corporate travel security program

Corporate Travel Safety and Security

Protecting executives and key personnel on the go.

Embarking on travel, whether for business or personal reasons, exposes you to an array of risks and uncertainties. At Pinkerton, we provide comprehensive Corporate Travel Safety and Security Services designed to address and mitigate these challenges, offering peace of mind and protection for executives and key personnel.

With Pinkerton’s unique blend of protection, innovative technology, and tailored reports, our suite of services encompasses every facet of travel security, from pre-trip intelligence to in-transit safety, ensuring your corporate travelers can focus on their objectives while we take care of your security.

About Pinkerton Travel Security Solutions

Executive and key personnel protection.

Whether it’s for reestablishing supply chains, expanding markets, or meeting stakeholders face to face, corporate business executives and key personnel may find themselves visiting regions locally or internationally that could pose a threat to themselves and their organizations.

We recognize the unique security challenges that executives and VIPs face during travel. Our rigorous advanced planning and coordination with local authorities are designed to provide a seamless and secure travel experience.

Our Executive Protection service provides highly trained and thoroughly vetted close protection agents, along with individually tailored security strategies, to proactively assess and counter potential threats. Our agents, adept in maintaining discretion, ensure a safe environment while you conduct business meetings and attend events. With the flexibility to accompany you during transit or greet you upon arrival, our agents are dedicated to your safety and peace of mind.

• Rapid agent deployment worldwide, 24/7
• Armed and unarmed agents
• Ad hoc armed or unarmed agents with extensive backgrounds in security and law enforcement
• Preparation and assistance for planned situations, altering plans/routes at a moment’s notice if needed
• Liaison with local authorities
• Contingency plans for family emergencies and crisis response

Security Drivers

Transportation often presents a vulnerable juncture for travelers. With Pinkerton’s Security Drivers (armed or unarmed), clients receive more than just a ride — they are afforded a secure ground transit experience by vetted local professionals trained in defensive driving and emergency response. Paired with our advanced deployment strategy, where we prepare the routes and destinations in advance, we ensure a secure and efficient travel experience. 

• Daily schedule coordination
• Security advances of all venues to be visited
• Primary and alternate route identification
• Emergency services identification and coordination

Travel Threat Analysis Report

  Knowledge is the cornerstone of security. You should understand what is happening in the part of the world where you are traveling. Pinkerton's travel security risk assessments deliver detailed analysis of potential threats in the areas of travel, political climate, health concerns, environmental hazards, natural disasters, and transportation disruption. This intelligence is crucial for informed decision-making and travel planning, enabling travelers to be aware of and avoid high-risk areas.

• Travel and regional threat level
• Detailed maps
• Recent incidents and key points
• Recommendations
• Social considerations
• Information security

Pinkerton Crime Index Reports

We’ve taken the guesswork out of crime risk. Clients traveling to or operating within the USA, Canada, Mexico, UK, Sweden, or Australia can leverage our Pinkerton Crime Index (PCI) reports — our AI and frontier data science platform, and the first accurate and consistent measure of neighborhood crime risk and trends.

Our detailed reports provide up-to-date analyses and insights into crime risk and trends for the seven major crime types at a neighborhood level on a monthly scale. This means you can enhance your security strategies for your corporate travelers accordingly — such as where they should stay and where to play.

Our reports can also help you make informed decisions about the locations where you intend to establish or expand operations. With PCI you can compare crime risk and trends in neighborhoods on the East Coast to neighborhoods on the West Coast and anywhere in between.

• Crime risk score
• Crime risk maps
• Neighborhood spillover
• Components of crime and severity weighting
• Crime dynamics and month-over-month trends
• Regional summary

SCOUT Reports by Pinkerton

In-depth knowledge about people and entities relevant to your travel can be indispensable. Our SCOUT Reports offer detailed background checks, due diligence investigations, and intelligence gathering to inform your travel and business interactions, reducing the potential for encountering nefarious characters, fraudulent activities, and targeted threats of violence. Don't leave the security and success of your organization to chance. Trust SCOUT.

• Targeted threats of violence
• Internet exposure
• Checks on close business associates
• On-the-ground supplier/distributor site visits

Even when you are not traveling, you can trust SCOUT for comprehensive due diligence, providing invaluable strategic insights, assessing potential compliance issues, investigating threats to personal safety, and managing reputation risks to support your evidence-based decision-making.

