From natural disasters and civil unrest to medical emergencies and sudden cancellations, crises can disrupt business travel in an instant which is why a travel risk management guide is crucial. In turbulent times, the ripple effect on corporate travel is almost inevitable — and without a clear plan in place, companies’ risk being caught off guard, forced into a reactive scramble instead of a calm, coordinated response.
Despite the growing recognition of these risks, many organisations remain underprepared. A 2023 survey by Everbridge revealed that only 24% of businesses have a solid travel risk management programme in place. Furthermore, just 21% reported having adequate pre-trip risk assessment measures, and only 19% felt their travel risk policies were effectively communicated and understood throughout their organisation.
This gap between awareness and preparedness underscores the necessity for organisations to ensure their travel programmes are resilient, adaptable, and focused on safeguarding both operations and employee wellbeing. This entails more than just having a policy in place; it requires clear protocols, regular reviews, and the right support — often in the form of an experienced Travel Management Company (TMC) — to ensure business continuity and traveller safety when disruptions strike.
In this article, we’ll delve into the types of business travel emergencies companies may face, why crisis management is essential, and the key strategies for staying prepared.
What can go wrong? Common business travel emergencies
When it comes to business travel, unpredictability is part of the terrain. From sudden weather events to political unrest, a wide range of emergencies can derail travel plans, compromise traveller safety, and disrupt business continuity. Knowing what risks exist is the first step towards building a robust response plan.
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Natural disasters
Events like earthquakes, floods, wildfires and tropical storms can strike with little warning, bringing entire transport systems to a standstill. Road closures, airport shutdowns and power outages are just some of the consequences that can leave travellers stranded or forced to evacuate with little notice.
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Political and civil unrest
Protests, riots, strikes and political instability can quickly escalate and pose real threats to those travelling in or near affected areas. In such situations, borders may close, curfews may be imposed, and movement may be restricted — leaving travellers vulnerable and unsure of what steps to take next.
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Health crises
Outbreaks of infectious diseases and localised health threats can lead to sudden travel bans, mandatory quarantines and healthcare access challenges. In some cases, the risks aren’t just logistical — they’re personal, affecting the traveller’s wellbeing and ability to receive timely care.
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Terror-related incidents
While rare, terrorist attacks have a wide-reaching impact on travel. Beyond the immediate risk to safety, these events often lead to heightened security checks, diverted flights, airport closures and cancelled services — disrupting itineraries and creating a heightened sense of fear among travellers.
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Transport disruptions
Delays, cancellations, strikes and accidents involving flights, trains or other modes of transport are among the most common — yet still highly disruptive — issues business travellers face. A single missed connection or mechanical failure can throw off entire schedules, especially for time-sensitive trips.
The three basic elements of travel risk management guide
1. Before: Planning ahead, assessing risks and strengthening communication
No one can predict exactly when a crisis will strike — but being unprepared is no longer an option. The best way to protect your people and your business is to stay a step ahead. That starts with a proactive crisis management plan tailored to your company’s travel footprint.
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Planning ahead
Preparation lays the foundation for any successful crisis response. This means having contingency plans in place for different scenarios — from natural disasters to political unrest — and ensuring that everyone involved knows their role. Companies should work closely with their travel management partners to develop flexible travel policies, emergency protocols, and escalation procedures long before a crisis unfolds.
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Assessing risks
Even if your employees frequently travel to the same destinations, risk levels can change quickly. That’s why regular risk assessments are essential. A strong travel risk management strategy should cover five key components:
- Identifying the risk
- Preparing the traveller
- Tracking the traveller
- Communicating with the traveller and wider team
- Responding effectively when things go wrong
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Strengthening communication
Clear and consistent communication can make all the difference in a crisis. Before travel begins, companies should establish reliable channels to keep in touch with employees on the move. This might include mobile apps, SMS alerts, or direct lines to the travel team or HR. During an emergency, timely updates and swift coordination are critical — not only to support the traveller, but also to keep leadership and relevant departments informed.
2. When the crisis hits: Immediate steps to take
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Duty of care
- Track employees: Know where your employees are and whose due to travel.
- Stay in touch: Ensure travellers check in regularly for safety updates.
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- Provide assistance: Help sick or injured travellers and repatriate when needed.
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- Support the stranded: Ensure stranded travellers have what they need to stay safe.
- Support the stranded: Ensure stranded travellers have what they need to stay safe.
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Business continuity
- Clarify travel needs: Understand who still needs to travel and why.
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- Enable alternatives: Use virtual solutions to minimise non-essential travel.
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- Plan for cuts: Prepare for potential financial adjustments.
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Travel policy
- Update guidelines: Be clear on travel restrictions and communicate updates.
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- Prioritise flexibility: Ensure bookings are refundable and require pre-trip approval.
- Prioritise flexibility: Ensure bookings are refundable and require pre-trip approval.
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Supplier relations
- Monitor changes: Track flight cancellations, hotel closures, and service disruptions.
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- Renegotiate terms: Adjust agreements with suppliers for more flexibility.
