Weather disruption is a routine part of global business travel planning and consistently ranks as top risks that business travelers may encounter. The unusual three-year La Niña weather cycle that ended early this year contributed to detrimental weather, including frequent and intense periods of drought, extreme heat and torrential rainfall. La Niña’s effects will persist for a while, potentially affecting business trips in ways you haven’t considered. What can travelers do? Keep reading.
For managed travel programs, preparation and clear guidance can make a real difference in traveler safety, productivity and confidence on the road. The tips below can be shared directly with travelers to help them prepare for weather-related disruptions before and during a trip.
1. Stay informed about weather conditions
Encourage travelers to monitor weather forecasts regularly leading up to departure and throughout their trip. Weather apps and reputable news sources can help travelers track conditions at their destination and along their travel route.
Global weather patterns and seasonal events — including hurricane, monsoon and tornado seasons — are closely monitored by agencies such as the U.S. National Oceanic and Atmospheric Administration (NOAA) and the United Nations’ World Meteorological Organization (WMO).
2. Pack for changing conditions
Travelers should pack clothing and accessories suited for expected weather – and potential changes. Layering helps regulate body temperature across environments and conditions.
Recommend travelers keep essential items in their carry-on, including:
- Snacks and water.
- Medications
- Chargers and power banks
- Important travel documents
- Basic comfort items for delays.
3. Plan for safer, more flexible travel
Weather can disrupt flights, ground transportation and meeting schedules. When possible, travelers should:
- Avoid tight connections and compressed itineraries
- Build buffer time around critical meetings and events
- Use extra caution when driving in unfamiliar or hazardous conditions
- Consider shared ride services or local operators who understand local weather risks
Travelers should never overestimate their ability to navigate conditions like snow, ice, flooding, smoke, ash, fog or low visibility.
4. Know company travel policy and support resources
Business travelers should review the company travel policy for:
- Emergency procedures
- Travel insurance coverage
- Support contact information, e.g., human resources, insurance carriers and third-party assistance providers.
5. Keep devices powered and ready
Travelers should keep devices fully charged and carry backup power sources. Where permitted by company policy, they should download key documents for offline access..
6. Prioritize communication
During any travel disruption, timely communication supports traveler safety and business continuity. Travelers should stay in contact with colleagues, clients, travel providers and family members when events occur. For travelers and travel managers, BCD’s award-winning TripSource® makes journeys easier. TripSource enables travelers to book or cancel trips, share travel updates, and receive real-time alerts on flight delays, gate changes and cancellations. Travelers can get alerts about weather, security and transportation options. TripSource’s Document Vault securely stores digital travel documents, travel insurance details and more for access when needed. Business travelers can also connect directly with an agent for support.
7. Consider virtual meeting alternatives
In unsafe or unpredictable conditions, virtual meetings, video conferencing, or conference calls can help maintain business continuity while protecting traveler wellbeing.
Extend your travel program with BCD’s marketplace partners
Some disruptions can’t be avoided. When severe weather or risk events impact travel, additional support can help travelers recover faster and reduce stress.
The Marketplace connects travel programs with partners that provide expanded disruption support, including travel risk management services and other specialized solutions.
