Let's set the scene: your star salesperson is on a mission to close a big deal overseas. They're packed, excited, and ready to impress. But then, everything goes downhill. First, their connecting flight gets delayed for hours, leaving them stranded in an overcrowded airport with nothing but overpriced snacks. When they finally arrive, their luggage—containing all the carefully prepped materials—is nowhere to be found. And, as if things couldn’t get worse, they get food poisoning from the first place they find to eat. 

End result? They miss the meeting, and the deal slips away.

This is exactly where business travel risk management steps in. The aim of this is to get you thinking ahead to prevent these travel mishaps from derailing your plans. Business travel risk management covers everything from having backup travel options to local healthcare contacts, so your team can focus on the work, not the roadblocks. It’s like having a safety net for when things don’t go as planned, ensuring your trips stay productive and stress-free.

In this article, we’ll walk you through the key areas managers need to cover to make sure every business trip goes off without a hitch. 

1. Health risks

When sending your team abroad, it’s good to stay ahead of any potential health risks. Some places might require specific vaccinations like Hepatitis A and B or even anti-malarial medication, while others advise simple precautions, like drinking bottled water. Providing basic health info and encouraging everyone to bring a small first-aid kit can make a big difference. A few quick pointers on local health tips—like foods to avoid or common illnesses to watch for—can help keep them safe and comfortable. 

With a little planning, you can help them feel prepared, ready to take on the trip in good health.

2. Safety of accommodation

Booking the right place to stay isn’t just about comfort; it’s about feeling secure. Choosing accommodations in a safe area with reliable providers means your team has a dependable spot to unwind after the day’s work. Look for places with basic security features—good lighting, secure locks, and 24-hour staff, ideally close to emergency services. You might book it yourself or provide a short list of trusted options. This way, everyone can relax and focus on what’s ahead, knowing they have a safe space to return to each night.

3. Transportation risks

Getting around safely in a new place can be tricky if you’re not familiar with the local scene. Some countries have common taxi scams, where drivers may charge more or take longer routes. Setting up pre-vetted transport options or giving your team tips on spotting official taxis can go a long way. Public transit, private taxis, or rideshare options each come with their own quirks, so a little guidance helps everyone navigate confidently. As another example, some public transportation may be dangerous at certain times at night in areas that may be classed as troublesome. 

It doesn’t take a lot of internet research to identify these risk areas, so make sure you make them known to your team. With a few extra steps, you can ensure your team travels smoothly and without hassle.

4. Natural disasters

Certain countries are more susceptible to natural disasters, so it’s worth being aware of the risks in each destination. Japan and Indonesia, for instance, are prone to earthquakes, while regions like the Caribbean and Southeast Asia often face hurricanes and typhoons. Even destinations like Italy and parts of the U.S. experience seasonal floods. 

Before your team travels, a quick check on the area's history with natural events can help them stay prepared. Offering simple emergency procedures, like where to go during an earthquake or whom to contact in a flood, gives your team the tools to handle unexpected situations while staying focused on their goals.

5. Political unrest or civil disorder

Political climates can shift quickly, and while most trips go smoothly, it’s wise to be aware of any instability. A little research on recent events or current tensions can help identify potential hotspots to avoid. Offering a contingency plan, like alternative travel routes or even evacuation options, can give your team peace of mind. This way, they’ll feel secure, knowing that if anything unexpected happens, there’s already a plan in place to keep them safe and on track.

6. Terrorism

Although rare, it’s natural to feel a bit concerned about the potential for terrorism in certain areas. To ease those worries, check for any recent advisories and identify safer neighborhoods or landmarks away from high-risk zones. Providing emergency contacts, a rundown of local security protocols, and tips on recognizing safe locations can go a long way in making your team feel prepared. With these quiet precautions, they’ll be able to focus on their work, confident that they’re as safe as possible.

7. Cybersecurity threats

When working abroad, using public Wi-Fi or unsecured networks can leave sensitive information exposed, making cybersecurity a priority. A little cyber-awareness goes a long way in protecting data. Encourage your team to use a reliable VPN (don’t worry, we’re not trying to sell one!). A VPN keeps data private, especially when accessing company systems from public places. Beyond that, consider encrypting devices and setting up secure communication channels—these are simple but effective measures to ward off potential hackers. 

Make sure the team knows which apps and websites are safe to use on these networks, too. Remind them that public Wi-Fi, no matter how convenient, often comes with risks. By putting a few precautions in place, you’re helping them focus on the work they’re there to do without the anxiety of cyber threats hanging over their heads. With a bit of prep, they can stay both productive and protected.

8. Language barriers

Communication can get tricky if your team isn’t fluent in the local language. Providing basic resources, like translation apps or a few useful phrases, can make navigating new places much easier. Google Translate is fantastic, but it’s best to keep things simple—slang or long sentences can get lost in translation. Remind your team to keep it short and clear when they’re in a pinch. This way, they’ll be ready to handle any language challenges with confidence.

