Accidents happen, and it is no exception on tour. It is an awful thing to think about, but tour planners need to have preparations made.

Plan for the worst and hope for the best. Along with planning for emergencies, take preventative measure to minimize the chances of a problem. Taking a few extra steps in the planning process can go a long way in keeping you and your group safe.


Ask for Outside Help

The trip-planning stage is where the majority of the preparation needs to take place, back when you fist set the trip up, select an operator and price the program. Think about the reputation of the tour operator, and ask yourself if they were the best company for handling emergency situations.

Sometimes when you skimp out to a less experience company, you may lose some support of the company and you should be prepared to take on the burden yourself. With any company you choose, be sure to review the emergency protocol before you depart.

It may behoove you to budget for an emergency. You can hire a professional, paid tour manager to take over the duties of the tour if you were to become incapacitated.

Keep Important Papers Organized

Emergency contacts are vital in a pinch. Be sure to collect everyone’s information before departure and keep it well organized and accessible throughout the trip. This should also include the traveler’s personal physician and any necessary information on medical insurance, allergies and other important medical facts about the person. Make up a quick questionnaire for your members to fill out before the trip, and you will have all the info in one spot.

Take Preventative Care

Ask yourself how you can help your members take care of themselves on the trip. Remind them to watch where they’re walking, what and how much are they eating and how much sleep are they getting.

Plan a balanced itinerary that will help keep your travelers from getting exhausted as the day goes on. Instead of making them walk all day, split the day up between the tour, and maybe a show or concert that your members can sit and relax as they enjoy the performance. All mornings don’t need to start at the crack of dawn. You can plan for days your travelers can sleep in, and enjoy a leisurely breakfast, without feeling rushed in the morning.

We can not completely avoid emergencies, but we can prevent them as best we can. A well organized contact information system, along with a balanced itinerary will go a long ways to keep you and your travelers safe. Do yourself a favor and be prepared as possible, just in case.