The health and safety of your business travellers and conference delegates is paramount. Large-scale or high-profile events – such as the Paris 2024 Olympic Games and Paralympic Games this summer – may bring heightened risk to travel plans. How can you step up your business travel risk management programme in these circumstances to mitigate potential risks?
Reed & Mackay Operations Director Tanya Michaud highlights areas to consider when organising business trips to a destination hosting a high-profile event.
The destination’s security risk
Consider the destination hosting the event. Is it generally high-risk? France, which is considered low-risk, will host the Paris 2024 Olympics. However, there may still be issues and potential threats that could impact business travel during this event.
Strike action, for example, can be a major disrupter to business travel. Similarly, protests – while generally peaceful in France – can cause disturbances. While protests usually have set routes, they’re occasionally driven by calls for social justice, which can be harder to predict.
Like any city, especially during a high-profile event, there is increased vigilance for possible terrorism. Plus, in crowded areas, there is a higher chance of pickpocketing. Keep your valuable items, like passports, secure.
The French capital will have high security and will be alert to any security risks during the Paris 2024 Olympic Games. Installing your risk management policy across your company’s business travel policy is crucial.
Reed & Mackay clients can access traveller tracking and the latest risk intelligence, powered by our risk management partner Crisis24. They are also supported by an expert in-house Emergency Travel Service. If an incident occurs, clients receive travel alerts across a number of platforms. Reed & Mackay’s dedicated travel consultants can then step in instantly to help get travellers to safety.
Getting around the destination
During the Olympics, airports and train stations will be busier, due to the influx of visitors, athletes, media and volunteers to the host city. This results in authorities stepping up security at airports and train stations, which also means longer immigration wait times. Keep this in mind when planning travel or scheduling business meetings.
Public transport will also be more congested, particularly around venues hosting the event. To avoid travelling among large crowds, book ground transportation for your business travellers in advance of their trips, as that will also be in high demand.
Bear in mind that several parts of the city around competition venues will close to vehicles. These restricted areas – which include roads in Ile de France and parts of the ring road around Paris – will close to traffic from 1 June and reopen from 7 September.
Accommodation
There is high demand for accommodation in cities hosting large-scale events – particularly in the case of the Paris 2024 Olympic Games. And prices are soaring for anything still available. While there still may be accommodation outside of the main city, consider your travellers’ wellbeing too. Will all the travel time between meetings have a detrimental impact on their health and wellbeing?
If you know your organisation embarks on business trips to a destination hosting a large-scale event, book accommodation far in advance. This helps find the best options for your travellers, as well as the best prices.
Health risks
France can experience hot summers, so consider this when planning travelling between meetings, particularly during a busy time such as the Olympics. And ensure travelling employees know what to do and where to go during a medical emergency.
If any incident arises that has the potential to affect travellers’ health, Reed & Mackay’s Incident Management Unit will alert clients.
Open channels of communication
Clear communication with your travellers at all times is crucial, particularly if they’re on a business trip during a high-profile event. Prepare them for all pre-trip eventualities; update traveller profiles; provide all the emergency numbers at the destination; and ensure they have the best travel insurance in place.
Mail hello@reedandmackay.com to discuss all of your travel and events management needs.
