Preparing to Travel

Learn how to prepare for overseas travel and deployment.

Pre-Departure
Activities

Note to Learners
The information and guidelines contained in this course are for general information purposes only.
Reliance on any information or guidelines is therefore at the user’s sole risk. If you rely on any
information or apply any guidelines contained in the course, you do so at your own risk and Save
the Children will have no responsibility or liability under any circumstances.

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Get Approval and Complete Training
These are the first things that should be done prior to departure.
Get Approval

• Understand the work to be performed.

• Make sure that you, your supervisor, and the Country Director
(destination country) agree to the work and Terms of Reference (TOR).
• Proceed with the pre-departure preparations once the Country Director
approves the travel.
Complete Mandatory Training

Complete all training required by your organisation related to traveling and

the destination country.

Learn About the Destination Country

When travelling to a different country, it’s important to learn about its language, culture, politics, religion,
climate, economics, security issues, and how your organisation is perceived. There are several ways to
do this.

Read organisational literature Complete any associated training

Attend organisational briefings,

Conduct Internet research
pre-departure if necessary and upon
arrival in country

Speak with colleagues inside and

outside your organisation who have
previously deployed to the country

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Pre-Travel Preparations: Questions You Should Consider
After you gain an understanding of the destination you are travelling to, start making arrangements for
your travel. Travel arrangements are your responsibility. However, your organisation and your consulate
can offer assistance before you leave. To gain an understanding of the arrangements that need to be in
place, there are a few questions that you should consider.

Personal

• Have you been to this country before?

• What are you going to do when you are there?

• Are you travelling outside the capital?

• Do you have your health insurance and medevac cards?

• Have you considered the risks and benefits of using credit and debit cards?

• Have you informed your bank or credit card company that you are travelling?

• Have you planned arrangements for any layovers?

• How will you secure personal valuables, such as iPads and laptops?

• Have you received the vaccinations required for the country you are visiting?

• Do your research. Your safety and security while traveling is as much your responsibility as it the
organisation’s. It is therefore wise to do some essential reading before you arrive.

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Organisational

• Have you completed your HR Profile? If already complete, ensure your information is up-to-date
including proof of life questions.

• Have you reviewed your organisation’s Travel Policy and Procedures?

• Have you completed your Traveller Profile and sent it to the Travel Coordinator?

• Have you visited the Global Safety and Security’s (GSS) Travel Safety and Security site for
information and latest announcements?

• Have you completed the GSS approved Personal Safety and Security Training in the last 3 years?

• Have you completed the Scope of Work (SoW) for your trip?

• Have you completed all required approvals and authorisations for travel (obtained approval from
the Country Director (or equivalent) for your trip)?

• Have you reviewed your organisation’s procedures with respect to:

LJ Medical evacuation

LJ Travel insurance

LJ Crisis management support

LJ Emergency contact information and procedures

• Have you reviewed the Pre-departure Information (PDI) for your destination(s)?

• Do you have local contact information?

• Have you logged your itinerary under travel tracking system or with travel coordinator?

• What are the pick-up arrangements when you arrive at the airport?

• How would you recognise the person sent by your office?

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 Consulate

• What services and support will your consulate provide in the destination country?

• What are the visa requirements for the destination country?

• What are the legal rights of foreigners in the destination country?

• Have you registered with your embassy/consulate in the country you are travelling to?

Prepare a First Aid Kit

If your organisation does not supply you with a first-aid kit, then you will need to purchase or create
one. Remember to place the kit inside a checked bag as it contains sharp objects. If packed in
carry-on bags, it could be confiscated by airport security.

If you have specific medical needs verify in advance that medicines are legal in the country you are
travelling to and then add them to your kit with several months of supply. Verify with the embassy and
with your doctor (asking him/her for a letter that specify your needs).

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 A well-stocked kit should contain these items:

• Disposable latex-free exam gloves (more than or equal to 2 pairs)

• Adhesive bandages, multiple sizes

• Gauze

• Adhesive tape

• Elastic bandage wrap for sprains and strains

• Triangular bandage to wrap injuries and to make an arm or shoulder sling

• Antiseptic

• Cotton swabs

• Tweezers

• Scissors

• Anti-fungal and anti-bacterial spray, cream, or gel

• 1% hydrocortisone cream

• Anti-itch gel or cream for insect bites and stings

• Aloe gel for sunburns

• Moleskin or similar for blister prevention and treatment

• Saline eye drops

• Saline nose drops or spray

• Digital thermometer

• First-aid quick reference guide

• Masks

• Hand sanitizer

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Additional Tips
Consider these additional suggestions to make your travel safer and more comfortable.

Wear clothing that is comfortable, durable, wrinkle-resistant, and

appropriate for the local culture and climate.

Drink plenty of water; limit alcohol consumption to avoid dehydration.

Do NOT display your name and company logo on your luggage. However,
you should utilize methods that allow you to identify your luggage but
does not reveal your personal identity.

Secure your luggage with an approved luggage lock.

Never allow anyone else to pack your luggage. Do not carry anything in
your luggage which does not belong to you.

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 Airport Arrival
Activities

Airport Arrival Activities

Upon arriving at the airport, it is important to perform the following activities.

9 Confirm your flight and get your boarding pass (unless you checked in online).

9 Clear security and immigration with plenty of time to reach departure gate early.

9 Identify the location of airport exits.

9 Stay with luggage and property at all times.

9 Listen for any changes to flight, to departure times or departure gate.

9 Have an agreed pick up procedure or strict guidance that must be adhered to.

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