Guide to Travel

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Before your trip

Ensure you have suitable information
  • Check the local COVID-19 requirements for your destination(s) – eg pre-arrival test, certificates or quarantine – the following sites may be helpful: Covid-19 Digital Guide, IATA Information powered by Timatic
  • Check the latest FCO advice on the country you are visiting. You may also want to check their latest R rate along with other COVID statistics: FCO Coronavirus Travel Advice
  • Check if you are required to quarantine either when you arrive or when you return back to the UK
Know where your meetings are
  • Know where your meetings are going to be held – this will help your TMC recommend nearby hotels
Getting to and from the airport
  • Think about how you are going to get to/from the airport
  • Do you require your TMC to book airport parking, a hire car or a private transfer?

Booking your trip

TMCs will be able to provide you with a wealth of knowledge and experience as well as other services that you previously might not have required
How will you be getting to/from the airport?
  • Book parking within walking distance to avoid shuttles and transfers
  • Use reputable taxi companies who sanitise vehicles between passengers
  • Opt for mobile key pick-up when renting a car
  • If you are travelling as a group, think about using a bigger vehicle to give more space
Airlines
  • Speak to your TMC about the hygiene standards on various carriers – this will give you an understanding of cleanliness on board the aircraft
  • Think about booking a premium cabin – this will allow for less movement to/from bathrooms and more space around you whilst in the air
  • Pre-book your seat – many airlines are leaving seats free to maintain social distancing – speak to your TMC about pre-booking this for you
  • Avoid flying at peak times if possible – generally the first and last flights of the day are busiest – ask your TMC to recommend flights with more availability
  • Think about booking a fully flexible fare, which can be changed or cancelled at short notice (eg, change to traveller’s health, closure of borders, change of internal policy)
Hotels
  • Check where your meetings are and inform your TMC – they can provide hotel options in the same location, allowing you to walk to meeting rather than getting taxis or public transport
  • Consider using higher graded or major chain hotels – generally these hotels will have a better standard of hygiene
  • If you are using a major chain hotel, speak to your TMC about signing up to their loyalty programme – this may allow room upgrades or mobile check-in
  • Ask your TMC about the hotel’s hygiene policy, their services and amenities – gyms and pools for example may be closed
  • Think about room service – ask your TMC to check the times of the room service and whether breakfast can be delivered to your room to avoid the hotel buffet
  • Consider upgrading to Executive or Business rooms that include separate check-in desks as well as Business lounges offering more space and fewer guests using the facilities
  • Consider booking a flexible rate in case plans change at short notice

What to take

  • Several protective face masks as all carriers and many countries require both the nose and mouth to be covered in public locations – be aware that some airlines recommend changing your face mask every 4 hours
  • Plenty of sanitising wipes and gel (maintaining the 100ml limit for hand-luggage)
  • Your own pen for filling out health declaration and other forms
  • A recognised credit card which has a suitable credit limit, should you need to use it in case of an emergency
  • Have your company’s emergency/medical assistance information and insurance details easily available
  • Confirm any COVID-19 related protocols for where you are visiting, eg any offices or building sites, as well as any local requirements
  • If you have access to your own medical records, you may wish to take these with you as well as noting your blood type
  • Ensure your emergency contact information is correct on any mobile devices that you are carrying – it is a common practice to add the word ICE (In Case of Emergency) to these contacts
  • Whilst hotels are increasing their hygiene standards, you may want to consider taking a pair of slippers and long-sleeved pyjamas
  • You could also take clear plastic bags and use TV remote controls through these to avoid touching buttons which may be hard to clean

