Safety conversations can go one of two ways: either they're glossed over ("God will protect us!") or they become so extensive that everyone is afraid to leave the hotel room.
The right approach is in the middle: thorough preparation that enables confident action.
Before You Go: The Foundation
Research Your Destination
- Check State Department travel advisories
- Understand the local political and security situation
- Research health requirements (vaccinations, medications)
- Know the nearest hospitals and U.S. embassy/consulate
Travel Insurance
This is non-negotiable. Ensure your policy covers:
- Medical treatment abroad
- Emergency evacuation
- Trip cancellation
- Political evacuation if applicable
Once you have your policy, store a digital copy in your trip management platform so every team member can access it. GO lets you store these documents centrally and ensures nothing gets lost in someone's inbox.
Document Everything
- Collect passport copies and store digitally
- Gather emergency contact information for all participants
- Document medical conditions, allergies, and medications
- Have copies of your itinerary accessible to emergency contacts at home
GO's document collection features make this much easier: participants can upload passport copies, medical forms, insurance cards, and emergency contacts directly to the platform. Trip leaders can see at a glance who has submitted what, and e-signature support means liability waivers and medical releases can be completed digitally.
Health Preparation
Medical Considerations
- Visit a travel medicine clinic 6-8 weeks before departure
- Get recommended vaccinations
- Obtain prescriptions for anti-malarial medication if needed
- Pack a well-stocked first aid kit
Food and Water Safety
- Understand local food safety guidelines
- Know whether tap water is safe
- Pack water purification options if needed
- Carry oral rehydration solutions
On-Trip Security Practices
Situational Awareness
- Stay alert to your surroundings without being paranoid
- Trust your instincts if something feels wrong
- Follow guidance from local hosts and partners
- Avoid displaying wealth or valuables
Group Protocols
- Never travel alone. Use the buddy system
- Establish check-in procedures
- Know the emergency meeting point
- Keep phones charged and carry local emergency numbers
Money Management
- Don't carry large amounts of cash
- Use hotel safes when available
- Keep backup payment methods separate from primary ones
Emotional and Spiritual Safety
Safety isn't just physical. Consider:
- Processing difficult experiences together daily
- Creating space for honesty about struggles
- Watching for signs of exhaustion or distress
- Having plans for managing conflict
Emergency Response Planning
Before departure, establish plans for:
- Medical emergency: Who calls for help? Who stays with the patient? Who contacts home?
- Natural disaster: Where do you go? How do you communicate?
- Political unrest: What's the evacuation plan? Where's the nearest safe zone?
- Team member crisis: How do you handle mental health emergencies?
The Bottom Line
Good safety planning should make you more confident, not more afraid. When everyone knows the protocols and has done the preparation, you can focus on the work you came to do.
And remember: millions of people travel safely to serve around the world every year. With proper preparation, your trip can be one of them.
Need a centralized place to collect documents, medical forms, and emergency contacts for your team? Get started with GO, free trip management software with built-in document collection and e-signatures.