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The Rough Guide to Business Travel Essentials
- 1. THE ROUGH GUIDE to Business Travel November 2010 The Next Business Traveller
- 3. Food 1. Exhaustion poisoning 6. Terrorist Exhaustion incident 2. Car Food poisoning Accident How likely…? 5. Violent Violent assault 3. Car Pick pocketed Accident Terrorist 4. Pick pocketed incident
- 4. THE ROUGH GUIDE to Trip Planning
- 5. Trip Planning The Next Business Traveller
- 6. www.fco.gov.uk/travel Username: next TelPassword: 850 2829 No: 0845 red24 Pre travel checklist Supplier advice RED 24 and the Foreign Office websites Trip Planning Traveller profile / TAF www.red24.info
- 7. (if card is blocked) UK – 0800 001 4286 Overseas – 0044 1604 614802 HRG Travel Desk 0044 1162 842244 (Mon – Fri 0900-1730) HRG 24hr Emergency Book early ! 0044 1252 881010 (For urgent bookings and changes outside of office hours) Next Security 0044 1162 842260 CHARTIS insurance 0044 208 7628388 www.chartisinsurance.com/uk/globecover Policy number 0015900533 For claims related queries call 44 (0)20 82537474 Travel schedule Red 24 (24/7) 0044 208 7070000 FCO (24/7) Dummy itinerary 0044 207 0081500 Traveller security guidelines as set out by the FCO Trip Planning Travel Contacts Use HRG. Barclaycard Fraud Department
- 8. 6 months clear Keep a copy at work and with you Visas Trip Planning Check your passport
- 10. THE ROUGH GUIDE to Travel Essentials
- 11. Security issues Water & liquids Car Parking Hand baggage The Airport All the obvious stuff !!
- 12. Security issues eg: demonstrations Personal Information Be careful where you eat Be sensitive to local issues / views Out & About Pre- arrange transport & hotel
- 13. Who should do the driving? Direh direh/King qui man dian Pre book all Taxis Do you really know where you are going? Local Transport Vehicle condition…taxi or death trap?
- 14. Consider hotel security Selecting a room…your thoughts? Room safety tips Hotel Essentials What are the basics?
- 15. Pick pocketing See the Further Counterfeit goods HO reading Intranet Theft of mobile phones Credit card fraud Begging Bribery and corruption Travel Essentials Street crime
- 16. THE ROUGH GUIDE to Travel Health
- 17. Normal medication Keep hydrated Any special needs? Focus on Malaria Health Basics What are the basics?
- 18. Cover up Dawn & dusk Repellents (DEET) Mosquito nets Malaria Prescription drugs
- 19. Travel Vaccines COUNTRY MALARIA Bangladesh REGIMEN Yes Yellow Fever - Hep A R Typhoid R Tetanus R Polio R Mening - Jap. B Enceph L Diphth L Rabies L Hep B L Some areas C R R R R - L L L L Cover C R R R R - L L L L Yes C R R R R R L L L L High malaria risk in the south east and Chittagong Hill Tracts No risk in Dhaka city China Urban and densely populated areas are normally malaria free. Hong Kong Very low malaria risk - avoid mosquito bites. India Malaria risk exists in all Indian states below 2000m especially in rural areas and Goa particularly areas north of Panaji - Regimen 2.
- 20. Travel Vaccines COUNTRY MALARIA Indonesia including Bali REGIMEN Yellow Fever Yes C Hep A R Typhoid R Tetanus R Polio R Mening - Jap. B Enceph L Diphth L Rabies L Hep B L There is a malaria risk throughout Indonesia all year round but the risk is small in all large cities like Jakarta and the tourist resorts on the islands of Bali and Java - Regimen 4. Israel - - R R R R - - L L L - - - - R R - L L L L Yes C R R R R - L L L L No malaria risk Japan No malaria risk Pakistan Malaria risk is present in the whole country in areas below 2000m (i.e. everywhere except in the Himalayas in the far north) and more so in the hotter months and after the monsoon rains (May - October) - Regimen 2.