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- Track unused tickets: Implement a system to monitor and recover costs from unused tickets.
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Communication
- Evaluate risks: Regularly assess the situation and adapt your communication.
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- Choose channels: Decide on the best communication method (e.g., email, SMS).
3. After: Reflect, adapt, and strengthen for the future
Once the crisis has passed, it’s crucial to evaluate how your travel programme performed and identify areas for improvement. Reflecting on the crisis allows you to understand what worked, what didn’t, and how you can better prepare for future disruptions. By reviewing the “new normal” post-crisis, you can recalibrate your approach and strengthen your crisis management strategy.
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Adjusting to the new business landscape
In the aftermath, businesses will likely shift focus to cost control. With tighter budgets, decisions will centre around justifying travel spend, leading to more cost-effective options like downgraded airline cabins and hotel categories. The emphasis on traveller experience may be replaced by operational necessity.
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Navigating supplier changes
The crisis will also affect suppliers, who may change their offerings, such as reopening hotels gradually or offering fewer amenities. When negotiating with suppliers, flexibility and agility will be key. Securing agreements that provide value while adapting to these changes will be essential for the future.
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Lessons from the frontline
Employees, having experienced the crisis firsthand, are your most valuable resource for evaluating the effectiveness of your crisis management plan. Ask corporate travellers for feedback on their experience and use their insights to improve your preparedness and support during future disruptions.
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The bigger picture
A crisis often prompts broader industry changes. Global events can have a ripple effect on travel policies, supplier relationships, and insurance coverage. Now is the time to assess how suppliers have emerged from the crisis and whether your partnerships are still aligned. Review your travel programme with your Travel Management Company (TMC), utilising real-time data to anticipate and manage risks moving forward.
Proactive measures for effective business travel crisis management
Organisations must implement proactive strategies that prioritise the safety and well-being of employees to manage the risks of business travel emergencies. By adopting a comprehensive approach to emergency preparedness, companies can reduce the likelihood of incidents and mitigate their impact when they do occur.
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Instant travel updates
In today’s world, it’s vital for organisations to stay on top of potential disruptions. Leveraging technology to send real-time alerts helps keep travellers informed about issues like natural disasters, health emergencies, or political unrest. By using email, SMS, apps, and social media, organisations can ensure travellers are well-informed and can adjust their plans accordingly.
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Ensuring emergency contact readiness
Ensuring travellers have easy access to emergency contact details is key. This information should include family members, friends, or company representatives who can act quickly in an emergency. Travellers should be encouraged to share their itinerary with these contacts, including flight details, hotel stays, and planned activities, so that someone can assist them if needed.
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Essential emergency kits for travellers
Providing travellers with emergency kits containing essential items can make a significant difference in unpredictable situations. These kits should include things like first-aid supplies, medications, a flashlight, a portable radio, and essential documents like passports and insurance details. Tailoring these kits to specific trips or destinations ensures they are useful, practical, and compact enough to carry easily.
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Crisis communication training for employees
Effective communication during a crisis is essential to managing anxiety and misinformation. Employees should receive training on staying calm, listening carefully, and delivering clear and concise messages. This training should also include guidance on using appropriate communication channels—such as email, SMS, or social media—to share crucial information quickly and accurately.
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Emergency evacuation practice runs
Regular evacuation drills help employees familiarise themselves with emergency procedures. Simulating various emergency situations—such as fires, earthquakes, or political unrest—allows staff to practice their response and understand the location of escape routes, emergency exits, and assembly points. These drills also identify potential weaknesses in the emergency plan and boost employee confidence in their ability to handle a real crisis.
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Comprehensive insurance protection
Adequate travel insurance is a must for protecting employees in the event of emergencies. Organisations should ensure that their policies provide comprehensive coverage for medical expenses, cancellations, emergency evacuation, and lost luggage. Regularly reviewing insurance policies ensures that all employees are covered for the risks specific to their destinations or activities.
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Leveraging technology for crisis management
Incorporating technology into crisis management can significantly improve response times. Travel management systems allow organisations to track travellers’ locations in real-time and send automated alerts about potential risks. Mobile apps can also provide travellers with access to emergency contacts, travel updates, and safety information, making communication easier during emergencies.
Partner with Holiday Tours: A trusted Travel Management Company for safer travel
At Holiday Tours, we understand that a proactive approach to travel risk management is essential for safeguarding your employees and ensuring business continuity. Our Travel Safety Promise offers a comprehensive suite of services—from pre-trip planning and real-time alerts to post-trip support—all backed by our partnership with the MATTA Travel Safe Malaysia programme and the Hygiene Excellence and Safety Label.
Whether you’re managing a single traveller or a global team, we provide tailored solutions that align with your duty of care obligations and operational needs. With nearly 50 years of experience and a robust network of global partners, we are committed to delivering seamless, secure, and compliant travel experiences.
ENSURE THE SAFETY OF YOUR WORKFORCE WITH HOLIDAY TOURS.
REACH OUT TO US AT +603 2303 9100 (PRESS 3) OR [email protected]
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