Your 5-Step Emergency Plan for Employees Who Travel

Emergency Plan for Employees Who Travel

You need to worry about many things when your employees travel for work. But one of the most important is their safety. If something happens while they’re away, you need to be able to get in touch with them and help them out as quickly as possible.

That’s why we’ve put together this five-step emergency plan for employers whose employees travel. With this plan in place, you can rest easy knowing that you have everything covered in an emergency.

Define what an emergency is:

When it comes to business travel, having an emergency plan is essential. Company travel managers need to define what the company considers an emergency. This allows employees to take precautionary steps instead of waiting for a true emergency to arise.

From natural disasters or terrorist attacks overseas to a medical issue on the road within the United States, an emergency plan ensures that employees have clear plans and protocols to respond quickly and effectively. 

Business travellers can maintain compliance- and stay safe by knowing exactly what constitutes an ’emergency’ under their employer’s eye.

Consider possible emergency scenarios:

For companies whose employees travel, the importance of having a plan for emergencies cannot be overstated. As an employer, you bear the duty of care to your traveling employees, regardless of the destination.

While there may always be some unforeseen events that surprise us, it is important for company travel managers —or anyone developing an emergency plan— to take the time to consider all possible emergency scenarios and determine the best way to respond.

Not only is it essential to have an emergency plan in place, but it’s equally important to regularly review those plans to ensure they reflect the most updated response practices.

Determine a course of action for each scenario:

Once a list of possible emergency scenarios has been created, the next step is determining an appropriate course of action for each scenario. This includes establishing a clear chain of command and contact points for employees in an emergency and outlining specific steps employees should take if they find themselves in a crisis.

Consider the availability of rally points, escape routes (depending on the situation), and other resources that can help keep employees safe in an emergency.

Remember what constitutes an emergency  —and the steps to be taken in response— may vary from one situation to another, so it’s important to create a plan that can be easily adapted depending on each unique emergency.

Establish how you will account for everyone traveling:

Business travel can quickly become unpredictable and dangerous, so it’s paramount that employers have a plan in place for accounting for those they trust to ensure their safety.

The worst thing they can do is leave their employees, who are traveling to far-flung places, at the mercy of emergent circumstances. Establishing a system that provides an understanding of where everyone is and who will take responsibility if an emergency happens is essential.

Companies should not only collect a list of all employees traveling with their passport numbers and other identifying information, but they should also make sure to regularly check in with travelers throughout their trips. This way, companies can stay up-to-date on the locations and well-being of their employees and be able to respond quickly should an emergency arise.

Additionally, companies may find it useful to collect emergency contact information for all travelers in case they cannot get ahold of the employee directly.

Train your traveling employees on how to respond in an emergency:

In today’s high-speed, multinational world, having employees who are prepared to travel on behalf of their employer is more important than ever. But there is more to it than simply ensuring they’re comfortable with their hotel accommodations. 

By ensuring that all traveling personnel have undergone emergency response training, employers can help ensure a safe and secure trip for everyone involved. From evacuation protocols to coping in an active shooter situation, training employees to respond in an emergency can help put everyone’s mind at ease and create a sense of security along the way.


An effective emergency plan for employees who travel is essential for any company. It’s important to create a list of potential scenarios, determine the best course of action for each, account for everyone traveling with up-to-date information, and make sure all employees are trained to respond in an emergency. By taking these proactive steps, employers can create a secure environment for all travelling personnel and ensure their safety if the unexpected occurs.