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Eight essential Tips for Humanitarian Travel Managers

A group shares commitments and goals together. That’s why working as a group instead as just a single individual will elevate your results and achievements to a whole new level. As a compassionate group working together, you will be able to achieve wonderful things for vulnerable communities around the world. However, making arrangements for a large group of people is a complicated task for any travel manager. These are the eight essential tips for humanitarian travel managers.

  1. Organizational Skills

Every travel manager should be organized.  As one travel blog advises, make a file for every traveler on your laptop and include their birth date, passport details, and dietary preferences. Another good tip is to create a folder in your email system for each traveler. Having all the information at your fingertips, you are able to make reservations at the right moment, and that is when prices are lowest.

  1. Insurance

Humanitarian work can expose your travelers to more health risks than faced by a regular tourist. A missed flight or overnight delay can be costly. Dealing with unexpected situations in remote locations can be addressed through proper insurance.

  1. Health

Obtain pre-travel advice about vaccinations and health advice so you will be prepared should something happen in the time your travelers are providing aid. We highly recommend having a pre-travel examination by a regular doctor, and possibly a travel medicine specialist, for each and every member of your aid workgroup.

  1. Group Benefits

Be sure to contact your travel management company if you have a large group of aid workers that need transportation to a vulnerable destination. It’s likely that they can provide insights to help ease the task of planning and booking travel for a large group. Try to arrange a group discount for every possible booking for such services as travel insurance, transportation, accommodation, and travel. This could save you a lot of money.

  1. Travel Policy

Every humanitarian organization should have a business travel policy: rules designed to control and measure travel costs while ensuring traveler well-being. This will give you a well-defined set of regulations when doing your job, and your travelers will all be on the same page.

  1. Duty of Care

As a travel manager, you’re tasked with looking after the safety and well-being of your travelers. You must provide proper security to keep the team safe and a plan to provide aid at vulnerable locations.

  1. Risk Analysis

In risk management solutions, technological innovations have beyond any doubt proven to be beneficial for humanitarian workers. Given the fact that humanitarian crises involve both natural disasters and human conflict, risk management is an essential feature which every humanitarian travel manager should look into. It is a major factor in improving the effectiveness of humanitarian aid.

  1. Consider a Travel Management Company

While you are making arrangements in-house, a travel management company can help you source the best options available. Raptim is a case in point. Besides having special humanitarian airfares that can benefit almost any NGO, there are other numerous benefits you can derive from our close collaboration with more than 40 airlines across the globe.

For more than six decades, Raptim has been successfully organizing humanitarian group travel. We have consistently listened to our clients to improve customer service, and we’re dedicated to adding value to humanitarian travel by utilizing our accumulated expertise. Because of this, we know the world you work in. Our staff is dedicated and focused on the complex, and at times very urgent, travel needs of humanitarians and their NGO travel managers. It doesn’t matter if you’re making pre-travel arrangements or if you’re already in the field helping those who need it most. Never hesitate to contact us should you desire more travel information.

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