- 21. Travel Vaccines COUNTRY MALARIA Sri Lanka REGIMEN Yellow Fever Yes C Hep A R Typhoid R Tetanus R Polio R Mening - Jap. B Enceph L Diphth L Rabies L Hep B L Malaria risk in the whole country Regimen 2. Colombo and the coastal resorts of Galle, Nuwara Eliya and Kalutara, no risk of malaria but bite avoidance is recommended - Regimen 4. Thailand Yes C R R R R - L L L L Yes C R R R R - L L L L Malaria risk is present throughout the year but mainly in rural and forested areas near the borders with Myanmar (Burma), Laos and Cambodia - Regimen 1. Vietnam Malaria risk is present in the whole country - Regimen 1. Excluding urban centres such as Ho Chi Min City (Saigon) and Hanoi, the Red River delta and the coastal plain areas of central Vietnam north of Nha Trang Regimen 4.
- 22. Well cooked Street food Safe foods / unsafe foods? Best places to eat Food Health H2O matters
- 23. The effects of flying DVT Pregnancy Colds In the air Dealing with Jet Lag
- 24. Websites: www.fco.gov.uk/travel, Tel No: 0845 850 2829 Red24: www.red24.info Username: next Password red24 Next Intranet THE ROUGH GUIDE to Finding out more November 2010 The Next Business Traveller
- 26. A. Which statement below is untrue? 1. Both Next and you have a duty of care for your safety when travelling 2. Considering your personal safety when planning your travel will help you achieve your trip objectives 3. Careful planning and research on the country you are visiting will help to ensure your safety 4. Your insurance will be invalid if you don’t consider your personal safety when planning your trip
- 27. B. What is the Next Travel policy if the FCO says No Travel? 1. Its OK to travel if your manager says so 2.You must travel if the business requires it 3. No Travel 4. Its OK to travel if a supplier makes the arrangements
- 28. C. What must you do if you don’t book through HRG? 1. Book through a supplier 2. Give HRG your full itinerary 3. Tell a colleague 4. Keep the details confidential
- 29. D. Which of these is a strategy for combating jet lag? 1. Make sure you have stayed up late the night before you travel 2. Drink plenty of wine 3. Put your clock to local time ASAP 4. Stay awake as long as possible by watching films
- 30. E. What do you not need to check before you travel to China? 1. Your passport is valid for 6 months 2. You have 2 free pages on your passport 3. Whether you need an International Drivers Licence to hire a car 4. You have the relevant visa
- 31. F. What food type should be avoided during a short business trip? 1. Wrapped processed food and sweets 2. Factory canteen food from a canteen frequented by Expats 3. Local street food delicacies 4. International Hotel food
- 32. G. What do Red 24 not do? 1. Provide information to help you plan a safe trip 2. Guarantee you have safe trip 3. Provide alerts about incidents in the country you are visiting 4. Provide emergency back up if you are involved in a significant incident
- 33. H. Which is not a vaccination required for Bangladesh? 1. Tetanus 2. Malaria 3. Hepatitis A 4. Typhoid
- 34. I. What would not be important when considering hotel safety? 1. Which floor your room is on 2. Do you know the where the Fire Exits are? 3. Does the room face onto the main High St 4. Is the reception staffed 24/7
- 35. J. Which of these is a good source of advice for travel safety? 1. The FCO 2. Red 24 3. HRG 4. All of the above
Editor's Notes
- Welcome to Next Business Traveller TrainingHave you any thoughts about why we are holding this session today?Next have a responsibility to care for it’s employeesThispresentation aims to provide/prepare you with essential information required when travelling on business on behalf of Next.Being proactive and realistic about travel routines will ensure your business objectives are metPlanning will ensure your safety and security. Under normal circumstances, business travel should be no more dangerous than travelling for any other purpose. But people who travel on business tend to be pre-occupied with appointments, directions and preparing for meetings. As a result, they are less aware of what is happening around them and become easier targets for criminals.By developing an appreciation for the risks you face when travelling abroad and understanding that there are ways in which you can alter your behaviour, you can significantly lower any risks, however it is vital that you take responsibility for your own safety and security while operating in hotspot countries.
- How many people travel abroad from Next every year ?