Technical Surveillance Countermeasures (TSCM) Response Services

When corporate executives and key personnel travel to environments they cannot fully secure, such as hotel rooms, meeting rooms, and vehicles, ensuring the privacy of their conversations is paramount. Technical Surveillance Countermeasures (TSCM) play a crucial role in safeguarding their confidential information. Our service includes sweeps conducted by experts to ensure that these spaces are free of illicit electronic eavesdropping devices, protecting sensitive information. Along with a high-tech sweep for unauthorized audio and video devices, our experts perform a thorough physical search for:

• Bugged telephones and Polycom phone systems
• Idle surveillance equipment that may be turned off or out of batteries
• Reflections from camera lenses
• Passwords left on desks or under keyboards
• Computers left on and logged in
• Inadequate document disposal and paper shredders

The Pinkerton Difference

With our holistic approach and seasoned expertise in protection and security, you can embark on every journey with confidence, knowing that our global resources and intelligence-led services are securing your path. Whether you are seeking an international travel risk assessment or close protection, Pinkerton is the answer to your safety and security.

Taking the Next Step to Long-Term Travel Safety and Security Solutions

If you find you need a solution that provides long-term protection to executives, key personnel, or high-net-worth individuals (HNWIs) from potential threats, consider our  Embedded Subject Matter Experts  or  HNWI Protection Program s. These comprehensive programs are tailored to meet the specific needs of the individual and their family, respecting their lifestyle, daily routines, and travel plans.

About Pinkerton Protection Agents

Since 1850 , Pinkerton agents have placed one value above all others — to protect our clients and their interests with dedication and persistence. An agent’s life was often challenging as they faced dangers and valiantly put themselves in harm’s way to fulfill their duties. In doing so, they earned the respect of clients and peers alike.

As the legacy continues, our agents commit to living and breathing the values of our organization: integrity, vigilance, and excellence.

Blog — Modern Challenges for Executive Protection

When many people think about executive protection details, they picture large, imposing men wearing dark suits, sunglasses, a concealed weapon or two, and a communication earpiece. It wasn’t too long ago that this stereotype often matched with reality. But today’s executive protection professionals require a working knowledge of technology tools, an understanding of international cultures, politics and current events, and increased situational awareness skills in a dynamic world presenting constant threat.

Learn how technology, globalization, and lone wolf threats are transforming modern executive protection .

Building a better corporate travel safety & security program

When your employees venture beyond the borders of their familiar workspace, their health and safety take center stage. While business trips often proceed smoothly, unforeseen challenges can arise, underscoring the need for robust corporate travel safety and security measures that extend beyond standard Duty of Care (DOC) efforts expected from most travel risk management teams.  

In this guide, we will provide you with essential corporate travel safety tips and insights to keep your business travelers safe and well-prepared while on the road. 

What are safety risks to consider while traveling for work? 

Generally, risks associated with business travel can be classified into two primary groups: individual risks and environmental risks.  

Together, they form the essential building blocks to a comprehensive corporate travel safety policy template. 

Individual risks to consider 

Individual risks are those directly related to your travelers themselves. This includes their behaviour, health, or identity (i.e., gender, religion, sexual orientation, etc.). For the most part, individual risks are within the traveler’s control, and proactive measures like education, training, and proper planning can help mitigate them. Read on for more corporate travel security policy examples. 

Female traveler safety 

Women traveling for work are more likely to face certain risks than their male counterparts, such as sexual assault and harassment, and theft of personal belongings. In fact, according to a 2018 report by the Global Business Travel Association (GBTA), 83% of women reported concerns about their safety while on a business trip . Yet according to that same study, only 18% of travel policies specifically address female safety.  

Additionally, gender roles are legally enforced in certain parts of the world, primarily the Middle East. Certain behaviours or customs that are considered normal for women in most Western cultures are not tolerated and may even be considered illegal in other societies. 

LGBTQ+ traveler safety 

Travelers belonging to the LGBTQ+ community may also encounter unique challenges in different areas across the globe. In at least 60 countries worldwide (primarily in Asia and the Middle East), same-sex relationships are criminalized. A corporate travel security policy should address these risks, providing solutions, contact information, and other resources for confronting sensitive issues.  

