable. It is an important business travel safety tip.

How to ensure the safety of employees who are traveling alone?

Here are some of the important points that one should consider to ensure safety while traveling alone:

Corporate should provide thorough pre-travel information and resources
Managers should risk assessment and itinerary review
Travelers should have emergency contact information
Managers should provide preferred accommodation and transportation providers
Become aware of the traveling location and organizations should provide travel insurance coverage

The perpetually changing travel risk landscape mandates proactive measures to ensure the safety of employees during business trips besides duty of care obligations. An all-inclusive corporate travel safety policy and adopting a high-end travel management platform with in-built corporate travel security tools will provide necessary safety coverage to employees.

Paxes is a SaaS-based corporate travel management platform with efficient corporate travel safety features. It offers reliable duty-of-care services with real-time safety alerts, and round-the-clock chat-based support to connect with rescue teams.

Corporate Travel Safety Measures FAQs

How does duty of care help corporate travelers.

Duty of Care policies include policies that legally and morally support the traveler, thereby ensuring the traveler security and safety from any risks. Duty of care policies help corporates analyze risks and provide effective support and solutions for any problems.

What is a travel management program?

A travel management program is a program with which the travel management companies and the corporation can operate and manage business travel for its employees smoothly and efficiently.

What is a custom travel safety policy?

Under custom travel safety policy, corporations are also allowed to customize the travel policy according to their industrial and organizational needs for an effective and efficient process of managing travel for businesses.

How can business travelers be safe while traveling?

Business travelers can be safe while traveling in many ways, such as through security policies, employee tracking, and an effective travel management program.

What is the risk of political instability in business travel?

Any major political activity leads to hindrances in business travel planning as it can result in a temporary suspension of flights or the cancellation of an event due to an emergency. Political information or events must be taken into account while planning a business trip.

What are the safety rules for Corporate Travelling?

Always carry identification and necessary travel documents. Stay aware of your surroundings and avoid high-risk areas. Use reliable transportation and avoid traveling alone at night. Keep your valuables secure and avoid displaying them in public. Follow the travel policies and guidelines of company.

Pratyush is a traveling enthusiast who always looks for innovations in business travel management. He has 5 years of experience writing content on corporate travel management and working closely with expert business travel facilitators.

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Best overall
Best for expensive trips
Best for exotic trips
Best for annual plans

How we reviewed travel insurance for seniors

Best travel insurance for seniors of may 2024.

Affiliate links for the products on this page are from partners that compensate us (see our advertiser disclosure with our list of partners for more details). However, our opinions are our own. See how we rate insurance products to write unbiased product reviews.

Reaching your golden years doesn't mean your adventures have to end. In fact, in this stage of life, you'll hopefully have more time and resources to travel. But as a senior citizen, you'll want to ensure you have travel insurance that covers any health-related issues arise while you travel.

Our top picks for the best senior travel insurance

Best overall: Allianz Travel Insurance
Best for expensive trips: John Hancock Travel Insurance
Best for exotic trips: World Nomads Travel Insurance

Best for annual plans: Travel Guard

How we rate the best senior travel insurance companies »

Compare travel insurance for seniors

Your health gets more unpredictable as you age, which makes travel insurance more important for seniors. Unfortunately, it's also more expensive. The best travel insurance for seniors won't have too steep of a price hike compared to rates for younger travelers. It will have high coverage limits for emergency medical coverage, trip cancellations, and and emergency medical evacuation. It's also important that your travel insurance offers pre-existing condition waivers , ideally at no extra cost to the traveler.

Here are our picks for the best travel insurance coverage for seniors in 2024.

Best overall: Allianz

Check mark icon A check mark. It indicates a confirmation of your intended interaction. Good option for frequent travelers thanks to its annual multi-trip policies
Check mark icon A check mark. It indicates a confirmation of your intended interaction. Doesn't increase premium for trips longer than 30 days, meaning it could be one of the more affordable options for a long trip
Check mark icon A check mark. It indicates a confirmation of your intended interaction. Some plans include free coverage for children 17 and under
Check mark icon A check mark. It indicates a confirmation of your intended interaction. Concierge included with some plans
con icon Two crossed lines that form an 'X'. Coverage for medical emergency is lower than some competitors' policies
con icon Two crossed lines that form an 'X'. Plans don't include coverage contact sports and high-altitude activities
Single and multi-trip plans available
Trip cancellation and interruption coverage starting at up to $10,000 (higher limits with more expensive plans)
Preexisting medical condition coverage available with some plans

Allianz Travel Insurance is one of the most widely recognized names in travel insurance, and it stands out as one of the top travel insurance providers for seniors. It offers a wide range of policies covering medical treatments overseas and emergency medical transport.

Allianz also provides options for varying trip lengths. Its annual multi-trip policies , for example, cover any trip you make during your policy period, even if they aren't yet planned, making it an excellent option for seniors who vacation multiple times per year.