- Put these in order of likelihood:Food poisoning (2)Car Accident (3)Pick pocketed (4)Terrorist incident (6)Violent assault (5)Exhaustion (1)It is important that you take the advice given in this presentation in the context of the above and have palns in place to deal with each, but in a proportional way.
- During this presentation, we’ll cover some key aspects of business travel, in a logical sequence.Your contribution is welcome and sharing your own experiences will add value to the session.Things to check before you travel2. Things to be aware of whilst you are on the move....but we will assume a base level of travel awareness3. Health issues & food
- Trips can be incredibly complex....here is just one example of everything you have to think about.
- Let’s start at the beginning focussing on what you should do prior to travelling – the preparation stage.There are certain essentials which must be completed prior to your first overnight travel experience on behalf of Next. Who knows what a Traveller Profile is?Why must it be completed ?Where do you find it? - blank copies of the form are available on the Next Intranet / Departmental Information / Travel Desk. Who knows what a TAF is? A travel authorisation form and it must also be signed by your Line Manager and a Director prior to requesting any travel arrangements.It’s essential to read up on current information from the Foreign Office and Red24 about the country you are visiting, and check whether there are specific areas within the country that are dangerous for foreigners. Ensure you are well informed about the local political and social situations. If you have any concerns, discuss them with your line manager.Websites: www.fco.gov.uk/travel (Tel No: 0845 850 2829) Red24: www.red24.info (Username: next Password: red24) Who knows what Next policy is if the the FCO web site indicates that NO TRAVEL is recommended to the area / country you are interested in?NO TRAVEL occurs. Who knows what Next policy is if the the FCO web site indicates that no travel other than ESSENTIAL TRAVEL is recommended? Then it is the traveller, along with their line managers responsibility to decide if the trip is required.Use the pre travel check list for guidance – available on the Next IntranetIt’s important to spend time planning your route and as appropriate take local suppliers advice.
- Travel and health insurance is applied automatically and no specific arrangements need to be made for each journey. You should make sure you have a copy of the Next Travel Contacts Card (available from the Travel Desk). This contains the most important Emergency Numbers.These are available today for anyone that wants one.Please now log the HRG 24hr No and the ACE assistance numbers in your phones.If you need any assistance or advice, or should you become ill or sustain an injury whilst abroad on business, telephone: Ace Assistance(44) 207 1737872 (from outside UK)0207 1737872 (from inside UK)website www.acehelpline.comThe password is the last four digits of the telephone number above: 7872 You MUST ring this number at the first opportunity in the event of any emergency. This telephone line operates 24 hours a day, every day of the year. The telephone number will give you immediate and direct access to trained peopleWhy book through the travel desk whenever possible? Itinerary logged. Cheaper fares if booked early; so advanced planning can be very cost effective if that’s possible.Details of your travel schedule, including hotels, itineraries, contact details and travel arrangements must be left with your line manager – (they have a responsibility for you whilst travelling abroad, but your individual responsibility is to keep them notified of your whereabouts).All travel arrangements which are not made through Travel Desk should be brought to the attention of your line manager and a copy of your itinerary sent to the travel desk so that it can be logged on their system.
- Check your passport, and ensure you have at least six months expiry in hand (after your return date….check his now) and that you have the requisite 2 blank pages in your passport (check this now)Make a note of your passport number, date and place of issue, and keep in a safe place. Leave a photocopy of your passport with work and carry a copy with you as a back up along with your original.Leave plenty of time for visas
- Advanced knowledge of local customs is important too, maybe learning a few key phrases and definitely speak to someone who has been done the trip previously.Step out of your bright clothes : Nothing targets a tourist like bright flashy clothing.Be culturally sensitive. You’re on foreign turf. Respecting local customs, culture, and services offered by this particular country is a must. Find out if wearing shorts in a church is acceptable or forbidden. When in doubt, cover your skin.Learn 10 basic phrases (hello, goodbye, thank you, passport, please…) in a language before traveling there. What better way to make the trip more exciting than practicing speaking a new language. Be sensitive with camera in hand. Rememberthis is other people’s home. If you sense someone is uncomfortable with your attention on them, take heed and respect their privacy.Keep the volume down. Nothing is morecringe worthy when traveling abroad than hearing an obnoxious group of foreigners.
