Events often require travelling in the UK or abroad and working on site at an event in places which are not under the direct control of your company, so we’ve put some guidelines together to try and avoid foreseeable problems and difficulties, as well as the implementation of appropriate precautions. However, the checks should be modified and developed in the light of personal experience and current conditions.
Planning a trip
- Make sure someone in the office knows where you are going and how long you’ll be there for.
- Google street view is good for identifying landmarks in an unknown area. Try to stick to well lit, busy streets and wherever possible walk facing oncoming traffic. Do not take short cuts through quieter areas such as parks. If you have any concerns head to a public place such as a hotel, garage or a shop. Keep your mind on your surroundings and avoid distractions such as your mobile phone or headphones.
- If you have to carry equipment such as laptops, files, etc, use a suitable bag with shoulder straps or wheels to avoid muscle strains. Avoid branded laptop bags which draw attention to the fact you are carrying a laptop. Keep valuables in a zipped bag or inside pocket.
- When leaving a hotel to return to your car, always ask to be accompanied if it is dark or if you feel uncomfortable. Your personal safety is important.
- Ensure you park in a safe, well-lit and designated parking zone.
- Make sure HR know who to contact on your behalf in case of emergency.
And if the trip is overseas …
- Contact the Foreign Office for any relevant travel advice and visa requirements.
- Sufficient time should be allowed to process visa applications.
- Check all participants have a valid passport.
- Obtain medical advice to determine necessary vaccinations, immunisations, first aid requirements, the NHS website has good information
- Ensure you have access to funds to cover emergencies and unexpected delays. Take more than one means of payment with you (cash, debit card, credit card)
- Check information on climate, local culture, local customs and other local information.
- Obtain tickets, using authorised suppliers only and any other necessary documentation for travel.
- Ensure adequate insurance cover is in place for groups and/or individuals.
- When travelling in Europe employees should carry a European Health Insurance Card
- Find out where your nearest British embassy or consulate will be and keep their contact details somewhere safe.
Wherever you go, print a copy of the contact details you might need, as well as your passport and payment card and hard copies. If phone lines are suspended, you may not be able to access information electronically.
Personal accident and safety in an emergency
- Familiarise yourself with the details of your Company’s emergency medical assistance and travel insurance prior to departure.
- If you need emergency assistance it’s a good idea to locate a hotel close by, get there safely and stay there. Make sure it is somewhere you will be comfortable for a prolonged period.
- Call your office and inform them of your location
- If your company has an Employee Assistance Programme that provider will be able to help
- In the event of an emergency that is out of your control such as a terror attack, a tube strike, or fire, use your common sense to make a sensible escape from the area.
- Make sure you have the contact details of the nearest police station and hospitals.
During civil or political unrest, or if you feel threatened, leave the country if it’s safe to do so. Continue to check FCO travel advice and subscribe to email alerts for updates. Follow the advice of the local authorities unless the FCO travel advice advises differently. Avoid all crowds, demonstrations or large gatherings. Remain in touch with your airline or tour operator and insurer. If you’re visiting and staying in a hotel, identify the emergency procedures in place.
If you wish to leave, but are unable to do so due to disruption, cancellation or overload of commercial transportation operations, follow the advice of the local authorities. Remain in touch with your airline/tour operator, insurer and try to stay in touch with the Company. Take sensible precautions until it is safe to attempt departure. Depending on the crisis and location, The FCO will offer a range of channels for you to request help (for example: in person to a member of their crisis team on the ground, by phone, the internet or SMS) – they’ll advertise these widely at the time.
In the event of an emergency that is out of your control such as a terror attack, a tube strike, or fire, use your common sense to make a sensible escape from the area.
A good DMC is invaluable in emergency situations as they will have staff with local knowledge and procedures in place to cope with unforeseen problems.
For more information check the Suzy Lamplugh Trust which has information on personal safety and carries out training on how to stay safe at work.