Aviation Passenger Guidelines

Before you travel
  • Do not travel if you have any coronavirus symptoms
  • Check FCO for travel advice
  • Check departure terminals information and airline requirements
  • Be aware of what services will be provided onboard (eg catering)
  • Check-in online and download a mobile boarding pass where possible
  • Window seats will reduce contact with other passengers using the aisle
  • Plan your journey to the airport avoiding public transport where possible (consider chauffeur cars or self-drive with pre-booked airport parking)
At the airport
  • Arrive early, be patient and follow staff instructions or signage
  • Check-in procedures may require self tagging and bag drop for luggage
  • Maintain a 2-metre distance from other people where possible
  • Wash or sanitise your hands as frequently as possible
  • Wear a face-covering where possible and expect to have your temperature checked
  • Use restaurant apps to pre-order food and beverages
  • Airline lounge access and services may be limited
  • Expect to show boarding passes and photographic ID on request
Arriving back into the UK
  • Complete Public Health Passenger Locator Forms before arrival
  • Be patient and follow crew instructions when disembarking the aircraft
  • Wash or sanitise your hands as soon as possible
  • Use e-passport gates where possible or follow instructions to immigration desks maintaining social distancing requirements
  • Follow signage and instructions to collect checked-in luggage
Onboard
  • Follow crew instructions at all times
  • Remain seated as much as possible
  • On short journeys, avoid using bathrooms where possible
  • Avoid body contact with fellow passengers
  • Wear a face covering throughout the flight (note that some airlines may refuse boarding if you do not comply)
  • Onboard catering may be reduced (consider taking your own)
  • Listen to announcements from crew about the measures to be taken on arrival at your destination

Rail Passenger Guidelines

Before you travel
  • Do not travel if you have any coronavirus symptoms
  • Carry plenty of face masks and hand sanitiser with you at all times
  • Try to have an e-ticket with the boarding pass on your mobile phone, avoid touching machines at railway stations
  • Travel at quieter times to avoid crowds
  • Book a direct service to avoid changing trains
  • Reserve a seat where possible
  • Take a sealed bottle of water with you
At the station
  • Lifts may be restricted to one person or one household at a time
  • Allow passengers space to get off the train before you board
  • Wash or sanitise your hands as frequently as possible
  • Wear a face covering
  • Keep a 2-metre distance from other people where possible
  • Obey signage and one-way systems
On the train
  • Find your reserved seat and remain seated throughout the journey where possible – avoid walking around the carriages
  • Where possible, face away from other passengers
  • Catering carriages may be limited – take your own food and beverages or avoid eating food, if on a short journey
  • Follow any instructions given by transport staff
After your journey
  • Wash or sanitise your hands as soon as possible
  • Follow guidance at your destination
  • If you are travelling internationally, check and obey any quarantine restrictions

Hotel Guest Guidelines

Before you arrive
  • Some major hotel brands offer mobile check in/check out and mobile keys (on their mobile app) – this avoids queuing in the hotel lobby
  • Some also offer the opportunity to select the room you wish to stay in
  • Many hotel chains will keep rooms free for a few days between guest stays to avoid any contamination – ask your TMC to clarify the hotel’s protocol
When you arrive
  • Follow one-way systems and pay attention to signage – in some areas you may be required to wear a face mask or covering
  • If you are required to wait in communal areas, try and keep 2- metres away from fellow guests and staff
  • If you can, carry your own luggage to your room to avoid staff coming into contact with your belongings
  • Travel as light as possible
  • Check the hotel’s policy on housekeeping staff entering guest rooms – if you would prefer your room to be cleaned less frequently, advise reception/housekeeping on check-in (ensuring you have enough towels for your entire stay) – you can also ask your TMC to request this in advance if you prefer
 Your stay
  • Take your own sanitising wipes and wipe down high-touch areas such as the remote control, taps, electrical sockets, tea /coffee making facilities and coat hangers
  • Should you feel unwell during your stay, remain in your room and inform reception staff – follow the given protocol and notify your company as well as your TMC
  • Avoid using hotel restaurants/bars and consider room service instead – if you would like no contact on delivery, please inform the hotel when ordering
  • Establish when breakfast rooms are less busy and what the format is for serving food (self-service or a la carte) – alternatively you could request breakfast in your room
Checking out
  • If your trip allows, keep your luggage with you avoiding the need to have it stored by the hotel concierge
  • Use apps or express check-out services to avoid waiting in busy reception areas
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