- What do you think is the “obvious stuff” re: airport securityAlways pack your own suitcase. Don't carry anything for anyone else, do not carry any parcels where you don’t know what’s inside.Do not announce your final destination, or your length of stay to fellow passengers; the information may be overheard.On luggage tags give an office address without the name of the company in the holder, do not include personal details.Familiarise yourself beforehand with your check-in time. Always allow for some additional time during peak time travel.Know what products are banned (either in or out of the relevant countries) eg: food, plants, alcohol, tobaccoSecurity issues Have everything ready at security…it will speed you through the processDon’t joke at security Always be polite and helpfulWater & liquidsKnow the liquid limitsBuy drinks after securityCar parksIf leaving your car at the airport, take a note of the parking bay number. Take your keys with you; do not leave spare keys in the car.Hand baggageWhat would you always pack in your hand baggage?Take any work and first day essentials eg: underwear / socks / basic washkit / medication with you onto the plane not in the hold, this is in case of delayed luggage.
- Transport and accommodation should be pre arrangedFind out if demonstrations that could lead to unrest may be occurring during your stayYou should never plan to stay in a volatile area. If the situation deteriorates, contact your local embassy or consulate, particularly if you need to be evacuated.Establish whether any demonstrations that could lead to unrest could be occurring during your stay (eg if elections are planned). If such an incident occurs, stay indoors for its duration.Take care with personal informationDo not give out the name of the hotel you are staying in or your room number. Information should be given on a need to know basis.Practise caution when giving out your business card; establish whether recipients need to know your details. Do not reveal your home address or phone numbers or display your wallet when meeting people. If required to give an address, use your business address.Be careful where you eatAvoid restaurants frequented by expatriate workers and tourists.Avoid making reservations under your own nameChoose tables inside the restaurant rather than on the pavement.Be sensitive to local views and issuesBe cautious of discussing topics such as politics or finances with strangers.Your comments may be construed as insulting or inappropriate.
- Who should do the driving?If travelling in the Far East, India etc you should not do any local driving. It should all be done by your host, their driver or a trusted Taxi firm.Suppliers should be advised of minimum acceptable standards for such journeys e.g. seat belts should be available and used.Travel speed should be appropriate for traffic conditions and within national speed limitsBe prepared to firmly tell the driver to slow down…many think it is their duty to get you somewhere as quickly as possible (see example of please drive slowly !)Whenever possible, pre-book taxis and hire cars.In addition you should obtain the name of the supplier’s employee who will collect you and be your driver.Ask someone at hotel receptionto write down the destination you wish to go to, in case the driver does not speak your language.
- The basicsStay with your luggageNever leave your c/card on the reception desk Utilise hotel safe for valuables – passport, travellers cheques etc Limit the amount of information you record on the registration form Request your name and room number is not given out and that you are informed on incoming callsHotel securityTake the advice of Expats and frequent travellers. You should also consider the security arrangements at the hotel.Ideally, select a hotel with safes available, visible security, such as access control, surveillance cameras, perimeter control and 24-hour security staff. Limit the amount of personal information you record when booking in. Record only your last name and first initial. Don't use titles or academic qualifications and do not write your home address in the register, rather use a business address.Stay with your luggage until it is moved into the hotel lobby. At no time leave your luggage unattended, especially when booking in Do not be distracted, as thieves often walk off with unattended luggage.If you have any doubts about the hotel, it is advisable to see your room prior to booking in and signing the register.What should you consider when selecting a room?It is advisable to select or state you would like a room between the third and sixth floor. The ground, first and second floor rooms are more accessible to thieves and the sixth floor is the maximum height that fire department ladders can reach. If possible, choose one at the end of a corridor away from the main stairs, lifts and fire escapes, which are often routes used by thieves and other criminals. Ensure that all doors and windows can be securely closed and that door locks and other security devices are in good working order.Familiarise yourself with the hotel fire and safety instructions and know the location of the nearest fire exit and stairway. Hints about room safetyWhen your room is unoccupied leave the "Do not Disturb" sign outside your door. This will give the impression that the room is occupied.A "Please make up my room" sign outside your door advertises that the room is empty. If you want your room cleaned, arrange it through the hotel housekeeper or reception. When inside a hotel room, irrespective of the length of stay, always use the deadbolt on the door. If the door has a safety chain, twist it to take up the slack before latching it.Confidence tricksters prey on your vulnerability and will offer many reasons to get you to open your door; they may even claim to be hotel staff members or security staff. It is advisable to deposit the room key at reception when booking out. Do not leave it in the door and do not leave the door open when you finally leave your room. Should anything be stolen from the room you may find yourself liable for the cost of its replacement.
