P ONY C LUB A USTRALIA COPYRIGHT 2011 P RE T RAVEL AND D EPARTURE

PONY CLUB AUSTRALIA

COPYRIGHT 2011

PRE TRAVEL AND DEPARTURE

OVERVIEW OF SERVICES

www.businessrisksinternational.com.au

Pre-Departure Preparation• Documentation Collection• Packing Pointers

Procedures While on Tour • Personal Safety Considerations• Crime Awareness, Avoidance and Prevention• Environmental and Health Concerns

Crisis Management and Response• Crisis Management Team (CMT)• Crisis Management Procedure and Response

INTRODUCTION► Prior proper preparation will ensure ease of travel no

matter the destination

► Preparation will relieve the stresses normally accompanied by international travel and help mitigate risks encountered along the way

► Collection and dissemination of correct documentation will make it readily available during times of need

► Packing tips to help make YOU less of a target for theft and be more prepared for any type of emergency


OVERALL TRAVEL THREAT ANALYSIS

While travelling you are most likely to experience ‘crimes of opportunity’. Crimes such as pick pocketing, theft and assault are more common than kidnap or terrorism.

► Pony Club Australia Australian will prepare a Country Security Report prior to departure by the team.

► Australian Government Smartraveller website will formulate the basis of this assessment and report

► Pony Club Australia will brief the touring team accordingly

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PRE-DEPARTURE PREPARATION► Touring Team should attend a security briefing prior to

departure

► Team Manager will make sure all the team travelling has all necessary documentation

► Team members and support staff to make sure they have copies of documentation including passport, driver’s license, credit cards (front and back), medical insurance cards, next of kin contact details and travel itinerary

Tip: Include 3 passport photos in the packet and carry one with you while travelling and leave the second copy with family. PCA head office will hold a copy.

PRE-DEPARTURE PREPARATION►Team Manager to register with DFAT Travel

Smartraveller services to receive updates on overseas destinations► http://www.smartraveller.gov.au/

►Confirm all visa requirements and ensure passport is current with a minimum of 6 months prior to expiration

►Further register your travel destinations and itinerary with DFAT ► https://www.orao.dfat.gov.au/orao/weborao.nsf/fQuestion

?OpenForm


http://www.smartraveller.gov.au/

https://www.orao.dfat.gov.au/orao/weborao.nsf/fQuestion?OpenForm

https://www.orao.dfat.gov.au/orao/weborao.nsf/fQuestion?OpenForm

GOVERNMENT WARNINGS► There are currently five levels of DFAT travel advice:1. Be alert to your own security.2. Exercise caution and monitor developments that might

affect you safety.3. Exercise a high degree of caution.4. Reconsider your need to travel.5. Advised not to travel.► No action will normally be required for DFAT level 1, 2 or

3 warnings other than to draw the attention of all team members to the warnings which exist.

► Pony Club Australia will enact a greater security response if Level 4 or 5 are encountered before or whilst the team is travelling.

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TEAM MEMBER PREPARATION:►Team members must fill out the Pony Club

Australia personal details sheet including name, home address, passport number, emergency contact phone numbers and health insurance providers

► Include any medical conditions, prescriptions and allergies on this sheet.


RECORD DETAILS►RECORD:

► Travel insurance medical assistance instructions► Travel insurance details & policy number► Credit card numbers and lost card numbers► Passport details► Mobile phone company contact Numbers► Camera, computer, camcorder serial numbers► Required travel documents ► Friends home phone numbers► Itinerary and airline tickets ► Photos and list of all things going into your baggage

► NOTE: Email yourself copies or photos of these documents so they can be retrieved later if required

►Have a copy while travelling and leave the second copy with your family at home!


PRE-DEPARTURE PREPARATIONS: FINANCIAL CONSIDERATIONS► Inform your bank and credit card companies of

your impending international travel to ensure access to your accounts when abroad

►Confirm with your bank that your ATM cards can be used in foreign bank machines at your final destination and any stops along the way. This will ensure when you arrive at your final destination you will be able to access local currency at the best exchange rate

► Finally, before your departure exchange a small sum of money for foreign currency to have on your person in case of emergency at your final destination


PRE-DEPARTURE PREPARATION: PACKING

►Do not pack any knives, scissors, nail files, lighters or any object which could be considered a weapon in your carry-on luggage.