Read our Allianz Travel Insurance review here.

Best for expensive trips: John Hancock

John Hancock John Hancock Travel Insurance

Check mark icon A check mark. It indicates a confirmation of your intended interaction. Offers 3 travel insurance plans
Check mark icon A check mark. It indicates a confirmation of your intended interaction. Cancel for any reason rider available
Check mark icon A check mark. It indicates a confirmation of your intended interaction. Affordable travel insurance premiums
con icon Two crossed lines that form an 'X'. Reviews of claims process are mixed
con icon Two crossed lines that form an 'X'. Buyers may not get specialty coverage for sports equipment and other high value items
Trip cancellation for 100% of the trip cost
Trip interruption insurance for up to 150% of the trip cost
Emergency medical coverage of up to $250,000 per person
Medical evacuation coverage of up to $1,000,000

John Hancock Travel Insurance plans for seniors offer some of the best coverage available. It provides generous maximum benefit amounts while still offering affordable prices.

Each plan includes coverages like trip cancellation, emergency accident, and emergency medical, with the option to add benefits like CFAR (cancel for any reason) . Plus, getting a free online quote is a quick and straightforward process.

Read our John Hancock Travel Insurance review here.

Best for exotic trips: World Nomads

World Nomads World Nomads Travel Insurance

Check mark icon A check mark. It indicates a confirmation of your intended interaction. Coverage for 200+ activities like skiing, surfing, and rock climbing
Check mark icon A check mark. It indicates a confirmation of your intended interaction. Only two plans to choose from, making it simple to find the right option
Check mark icon A check mark. It indicates a confirmation of your intended interaction. You can purchase coverage even after your trip has started
con icon Two crossed lines that form an 'X'. If your trip costs more than $10,000, you may want to choose other insurance because trip protection is capped at up to $10,000 (for the Explorer plan)
con icon Two crossed lines that form an 'X'. Doesn't offer coverage for travelers older than 70
con icon Two crossed lines that form an 'X'. No Cancel for Any Reason (CFAR) option
Coverage for 150+ activities and sports
2 plans: Standard and Explorer
Trip protection for up to $10,000
Emergency medical insurance of up to $100,000
Emergency evacuation coverage for up to $500,000
Coverage to protect your items (up to $3,000)

World Nomads Travel Insurance is a great choice for active senior citizens under 70 who want comprehensive travel insurance. The key difference between World Nomads and many other providers is that it covers 200+ adventurous activities like scuba diving, mountain biking, surfing, skiing, and even bungee jumping. In addition, World Nomads' trip cancellation and emergency medical coverage includes COVID-19-related issues. Many other insurers are excluding that type of coverage now.

For adventurous senior citizens over the age of 70 years, World Nomads suggests working with its partner, TripAssure .

Read our World Nomads Travel Insurance review here.

Trip cancellation coverage for up to 100% of the trip cost and trip interruption coverage for up to 150% of the trip cost

Check mark icon A check mark. It indicates a confirmation of your intended interaction. Trip cancellation coverage of up to 100% of the cost, for all three plan levels
Check mark icon A check mark. It indicates a confirmation of your intended interaction. CFAR covers up to 75% of total trip costs (maximum of $112,500 on some plans)
Check mark icon A check mark. It indicates a confirmation of your intended interaction. Medical coverage of up to $500,000 and evacuation of up to $1,000,000 per person
Check mark icon A check mark. It indicates a confirmation of your intended interaction. Includes COVID coverage
Check mark icon A check mark. It indicates a confirmation of your intended interaction. Above average baggage loss and delay benefits
Check mark icon A check mark. It indicates a confirmation of your intended interaction. High medical evacuation coverage
con icon Two crossed lines that form an 'X'. Premiums may run slightly higher than competitors

Travel Guard is a well-established and highly rated name in the travel insurance industry. It offers three main coverage options to choose from, and in general its policies have above-average coverage for baggage loss and baggage delays, plus high medical evaluation coverage limits.

Trip cancellation coverage for up to 100% of the trip cost
Trip interruption coverage for up to 150% of the trip cost
Preexisting medical conditions exclusions waiver must be purchased within 15 days of initial trip payment
Annual travel insurance plan and Pack N' Go plan (for last-minute trips) available

Travel Guard offers comprehensive insurance plans for shorter and longer trips. One of its more unique offerings is its Travel Guard Annual Plan.

This annual travel insurance comes with standard coverage benefits (trip delay, baggage loss, etc.) and substantial coverage amounts, which is important for seniors who travel multiple times per year. Travel Guard also offers a preexisting medical condition waiver, meaning those with certain medical issues can still gain coverage.

Read our AIG Travel Guard Insurance review here.