- However well your trip is planned, there is always the chance of ‘the unexpected’, it’s important to be prepared for what could go wrong and be vigilant at all times. Street crimeWe’ll have a quick look at through pick pocketing and other street scams. Visitors to cities and towns should always be aware of scams and attempts by thieves to relieve travellers of their possessions. Unfortunately, street crime is on the increase in most urban areas, and popular tourist sites are favourite hot spots for petty criminals.Pick pocketingThis is, by definition, non-confrontational and often the target is unaware that they have been a victim of a crime until some time after the incident. Pickpockets generally operate in crowded areas with Bus stops and train stations during rush hour are favourite haunts, so always be extra vigilant when passing through these areas. Counterfeit goodsNext will treat the purchasing of large quantities of counterfeit goods on Business trips as completely unacceptable, a risk to our business integrity and will treat it as an extremely serious matter Further information on this subject is available on the Head Office IntranetTheft of mobile telephonesMobile telephones are a valuable source of information, and often contain sensitive personal data. If your phone falls into the wrong hands, not only have you lost a valuable item, but your and your contacts' personal and financial histories are open to identity theft. Credit Card FraudCredit card cloning is big business in certain areas, never let your card out of your sight, if paying for something with your card, ensure the transaction takes place in front of you i.e the machine is brought to you, never allow your card to be taken away to complete a transaction. Advise your bank if you are travelBeggingBegging can be upsetting, but is part of life in many countries. Be hard, don't be drawn in, begging is an industry. Avoid eye contact and do not give in.Bribery and corruptionBribery is any payment or gift given to influence a person to do, or to omit, an act in the course of their official duties. When does a gift become bribery??? Further information on this subject is available on the Head Office Intranet
- What are the basics?Take a small medical kit with you. Include diarrhoea tablets, paracetamols, insect bite cream and insect repellantGet the right vaccinations in good time:give your local doctors a call to see if they suggest any vaccinations that you should have prior to travelling abroad (we’ll talk about this more in a minute).Make sure you have packed any medicines you use regularly. Make sure that you have enough for emergencies. Carry information about the medication just in case you need to buy some more when abroad or if you fall ill.In hot weather, drink plenty of water to avoid dehydration Find out whether there are any special/essential items you should take with you to the country or countries being visited (e.g. creams, insect repellent, anti bacterial hand wash).In malarial areasSee next slide
- Lets just focus on Malaria for a couple of minutes…How many cases do think there are each year?How many deaths do you think there are each year?You can get full information about the precautions you need to adopt against Malaria from the DOH website; this varies depending on the country or region you are visiting. There are numerous drugs available to combat malaria. The right one for you and the country / area you travel to will need to be discussed with your GPOne of the best controls is to cover up well with light coloured clothingKeep inside at dawn and duskUse a DEET based repellentIdeally sleep under mosquito nets in high risk areas
- Here are some examples of the vaccine requirements for certain countriesThere are too many to list them all, but the information is easily available from your GP or the DOH web siteNext will pay for any vaccinations or malarial tablets required for businessMost vaccinations require to be administered 4 weeks before travel…so you will need to be organised.
- Here are some examples of the vaccine requirements for certain countriesThere are too many to list them all, but the information is easily available from your GP or the DOH web siteNext will pay for any vaccinations or malarial tablets required for businessMost vaccinations require to be administered 4 weeks before travel…so you will need to be organised.