►Pack one full set of clothing in your carry-on luggage, lost luggage does happen.

►Pack as lightly as possible, you should never leave your luggage unattended, as this poses a security threat in most airports world-wide

►Prepare personal emergency grab-bag to be carried during travel.


EMERGENCY GRAB BAG►Suggested items to be included in a personal

emergency grab bag► Copy of travel documentation► List of important phone numbers► Small torch► Weather appropriate clothing (hat, warm clothing) and

change of underwear► Water and small nonperishable snacks (energy bars)► Hand washing liquid► Pen and notepaper ► Anti Bacterial wipes (Wet Ones)► Toothpaste and toothbrush


PRE-DEPARTURE PREPARATION: PACKING CONT.

►Ensure to pack any needed medications and extra reserves just incase travel is unexpectedly extended

►Make sure you liaise with Team Manager on team apparel

►After you are finished packing attempt a ‘trial run’ by carrying all of your luggage around the house. One good rule of thumb: when in doubt, do without!


PRE-DEPARTURE PREPARATIONS: TRAVELLING TEAM MANAGER

Pony Club Australia will Assign a Travelling Team Manager

► The Travelling Team Manager duties will commence well prior to teams departure date and continue beyond the team’s return date► Conduct research into visiting country and report to Pony Club Australia.

► This will include current security environment, weather, accommodation, venue, airports etc

► Contact all team members and confirm travel details, next of kin contact details and register all members with DFAT Smartraveller.

► Contact and confirm all accommodation throughout the trip, specifically all billeted destinations – Keep record

► Confirm all transportation arrangements (flights, coaches, etc.)► Coordinate and approve any group outings or activities► Confirm Tournament Venue and contact details► Be aware of Crisis Management Plan and implement journey management

plan.


TRAVELLING TEAM MANAGER► Travelling Team Manager

► Travelling Team Manager to carry all necessary group documentation and team emergency grab-bag.

► Maintain regular contact with Pony Club communications manager through pre-approved journey management and welfare contact schedule (via telephone, skype, facebook and e-mail)

► Collect mobile numbers of the entire group and exchange between members to facilitate inter-team communication

► Will be the group’s point of contact if the crisis management plan has to be initiated


PRE-DEPARTURE PREPARATIONS: TRAVELLING GROUP

ORGANISATION► Travel Team Manager in cooperation with Pony Club Australia will:

► Organise all team travel documentation► Research and report on visiting destinations ► Complete an Overall Risk Assessment for proposed travel► Region Specific Security Briefings based on DFAT notices► Regional Intelligence Reports including input from host club► Submit a journey management plan► Formulate emergency contact lists containing , team

details, Pony Club Australia contact details and necessary Australian Embassies, Consulates or High Commissions


PRE-DEPARTURE PREPARATIONS: TRAVELLING GROUP

ORGANISATION► Pony Club Australia and the Travelling Team Manager will consider tracking and extra communication services on a per-needs basis► When travelling to high risk destinations additional GPS or

satellite tracking, monitoring and communication solutions are available to provide the most up-to-date team location information

► Multiple service levels are available depending on the teams travel and security needs


SAFE TRAVELLING

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Keep a Low Profile

Leave expensive items at home

Dress down, avoid any new and flashy

clothing

Secure passport and important

documents in hotel safe

Remove non-essential credit

cards and IDs from wallet

PRE-DEPARTURE GOALS► Following the Pre-Departure phase the Pony Club

Australia’s Travel Safety, Security and Crisis Management plan should prepare all team members with: ► Security overview of visiting Country► Chain of Command and Journey Management Plans.► Team Document collection and dissemination► Packing tips► Emergency grab-bag preparation► A dedicated Travelling Team Manager that will prepare

security risk assessment. They will also► Complete destination specific security and intelligence briefings in

cooperation with Pony Club Australia Management.► Authorise any activity outside of the official event(s)► In consultation with Pony Club Australia will determine the need for any

extra services.


Documents

P ONY C LUB A USTRALIA COPYRIGHT 2011 P RE T RAVEL AND D EPARTURE