Jonathan Carter-Chapman, Marketing Director, Business Travel Show Europe shares his insights on traveller safety and what can PAs and EAs do to manage it effectively…
With demand for domestic and international business travel increasing, keeping travellers safe is more important than ever for PAs and EAs. Whether youโre booking trips, coordinating schedules, managing visas or supporting an exec team with taxi bookings, thereโs no escaping youโre probably also the first line of defence in minimising travel risks and managing traveller wellbeing.
Todayโs travel landscape is certainly complex. From political unrest and discriminatory laws against an individualโs sexuality for example, to flight disruptions and natural disasters, getting your executive from A to B is only one part of the story; safety, wellbeing and risk management are now core KPIs and ones PAs and EAs need to have a solid understanding of.
Why traveller safety matters to EAs and PAs
You may not have โrisk managementโ in your job title but, in practice, youโre already doing it every day. Booking a hotel in a safe neighbourhood, checking visa requirements, reviewing travel alerts, or even ensuring an executive has emergency contact details are all part of a growing duty of care and responsibility. According to a recent survey by Business Travel Show Europe, while 57% of corporates offer traveller safety training, a concerning 34% do not, highlighting a major gap in knowledge and understanding that PAs and EAs are often required to help manage and close.
As airlines fill seats and companies push for face-to-face engagement to drive growth, PAs and EAs need to be more informed about safe travel protocols than ever before.
Understanding the risk landscape
Modern business travel risks arenโt just about delayed flights or lost luggage. They include:
- Political instability and civil unrest
- Border closures or visa rule changes (such as new ETA requirements)
- Discriminatory policies in certain regions
- Health alerts, such as disease outbreaks
- Accessibility issues for travellers with disabilities
- Targeted risks for minority, LGBTQ+, or female travellers
As Suzanne Sangiovese, Travel and Technology Director at Riskline, explains, โKey considerations in an effective travel risk management programme include understanding destination risks, knowing company policies on emergency response and ensuring employees have access to 24/7 assistance.โ
One size doesnโt fit all
Whatโs safe for one traveller might not be for another. Carolyn Pearson, CEO of travel safety training provider Maiden Voyage, stresses the importance of tailoring safety protocols:
- Women travellers may face pregnancy-related travel risks or safety issues at night.
- LGBTQ+ travellers may be at risk in countries where same-sex relationships are criminalised.
- Ethnic minority travellers may experience bias or additional scrutiny.
- Travellers with disabilities often face barriers around accessibility and support.
As the person often booking and preparing these trips, you have the opportunity to be proactive. Knowing your travellerโs specific needs and the landscape theyโre entering can be the difference between a smooth trip and a serious incident.
Top 5 tips for EAs and PAs to increase traveller safety
Even if your company has a travel manager or a travel management company (TMC), your support makes all the difference. Hereโs how to strengthen travel safety today:
- Champion safety training
Advocate for regular safety briefings for both travellers and internal teams. These should cover destination-specific risks, emergency contact protocols, and what to do if things go wrong so everyone has a clear understanding of what can go wrong, and what to do - Do your due diligence on safety as part of trip planning
Donโt just book a hotel or venue based on price or preference. Take the time to research location safety, visa rules, vaccination requirements, and political climates before confirming any booking - Check the insurance, then check again
Ensure every trip includes comprehensive travel insurance that covers medical emergencies, evacuations, and unexpected disruptions. Donโt assume itโs covered, verify it and review policies regularly to ensure they are fit for purpose - Use specialist partners
Where possible, work with travel risk specialists or use services that can provide 24/7 emergency assistance and real-time alerts for your traveller, especially if travelling to a high-risk destination - Keep the lines of communication open
Set up a simple way to stay in contact throughout the trip. Messaging apps, check-in schedules, or even a WhatsApp group can help your traveller feel supported and reassured they have access to help if needed
Learn more at Business Travel Show Europe
Held 25โ26 June 2025 at Excel London, Business Travel Show Europe is the go-to event for those managing or supporting business travel. The show is packed with insightful sessions, tech demos, and networking opportunities tailored to the evolving roles of PAs and EAs in the travel process.
Register for your free place
Registration is now open. It is free for qualified travel buyers, bookers and managers, procurement professionals and EAs and PAs who book travel for their organisation.ย To register please visit businesstravelshoweurope.com/register