9. Food and water safety

Eating and drinking safely abroad is essential, especially when standards vary. Researching local food and water safety can help prevent those dreaded stomach issues—no one wants to spend a trip tied to the toilet! While a few stomach woes might bring a laugh later, serious bugs can keep your team off their feet and away from work. Guide them on safe choices, like bottled water and well-cooked foods, to keep them healthy and focused on the job.

10. Travel fatigue

Travel fatigue is often overlooked, but it can make a big difference to how productive and comfortable your team feels. Time zones and long flights can throw off sleep schedules, leaving them feeling groggy. To reduce jet lag, suggest adjusting sleep times a few days before the trip to align with the destination’s time zone. Staying hydrated and moving around during the flight can also help. On arrival, encourage short naps and natural light exposure to ease the adjustment. A few small steps can help them stay refreshed and ready to work when they touch down.

11. Legal risks

Understanding local laws is crucial, especially when it comes to prescription medications or work permits. While certain substances like cannabis or opioids may be legal at home, they can be illegal or restricted elsewhere. No one wants a team member detained for carrying prescribed medication, so a briefing on local regulations can go a long way. Share any specific restrictions around behavior, attire, or customs that might impact their stay. By preparing in advance, your team can avoid potential legal issues, stay safe, and focus on their work without unexpected interruptions.

12. Local climate conditions

The weather may not always align with the images of a sunny beach you might have in mind. Many popular destinations have extreme seasons—like Southeast Asia’s rainy season from September to December. Heavy rains or extreme heat can impact outdoor activities and make packing a challenge. 

Encourage your team to check the local forecast and pack the right gear, whether that means rain jackets, sun protection, or layers. Preparing for local climate conditions ensures they’ll be comfortable and safe, no matter what the weather brings, allowing them to focus on the trip’s purpose.

13. Keep all important files digitally backed up

Imagine your employee’s briefcase with all their crucial documents vanishing somewhere on the luggage belt, and the airline can’t find it for at least four days. But the big corporate event is in two! This is where digital backups come in handy. Important documents—like contracts, presentations, or signed papers—should be saved on cloud services. If they prefer something more tangible, a USB works too. 

Having these backups ensures your team is never left stranded without their essential files, keeping everything on track even if luggage goes off course.

14. Environmental health hazards

In certain countries, air and water quality can present serious health risks. For example, some cities in China, India, and Pakistan have high pollution levels, where wearing a mask outdoors is common practice—even pre-pandemic. If your team is traveling to areas with known environmental hazards, provide them with the essentials like masks or water purification tablets, and remind them to stay updated on air quality indexes. 

A few precautionary steps can make all the difference in keeping them safe and healthy, so they can focus on their work without any environmental discomfort.

15. Emergency service numbers

Emergency contact numbers vary by country, and not knowing them can be a real issue in a crisis. For instance, while Thailand may preinstall emergency numbers on local SIM cards, many countries don't offer this convenience. It's essential to research the specific emergency numbers for your team's destination and ensure they store them in an easily accessible place. Encourage your employees to save these numbers in their phones and have a written copy as a backup. 

This proactive step ensures they're prepared to quickly reach out for help if needed, providing peace of mind during their travels.

16. Contingency for unexpected expenses

Travel can bring all sorts of surprises—imagine your employee’s flight home is canceled, and suddenly they’re facing two extra nights in a pricey hotel, ordering room service sushi to get by. Moments like these can be stressful (and expensive), so planning ahead for unplanned costs is a smart move. Setting up corporate credit cards or emergency funds gives your team peace of mind, knowing they’re covered if things don’t go according to plan. Educate them on the expense reimbursement process to keep everything smooth and straightforward, so they’re not stressed about footing the bill upfront. 

These small preparations mean they can focus on the work they came to do, rather than worrying about how they’ll pay for the extra nights. After all, the unexpected is all part of the adventure—best to be ready for it, just in case.

Worried about planning a team retreat?

We get it—after reading a list of everything that could go wrong, it’s understandable to feel a bit overwhelmed. Organizing a company retreat sounds exciting, but it brings its own challenges: choosing the perfect location, prepping for travel risks, and ensuring everything goes smoothly on-site.

That’s where we at Surf Office step in. From pre-travel prep and risk assessment to helping you choose a location and venue tailored to your team, we’re the corporate travel planners you need. Once there, we’re on-site to handle any needs that arise, so you can relax, knowing every detail is sorted. Your team can simply focus on what they’re there to do; bonding and brainstorming.

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Here’s what we offer:

• Stress-free transfers? We got you! ✅
• Quality-assured accommodations? Check! ✅
• Engaging team-building activities? Our speciality ✅
• Restaurant reservations? That's on us! ✅
• Expert retreat planning assistance? Of course, we have this covered! ✅
• Onsite support, tailored to your needs? Absolutely ✅

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Not only this but we also have access to 160+ locations around Europe, APAC, the US, Latin America, and now Africa, meaning the sky is your limit when it comes to choosing the right location for you and your team.

‍Contact us for more information and make sure to do team-building the right way!