Many Victorian public sector organisations embark on group travel, whether it’s a group of medical specialists heading to an overseas conference, or a school taking students on an interstate excursion.
Every travel experience can be rewarding, but travelling in a group brings its own set of risks and logistical challenges. With proper planning, you can help ensure a safe, smooth and successful group journey that protects your people and your reputation. Here are some recommendations:
Start with a risk assessment
Identify any risks before you book your trip. Research your destination thoroughly, and decide how you’ll get there, i.e. where you’ll stay and what you’ll do. Make sure you understand the current political situation of the country you’re travelling to, any known health risks (including infectious diseases), the climate, and the local laws and customs.
Check official travel advisories, such as the Department of Foreign Affairs and Trade (DFAT)’s Smartraveller website well before you go. These advisories are regularly updated and it’s prudent to stay informed throughout your travels in case circumstances change. More details are available here: https://www.smartraveller.gov.au/
Think about policies and procedures
If you’re travelling with a group, it’s important that everyone understands the group communication protocols. These might include who to contact in an emergency, and how to report any incidents or concerns. Clear guidelines help everyone understand their responsibilities and what to do if something goes wrong.
Check your insurance cover
Don’t leave your insurance to chance. Confirm that your travel is covered under your VMIA Travel Insurance policy. Review your policy wording and policy schedule so you know exactly what’s included and what’s not. Understand the cover for medical emergencies, cancellations, lost or stolen property, and liability. If you’re unsure of your cover, please seek advice from your Risk Adviser.
Stay informed about global events
Keep up to date with global situations that may impact your travel plans. The current conflict in the Middle East is a reminder of how quickly the global risk landscape can change. Ongoing tensions in the region have led to increased travel warnings and significant disruptions, including flight cancellations and restrictions on movement.
Our travel insurance doesn’t provide cover for destinations where Smartraveller advises ‘Do not travel’. If your group is planning high-risk activities or considering travelling to higher-risk destinations, talk to us about extra cover or ways to manage those risks.
Plan for emergencies
Preparation is key. Make sure everyone has both written and electronic contact details for everyone in the group, local emergency services of the country you’re travelling to, and the nearest Australian embassy or consulate. Think about how you’ll keep in touch if mobile coverage is patchy or someone has their digital device stolen. Regular check-ins with the group will help everyone remain calm if something unexpected happens.
Prioritise health and wellbeing
Consider the health needs of everyone in your group. Collect relevant medical information, such as allergies or chronic conditions and make sure arrangements are in place for medication or treatment. Anyone who is on medication should consider taking additional meds with them; sometimes people get stuck overseas for longer than planned. Encourage everyone to get vaccinations well in advance of travel. Travelling can be stressful, so have a system to check in on everyone’s mental health throughout the journey.
Keep records
Keep records of all your travel arrangements, risk assessments, approvals, and participant details. This isn’t just about compliance—it’s essential if you need to make an insurance claim or review what happened after the trip. Always handle personal information with care and follow privacy requirements.
How VMIA can help
Recent global events have significantly impacted group travel, particularly for schools planning trips through the Middle East. While airlines have responded with flexibility by offering full or partial refunds, travel agents and tour providers have generally adhered to their booking Terms and Conditions, which often do not allow refunds for cancellations within 30 days of departure.
Some schools insured by VMIA faced this challenge when they decided to cancel international trips that were due to transit via the Middle East, where either their flights were cancelled or it was no longer considered safe, noting that the Department of Foreign Affairs and Trade (DFAT) had increased its warning levels for most countries in the Middle East.
Thanks to VMIA’s travel insurance, these schools are covered for non-refundable costs and any shortfall in airline refunds, ensuring families are not left out of pocket.
Find out more
If you’d like more guidance or want to talk through your travel insurance needs, get in touch with our Risk Advisory team.
If you require urgent medical assistance or hospitalisation whilst travelling overseas, help with replacing a lost or stolen passport and/or assistance with arranging an evacuation following a natural disaster, please contact the Emergency Assistance Provider, World Travel Protection (WTP) – a 24/7 travel assistance company and emergency hotline.
Phone: +61 2 8907 5215 (by reverse charge)
Email: assist@worldtravelprotection.com
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