Travel safety is a shared responsibility. While employees must make smart choices on the road, travel managers and arrangers play a key role in equipping them with the right tools, reminders, and resources before, during, and after a journey. BCD Travel’s new visual guide, Managing Travel Risk: Keeping Travelers Safe highlights simple precautions to reduce risks across four key areas: flights, hotels, ground transportation, and destinations. We’ve distilled those tips into practical checklists you can share on your intranet or embed in company travel materials.

1. Before the trip: Laying the groundwork

A safe business trip begins well before boarding a plane. Encourage travelers to:

• Gather documentation: Ensure passports, visas, insurance details, and vaccination records are current. Recommend carrying both digital and paper copies.
• Pack wisely: Medication should be in original packaging with prescriptions. Add clothing suited to local conditions and essentials like adapters, a power bank, and a flashlight.
• Prepare devices: Limit sensitive information on laptops and phones, or consider a “clean” device with only basic applications to reduce cyber risks.
• Research the destination: Share resources on local customs, health advisories, and potential risks so travelers know what to expect.

Arrangers can support by creating a pre-trip safety checklist template for employees to download and complete before departure.

2. Taking a flight: Staying secure in transit

Airports and flights present unique challenges—from data security to physical health. Share these reminders:

• At the airport: Keep valuables and medication in carry-on bags, never leave luggage unattended, and avoid sharing travel details with strangers. Discourage use of public Wi-Fi for sensitive work.
• In flight: To help ensure a comfortable and safe flight, remind travelers to stay hydrated, limit alcohol intake, and move around periodically to reduce fatigue and circulation risks. Encourage them to keep passports and valuables on their person—not in overhead bins or seat pockets. Also, advise against using public USB ports to charge devices, as these can pose data security risks.
• On arrival: A calm, efficient airport exit is key. Remind travelers to power down devices before disembarking, have documents ready for inspection, and plan in advance how they’ll leave the airport.

Arrangers can automate these reminders through pre-trip emails or mobile alerts tied to flight bookings.

3. At the hotel: Securing personal space

Hotels can feel like a safe haven, but travelers may still be vulnerable. Encourage best practices such as:

• Before arrival: Book through the company’s preferred program, where hotels are vetted for safety standards. Features like staffed receptions and controlled access add peace of mind.
• On check-in: Recommend requesting a room between the 3rd and 7th floors, avoiding rooms that draw attention to solo travel, and using valet services if arriving late at night.
• Inside the room: Check locks and phones, review evacuation routes, and use peephole covers or door jams for added security. Store valuables and documents in the room safe.
• When out: Use a “Do Not Disturb” sign or leave the television on to make the room appear occupied. Don’t share room numbers and keep keys secure and out of sight.

Arrangers can reinforce these steps by attaching hotel-safety quick guides to booking confirmations.

4. Ground transportation: Moving safely between points

Ground transportation often poses overlooked risks. Arrange safer transit by:

• Booking through trusted providers: Use company-approved car services, vetted ride-share options, or licensed taxis instead of street-hailed rides.
• Prioritizing visibility and security: Confirm driver details, avoid unmarked vehicles, and encourage travelers to share ride information with colleagues or family.
• Practicing vigilance: Keep luggage in sight, always wear seat belts, and avoid counting money or reviewing maps in public view.

Embedding trusted suppliers into your program helps reduce risk and boosts traveler confidence.

5. At the destination: Navigating the unknown

Once on the ground, travelers face the greatest variety of risks. Remind them to:

• Blend in: Dress inconspicuously and avoid expensive accessories that may attract attention.
• Stay alert: Stay aware of surroundings, especially after dark or in crowded areas. Avoid demonstrations or large gatherings.
• Eat and drink wisely: Choose hot, well-prepared food, sealed beverages, bottled water, and pasteurized dairy products.
• Protect documents and money: Carry only what’s necessary, use ATMs inside banks or hotels, and consider a decoy wallet in case of theft.
• Know emergency contacts: Embassy numbers, local emergency services, and employer contacts should be saved on mobile devices and in paper form.

Destination-specific safety tips can also be built into itineraries for extra guidance.

Putting it all together

Arrangers don’t need to overwhelm employees with manuals. By presenting safety guidance in short, repeatable formats, travelers are more likely to adopt it as habit. Integrate the safety infographics into:

• Intranet pages dedicated to the travel program or risk management
• Onboarding sessions for new employees who will travel
• Automated pre-trip reminders sent through your booking tool
• Posters or one-page checklists distributed before peak travel periods

By equipping travelers with safety resources and embedding reminders throughout the journey, arrangers can foster a culture where safety becomes second nature. The payoff: smoother trips, greater peace of mind, and a stronger managed travel program overall.

Download: Keeping Travelers Safe
Equip your travelers with actionable safety tips in one easy-to-share guide.
GET THE CHECKLISTS >

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Is your managed travel program risk ready?

When your team is traveling for work, every trip carries potential risks that can impact their safety, disrupt operations, and affect your organization’s reputation. Advito’s Traveler Security Program Assessment provides a comprehensive evaluation of how well your program protects your people and responds when challenges occur.  Our experts deliver clear, actionable insights that protect your employees, strengthen resilience, and keep your business moving with confidence.

Benefits include:

• Improved employee safety and wellbeing
• Stronger compliance with global travel risk standards
• Enhanced talent retention and recruitment
• Clear visibility into program gaps and strengths

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