Cultural misunderstandings 

Travel managers: Make sure both you and your travelers are familiar with local customs to avoid making a faux pas. Simple gestures like a thumbs-up, considered friendly in the US, may have negative connotations in others, like Italy or Greece. It’s recommended that travelers read up on cultural and business etiquette, and learn common spoken phrases, so that their trip goes as smoothly as possible.

Food & water safety 

Sampling local cuisine is a highlight of any journey, but travelers should exercise caution in regions with different hygiene standards. Street food and salads, which may not undergo proper treatment, washing, or preparation, should be avoided. Additionally, travelers should opt for bottled water instead of tap water.

Environmental risks to consider 

Environmental risks, on the other hand, are any external threats that can impact your travelers, including natural disasters, disease outbreaks, and even terrorism. These types of risks are often beyond the individual traveler’s control, but can have significant consequences on their safety and well-being. Business travel safety tips for preparing for environmental risks, your TRM team needs to stay informed on travel advisories, have contingency plans in place, and adopt holistic TRM software. 

Political and civil unrest 

Political instability can affect travel plans and put travelers in jeopardy. Since 2017, over 132 countries have experienced significant protests , and in 2023 alone, notable protests have occurred in Pakistan, South Korea, Armenia, Bulgaria, Hungary, France, Greece, Poland, and parts of the US. When sending employees to areas that are politically unstable, careful and considerate planning based on up-to-date advice and information is essential.  

Natural disasters and adverse weather 

Natural disasters such as floods, earthquakes, and hurricanes are more common in certain parts of the world than you might think. But even a minor storm is enough to unexpectedly cancel a flight – leaving your travelers stranded and alone in an unfamiliar area.  

Crime & law 

Some destinations may have a higher prevalence of certain crimes, such as pickpocketing. Check out the most common crimes in the area and you can bring in corporate travel security measures to protect against them, whether your travelers need a guard or just a secure place to put their valuables. 

Medical accessibility 

Make sure your travelers know where they can get medical support before they need it. International SOS provides medical, clinical and security assistance worldwide and can advise on the best course of action for any health problems, 24 hours a day, 7 days a week.  

Illness and disease 

Stomach upsets, altitude sickness and heat exposure are some of the most common medical problems when traveling abroad. It’s important to make sure you take the right over-the-counter remedies, so make sure you do your research beforehand.  

Transportation 

Ground transportation , including taxis, rideshares, car hires, and private drivers, is often the preferred choice for business travelers moving within cities or regions. However, it also comes with its set of safety concerns, including vehicle safety, driver verification, navigation apps, traffic and road conditions, and emergency services. 

Public transportation is a cost-effective and eco-friendly option for business travelers, especially in urban areas. However, it presents unique safety considerations such as schedule and timeliness, crowds and pickpocketing, safety at stations, ticketing and fares, cultural sensitivity, and language barriers. 

One platform for all 

International travelers need the kind of safety net only a global TMC (and trusted network) can provide. A mix of technology and human support that drives compliance – and in turn, visibility – and works for everyone around the world reduces business travel risks. 

With FCM, you can rest assured that your corporate travel security program is in capable hands, ensuring your travelers stay safe and well-prepared wherever their business takes them. 

Swifter, smarter, smoother travel. Let's talk. 

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Corporate travel safety 2024

5 steps to build the perfect travel risk management program, 1. clearly define policies and procedures -- and communicate them to employees, 2. access real-time data to inform travel decisions.

• Current or near-future travel restrictions
• Any issues with transportation methods (air traffic control strikes, for example)
• COVID rates in the area

3. Enforce relevant pre-travel training for business travelers

4. develop a travel risk assessment framework for business travel in higher-risk regions.

• Any political instabilities
• The potential for natural disasters
• Any regional endemic diseases
• Crime rates in the region
• Country-level entry requirements
• Limited/non-existent rights for the LGBTQIA+ community

5. Build out a communication and support plan for employees involved in incidents while traveling

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Guide to corporate travel safety and risk management

Every company with a travel program needs to factor in duty of care. It's your job to make sure employees feel safe and secure while traveling, and to prepare for any pitfalls.

A travel policy not only protects your company, but it also protects your travelers, and offers peace of mind for everyone involved. And, it can serve as a point of reference if you run into an issue and aren’t sure how to act.