- Make sure tap water is safe to drink. If not… Use bottled water for everything – including cleaning your teeth, ice in drink etcIf the local tap water is a problem, then avoid ice in drinks. Salads too, are often washed in tap water and can make you ill.Make sure that food is cooked properly – particularly meat. We would recommend that you avoid shellfish.Avoid eating food from street stalls.What is the safest food to eat when travelling in the Far East?Freshly cooked vegetablesWhat food do you think is the least safe to eat when travelling in the Far East? Reheated foodShellfishRefried riceSaladCustards / creamUncooked cheeseWe would recommend that you eat mainly from International style hotels and restaurants and avoid eating food from street stalls.Only eat in the factory canteen if other UK Nationals or Ex pats also regularly eat there.
- Dealing with Jet lagThere are many techniques to combat jet lag…here are a few ideas that work for some of our Directors: Put your clock to local time when you get on the plane and do whatever you would be doing at your destination. If you have an evening flight, eat before you get on the plane then get to sleep ASAP. Whilst we can’t endorse the use of sleeping tablets, we would recommend that if you do use them, then you get them from your GP. We would also recommend that you do not take them until the planes wheels have been raised…we do have reports of at least one person who took tablets as they got on the plane. The plane then had to turn back and to land immediately…with interesting consequences!!Managing the effects of flyingAvoid the consumption of too much alcohol. The pressurised cabin will further enhance the effects of alcohol, as you dehydrate. Remember that you are travelling to work. Drink plenty of water.On arriving at your destination after a long flight, exercise lightly as this will help prevent swelling of your legs.Deep vein thrombosis (DVT), nicknamed 'economy class syndrome', has received widespread attention of late. If you sit still for longer than four hours your circulation could be affected. Replace shoes with comfortable slippers, take regular walks down the aisle . Women who are more than 36 weeks pregnant should consult with a doctor before flyingIf you suffer from travel sickness, ask your doctor to prescribe medication.If you fly while suffering from a cold you might experience ear and sinus problems due to the changes in air pressure. Try holding your nose and blowing if you experience discomfort. Decongestants could also help solve the problem.
- The information we have covered during the presentation will hopefully go some way to preparing travellers for their trip, however more information/reading is available from a range of sources.Websites: www.fco.gov.uk/travelTel No: 0845 850 2829 Red24: www.red24.infoUsername: next Password red24Next Intranet.And if anyone has been following An Idiot Abroad series on TV (now published as a book) that might provide an even more detailed albeit gruesome view of travel !
- So, that’s our rough guide, add to that common sense and previous/shared experiences you really are good to go…..Take questions, run quiz and handout presentation notes.
- Which statement below is untrue?1. Both Next and you have a duty of care for your safety when travelling2. Considering your personal safety when planning your travel will help you achieve your trip objectives3. Careful planning and research on the country you are visiting will help to ensure your safety4. Your insurance will be invalid if you don’t consider your personal safety when planning your trip (A)
- What is Next Travel policy if the FCO says NO Travel?1. Its OK to travel if your manager says2.You must travel if the business requires it3. No Travel (A)4. Its OK to travel if a supplier makes the arrangements
- What must you do if you do not book through HRG?1. Book through a supplier2. Give HRG your full itinerary (A)3. Tell a colleague4. Keep the details confidential
- Which of these is a strategy for combating jet lag?1. Make sure you have stayed up late the night before you travel2. Drink plenty of wine3. Put your clock to local time ASAP (A)4. Stay awake as long as possible by watching films
- What do you not need to check before you travel to China?1. Your passport is valid for 6 months2. You have 2 free pages on your passport 3. Whether you need an International Drivers licence to hire a car(A)4. You have the relevant visa
- What food type should be avoided during a short business trip?1. Wrapped processed food and sweets2. Factory canteen food from a canteen frequented by Expats3. Local street food delicacies (A)4. International Hotel food
- What do Red 24 not do?1. Provide information to help you plan a safe trip2. Guarantee you have safe trip (A)3. Provide alerts about incidents in the country you are visiting4. Provide emergency back up if you are involved in a significant incident
- Which is not a vaccination required for India? 1. Tetanus2. Malaria (A)3. Hepatitis A4. Typhoid
- What would not be important when considering hotel safety?1. Which floor your room is on2. Do you know the where the Fire Exits are?3. Does the room face onto the main High St (A)4. Is the reception staffed 24/7
- Which of these is a good source of advice for travel safety?1. The FCO2. Red 243. HRG4. All of the above (A)