By the WorkNest team
For many employees in the charity sector, particularly those focused on international development, humanitarian aid, or global partnerships, travelling overseas is a regular part of the job. However, employers must remember that their duty of care doesn’t stop at the UK border.
Overseas work trips introduce a unique set of risks – from unfamiliar environments and cultural differences to more serious concerns like terrorism, illness, or accidents.
Whether employees are attending a conference, visiting a partner organisation, or delivering aid, travelling for work demands robust planning and risk management. This article explores key hazards and how to mitigate them.
Security risks
Travel to politically unstable regions or areas with a heightened risk of terrorism requires particular care. Employers should always consult the Foreign, Commonwealth & Development Office (FCDO) website for up-to-date travel guidance. If the FCDO advises against travel due to safety or security concerns, trips should be postponed, routes altered, or the visit cancelled altogether if feasible.
It’s important not to overlook specific regions or territories within a country that may carry separate warnings. Where travel must go ahead despite risks, appropriate approvals should be sought, and contingency planning should be in place.
Personal safety
Beyond political unrest, personal safety can also be compromised by factors like arriving late at night or travelling alone. Employees should be encouraged to travel during daylight hours where possible and to keep hosts informed of their movements.
It’s equally important for employees to have a clear plan in place in case something goes wrong, such as having emergency contacts readily available and knowing where the nearest embassy or consulate is.
An awareness of local risks – such as areas to avoid or behaviours that may draw attention – is essential.
Cultural and local awareness
Unfamiliar customs, laws, and social expectations can create not only awkward moments but real safety issues if misunderstood.
It’s important for employers to research the destination in advance – using reliable sources and input from any host organisation – and brief employees accordingly. Cultural norms around dress, public behaviour, gender roles, and even local laws, fees, or levies can differ significantly, and respecting these can help prevent misunderstandings or conflict.
Consider whether the employee has travelled to or worked in the region before; if they haven’t, this research and preparation becomes even more important, as they may be more at risk.
Health risks
Employees should be aware of any health risks specific to the destination country, including infectious diseases, food and waterborne illnesses, and vector-borne diseases (such as malaria or dengue fever). Staff should seek medical advice well in advance to determine if vaccinations, anti-malarial medication, or other preventative measures are necessary. It’s also important to educate employees on local hygiene practices, such as food handling and safe drinking water, and to advise them on carrying sterilising tablets or drinking only bottled water as a precaution.
Illness and medical emergencies
Employers must ensure that employees are fully informed about the medical facilities available at their destination, including the location and quality of hospitals, clinics, and pharmacies. They should carry any necessary medical information, such as details of pre-existing conditions, blood type, and prescribed medication, and it may be helpful to have this information translated into the local language.
Additionally, employees should know how to access emergency medical assistance and be aware of how medical treatment is typically paid for in the region, as upfront payment is often required. Employers should also confirm that comprehensive travel insurance is in place to cover medical expenses, including repatriation if necessary.
Environmental hazards
Some destinations carry an increased risk of natural disasters such as typhoons, earthquakes, or tsunamis. These are admittedly rare occurrences but can have devastating consequences, so it’s important to assess the likelihood and prepare accordingly.
Climate itself can also pose risks. Employees should be ready for extreme heat or cold, high humidity, or high altitudes. Even moderate climates can see large day/night temperature swings, so appropriate clothing and hydration are key to staying well.
Accommodation and transport
Safe travel doesn’t stop once an employee arrives at their destination. Accommodation should be pre-booked with reputable providers that have good security measures in place. Emergency exits should be identified on arrival, and secure storage – such as safes – used for valuable items. Having visible security staff or controlled access to the building is also reassuring.
Transport is another high-risk area. Only registered, reputable taxi firms should be used, and where possible, airport pick-ups should be arranged in advance. If staff are driving, the vehicle’s roadworthiness must be confirmed and long distances should be shared to avoid fatigue. Driving at night should be avoided. Internal transfers should ideally be booked before departure to reduce on-the-ground stress and risk.
Tech and infrastructure
Losing a passport, bank card, or laptop overseas can quickly escalate into a serious issue. Employees should keep important items secure and carry only what’s necessary. It’s also wise to record and store copies of key documents – such as passport and insurance details – both physically and digitally, and ensure that these are accessible to someone back home. Emergency contact numbers should be saved in multiple locations, and any thefts should be reported to local police immediately.
Communication is essential, especially in an emergency. Employees should consider what they would do if their mobile phone were lost or stolen, and pack backup chargers or spare devices. Wi-Fi and mobile network access should be checked in advance to avoid communication blackouts.
Cyber and utility risks also need to be considered. Local voltage standards may not match UK devices, and sudden power cuts could affect charging or safety equipment. Ensure all tech is compatible and prepare for possible interruptions.
Work and leisure activities
The nature of the work being carried out overseas may itself involve risk. Employees should be briefed on any local safety regulations, as well as safe systems of work relevant to the task. If the work is being carried out in remote areas, additional preparation will be required to ensure help can be reached quickly if needed.
It’s also important to be clear about the line between work and leisure. While employees may choose to add personal activities onto a business trip, employer insurance may not cover leisure pursuits such as skiing, diving, or bungee jumping. Employees should ensure they have their own cover in place for any non-work activities, particularly those involving higher risks.
Insurance and legal
Before departure, it’s essential to ensure that employees are covered for the full range of potential issues. This includes checking that their European Health Insurance Card (if travelling within Europe) is valid and up to date. If driving, they will also need valid vehicle insurance for the country in question.
Most importantly, the business travel insurance policy should offer comprehensive medical coverage, including repatriation and cover for the types of activities being undertaken. Without this, even routine issues could turn into significant financial and logistical challenges.
Safe, successful overseas trips
Thankfully, with the right preparation and clear communication, many of these risks can be effectively managed.
By conducting thorough risk assessments and taking proactive steps and prior to the trip, not only will the potential for incidents be reduced, but employees should feel safe, supported and informed, enabling them to focus on their important work abroad.
Need support?
For practical advice on employees travelling for work or any other health and safety concerns within your charity, contact WorkNest today for professional support.
The WorkNest team will be happy to discuss your charity’s specific situation and explore possible support options. Simply call 0345 226 8393 or email enquiries@worknest.com quoting ACEVO.
Photo by Louis Hansel on Unsplash