Understanding travel insurance for seniors

Before diving into the specifics, it's essential to understand what travel insurance is and why it's particularly important for senior travelers. The best travel insurance offers financial protection against unexpected events affecting your trip, such as trip cancellations, medical emergencies, or lost luggage.

Types of coverage

Medical Coverage: Ensures your medical expenses are covered in case of illness or injury.
Trip Cancellation/Interruption Coverage: Provides reimbursement if your trip is canceled or cut short due to unforeseen events.
Baggage Coverage: Covers loss, damage, or theft of personal items during your trip.

Benefits of travel insurance for seniors

Peace of Mind: Knowing you're covered in case of emergencies can make your travel stress-free.
Financial Protection: Shields you from potentially overwhelming medical costs and trip cancellations fees.
Assistance Services: Many plans offer 24/7 assistance services, providing help whenever and wherever you need it.

Making the most of your plan

After choosing a plan, it's crucial to understand your policy fully and know what services are available to you in case of an emergency.

Understanding your policy

Read the fine print and understand the claims process to avoid surprises.

Emergency assistance services

Familiarize yourself with the emergency assistance services offered by your plan and keep all necessary contact information handy.

How to pick senior travel insurance

It's wise to compare several different travel insurance policies for the best coverage and pricing, as premiums vary widely between insurers and depend on factors like your age and travel destination.

That said, some of the more essential coverages to look for if you're a senior citizen include:

Travel medical coverage - This coverage will pay for your medical bills outside the US.
Medical evacuation coverage - If you're injured or become sick while traveling, this coverage will transport you to the nearest hospital or even back home if your condition necessitates it.
Preexisting conditions - Coverage for known health conditions. You'll need to purchase travel insurance within a certain time period from when you book your trip to qualify for a preexisting condition waiver .
Cancel for any reason (CFAR) - The name says it all! It'll cost extra and you'll need to purchase insurance early, but it's the most comprehensive trip cancellation coverage you can get. Note that CFAR insurance usually only covers up to 75% of your trip fees.
Trip cancellation insurance - This coverage provides reimbursement for your prepaid and nonrefundable costs if you cannot make your trip due to an unforeseen event.
Baggage delay insurance - This coverage will reimburse you for essentials like toiletries and clothes if your bags are delayed.
Lost luggage insurance - This coverage will reimburse you up to a specified amount if your bags get lost en route.

Of these, the most critical to note are whether or not your policy covers preexisting conditions and the limits for travel medical insurance and emergency medical evacuation.

Some insurance companies offer a waiver that will cover preexisting conditions. You'll have to follow the requirements for adding a waiver to your policy, like insuring the entire cost of your trip. Or purchase the policy within a specific time after making your first trip deposit payments.

You'll also want to find a policy with high maximum limits for travel medical and emergency medical evacuation coverage. These types of expenses can be substantial, so you want to have appropriate coverage.

When comparing senior travel insurance options, we looked at the following factors to evaluate each travel insurance provider:

Coverage limits: We looked at each travel insurance company's coverage amounts for benefits like medical emergencies and trip cancellation.
Flexibility: We looked at how customizable a policy is, so you can choose what your travel insurance policy covers .
Coverage for preexisting conditions: Preexisting conditions are one of the more critical factors for travel insurance for senior citizens, so we looked at travel insurance companies that offer the best coverage for preexisting conditions.
Price: We compared travel insurance providers offering reasonable basic and comprehensive coverage rates.
Benefits geared towards seniors: We compared travel insurance companies that offer solid coverage for senior citizens, like medical evacuation, COVID-19 coverage, and trip cancellation.

You can read more about our insurance rating methodology here.

Seniors should look for travel insurance policies that offer comprehensive medical coverage, including for preexisting conditions and emergency medical evacuation. They should also consider policies with higher coverage limits to ensure adequate protection. Additionally, seniors should seek travel insurance plans that provide 24/7 assistance services, as well as coverage for trip cancellations, interruptions, and baggage protection.

The cost of senior travel insurance coverage can vary depending on your age, overall health, state of residence, travel destination, and length of your trip. However, assuming all other factors are the same, you'll pay more for travel insurance at 70 than at 30.

All travel insurance companies, except World Nomads, included in this guide offer coverage for pre-existing medical conditions as long as you buy your policy within the qualifying period from when you placed your trip deposit.

Allianz is the best travel insurance for seniors due to its wide array of medical coverages and emergency medical transport. Allianz also offers multi-trip insurance policies , which could make sense for seniors who travel frequently.

In some instances, travel insurance companies will have age eligibility restrictions, often only insuring people 80 years old and younger.

Editorial Note: Any opinions, analyses, reviews, or recommendations expressed in this article are the author’s alone, and have not been reviewed, approved, or otherwise endorsed by any card issuer. Read our editorial standards .

Please note: While the offers mentioned above are accurate at the time of publication, they're subject to change at any time and may have changed, or may no longer be available.

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