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5 Travel Tips to Keep Employees Safe This Conference Season

Recent security and health incidents have placed an even greater spotlight on corporate duty of care– a company’s legal responsibility to protect its employees while traveling for business. With the fall conference season kicking off, many of your employees will be traveling to unfamiliar cities and venues to attend tradeshows and industry events. Here are five tips to ensure your employees’ health, safety and well-being while traveling.

1. Know Schedules. You should know your employees’ travel schedule before, during and after an event, and establish a method for tracking employee travel. Will they be attending any dinners or events outside their hotel or the conference venue? Do they plan to go site seeing? Be sure your employees know who to contact should they have travel issues or an emergency situation.

2. Emphasize Safety. Encourage employees to keep themselves informed about the risks of terrorism or social unrest in locations they are traveling to. Don’t assume someone knows the risks because they travel frequently or have been to the destination before. They’re just as likely to have something happen to them as other travelers.

3. Book Transportation. When traveling, it’s best to use a contracted car service such as GroundLink that sends confirmations to employees’ phone containing the driver’s name and photo. Additionally, GroundLink provides corporate travel arrangers the ability to view upcoming and completed rides and rides in progress on a real-time updated map.

4. Raise Awareness. Forewarn employees about using the internet while traveling. One survey found that as much as 38% of all known security breaches happen on hotel networks. Encourage employees to check the security settings on their laptops and other electronic devices, avoid online activities that require accessing personal information, and avoid accessing personal accounts at public workstations.

5. Check coverage. Review your travel insurance policy to make sure it provides adequate accident, health and emergency response benefits for traveling employees. Additionally, you should use a ground transportation leader such as GroundLink that puts passenger’s safety first, then to opt for more mainstream, yet underinsured, ride options. Every GroundLink driver must pass a rigorous screening process, be properly licensed, and fully insured up to $6 million in coverage per incident.

If you are planning a conference this season, consider using GroundLink’s Meetings and Events Team. Our dedicated event managers understand the unique challenges of transportation planning and will work with you to determine the vehicle options that best meet your group size and budget. Our events team will prepare your event manifest, book your reservations, and confirm all details with you prior to your event. Best of all, our event management service is available free of charge. Learn more about our Event Ground Transportation Team


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