Emergencies will occur during off-site events. Proper preparation goes a long way toward keeping your attendees safe and reconciling the situation. Distribute an emergency preparedness kit to all attendees well in advance of the event that includes emergency contact information and common sense tips. These planning tips from Group Travel Consultants (GroupTravelConsultants.com) are a good start.
• Advise your participants to limit the amount of cash they bring. Give everyone a guide of how much money they will need or advise them to bring a credit card or ATM card that can be used internationally.
• Gather health care information from each participant.
• Find out in advance which participants are taking medication. Advise them to keep any prescription medication in its original container, and bring a photocopy of all current prescriptions so they can more easily be replaced if lost.
• Have your participants make copies of airline tickets, passports and visas when applicable. It’s a good idea for you to collect and hold on to these copies.
• Make sure your group knows to never leave valuables including passports in the hotel room. Use the hotel safe or an in-room safe if available.
• Make sure each person knows how to contact the front desk and the groups leader’s room.
• Make sure each participant has the name, address and phone number of the resort at all times.
• Advise your group to keep a small amount of money in their pockets to pay for small purchases so they do not have to open their wallet in a busy place.
• Use only authorized agents when exchanging money.
• Be aware that traffic laws vary in different places and look both ways when crossing the street
