One of the stark realities of leading group trips is that sometimes things don’t go according to plan.
If your travelers look to you to take them to the fun activities you’ve arranged, they’ll also look to you when something goes wrong. The nature of the disruption can vary from minor inconveniences to outright emergencies, and that’s why being prepared is important. Though many of these events are extremely rare, anticipating them and coming up with a plan in advance ensures you’ll never be surprised.
Here are some things to think about when it comes to being prepared for travel emergencies.
Bad Weather and Natural Disasters
One of the oldest adages remains true when it comes to travel: You can’t control the weather. Whether it’s a thunderstorm that delays your travelers’ flights or a hurricane that threatens their safety, nature can be disruptive. That’s even true if you’re planning a beach day or a hike for your travelers, but it rains or gets excessively hot. There are also events such as earthquakes or floods that can happen with little warning.
Keeping an eye on the forecast every day is essential, as it enables you to arm your travelers with information about what to wear and bring. Light rain is an easy obstacle to overcome with the help of some rain jackets and umbrellas. However, a bad storm may be reason enough to cancel planned activities and go with a backup activity.
In cases of extreme disruption or a trip cancellation due to natural disasters or weather events, travel insurance can come in handy.
Medical Emergencies
Everyone wants to stay safe and healthy on vacation, but unfortunately, accidents and illness do happen from time to time. Being prepared for medical emergencies will help you handle the situation smoothly and keep the rest of the group’s trip on track.
Have all your travelers submit updated medical information, including allergies, medications, existing medical issues and their emergency contacts, so you can supply their information to any health professionals who may need it. Even scrapes and cuts require attention, so pack a good first aid kit to tend to any minor wounds.
Major wounds or medical emergencies require you to help your traveler to the hospital or doctor’s office. Keep their emergency contact apprised of the situation and come up with a plan for them so you can move on and ensure the rest of the group’s trip goes smoothly.
Logistical Issues
While less dire than a medical emergency or severe weather, logistical concerns can also cause their share of headaches for group trip planners. These can include everything from restaurants losing your group’s reservation to one of your travelers accidentally wandering away.
Be prepared by making sure you have everyone’s cell phone numbers and they have yours. Always do head counts and implement a checklist system for confirming reservations.
Still, things will go awry from time to time, so it’s a good idea to make sure you’re friendly with the local DMO (destination marketing organization) and they know you’re coming into town. They can often pull strings, so if one restaurant or hotel closes unexpectedly or loses your reservation, the local DMO might have one in their back pocket that ensures everyone stays fed and housed. Even airports are often willing to work with you when your plans are disrupted. The most important thing is to stay calm, keep in contact and use your network of connections.
Geopolitical Concerns
There’s a little less wiggle room with geopolitical emergencies. From protests to warfare, if there’s unrest in a destination you’re planning to visit, the smartest thing is to not go. You don’t want to risk your travelers’ safety or your own by going to an area where there’s any type of conflict, civil unrest or warfare.
If the unthinkable happens, and a conflict arises while you’re traveling, prioritize caution and get your travelers home as quickly as possible. This is another area where travel insurance comes in handy. While the hopes of having the perfect trip may be dashed, at least your travelers can get their money back, and they’ll remain safe in the face of this travel emergency.