• Risk management vs duty of care
• Putting safety into your policy
• What is duty of care?
• Inclusivity and accessibility

Corporate travel security

• How to conduct a risk assessment
• Writing a duty of care travel policy
• Implementing risk management
• How Melon can help
• Benchmark your travel policy
• The bottom line

Travel risk management vs duty of care

What would you do  .

When a sudden accident cut off the Blast! Films crew in a remote part of Siberia, the Corporate Traveler Stage, Screen and Sports team organized transport home and quickly found a way to book an alternative filming location. 

That's an example of an extreme situation where people were cut off from basic supplies. So how would you handle that kind of unexpected risk situation?  

Risk management is essentially the overall strategy that minimizes risk to the company and travelers. It’s an umbrella term or a broader strategy to limit expected and unexpected risks. An expected risk might be something like delays at customs if travelers don't have the right travel documents.   

A risk management program should have guidelines on selecting travel services to reduce risk in a specific country. Another part of the program might describe the plan to deal with potential risks and who to contact for emergency travel support.  

Duty of care, though, is more specific. Meaning the company's legal responsibility to ensure employee safety and security while traveling for business. Business trips shouldn’t be an environment where employees face hardship or are distracted. 

How to build business travel safety and risk management into your company policy

How do you start building business travel safety and security into a travel policy? A good travel policy should let employees know what to expect when traveling, how to stay safe, and what to do in an emergency.

Most policies give some guidance and steps for basic things like booking, different forms of travel, accommodation, and safety and security. It all comes back to being able to focus on the purpose of your business travel. Our travel managers help navigate the complexities of travel, whether that be helping with information or finding the best travel options, so your team can focus on doing their best work.  

What is duty of care?  

It’s simple, really. Business travel duty of care means the responsibility of bringing business travelers home safely. This legal concept means assessing and preparing for risks that could affect employee health, safety and security.

What is a company's role in duty of care?

Duty of care is a core responsibility for a company that has a travel program. The purpose of corporate travel is business, so travelers rely on their company to support them when they’re away from home. Often, the company is making the call on how to choose travel plans, not the employee, and they’re responsible for ensuring a good outcome.

What risks should be considered?

There are so many different risk categories that should be considered for business travel, but some of the main ones include:   

• Travel closures or disruptions  
• Health risks  
• Natural disasters  
• Political unrest  
• Local crime levels  

That’s by no means an exhaustive list, but thinking about corporate travel safety means assessing the expected and unexpected travel risks that employees might face.   

How can travel be inclusive and accessible?

For any workforce, it's important to consider how diversity and individual needs apply to risk management. Travel policies can be an opportunity for inclusion and to reinforce overall work culture values.   

It’s all about your perspective. Travel policies need to consider corporate values but also the individual needs and preferences of travelers. Listen to what employees have to say about your travel program, especially team members who take frequent business trips. Work with HR to find out about existing DEI employee feedback and relate that to your travel management company.    

Safety. It’s critical for business travel. You can use a risk assessment exercise to create a travel policy that supports your diverse group of business travelers. Your travel policy should emphasise services and accommodations that are inclusive, to avoid the concerns below.   

• LGBTQIA+ Travelers: Educate travelers about local laws so they can make safe choices about travel. There are about 70 countries with laws against same-sex relationships.  
• Women Travelers: Harassment is a common issue for women traveling alone. Provide information about which local emergency services and transportation options or services (taxi, public transportation) are recommended as safer methods.   
• Disabled Travelers: Pre-authorisation for reasonable changes to travel policy can help disabled travelers handle travel and work responsibilities without worry. Another good idea is to assess medical risks and medical support unique to the traveler and country.
• Racial Profiling of Travelers: People of colour and religious minorities may experience negative interactions and stereotypes while traveling. Use your travel policy to communicate to employees that the company understands these risks and provides support with resources.   

What’s the difference between safety and security? While business travel safety of employees is the most important risk to protect against, travel security is another piece of risk management. This includes making sure travelers understand how to keep their belongings and company items secure as well as other security measures.  

Include some best practices in your travel policy for choosing accommodation, ground transportation and who to contact. Before departure, deliver information for travelers that lists all the essential requirements, like travel documents, and any risks to be aware of in their destination.  

How to conduct a risk assessment  

There are six areas to review for risk assessment. How would you rate your knowledge and preparation in these areas? If this sound new to you, chat with your travel manager and they can help you plot out your risk management strategy.   

1. Preparation and flexibility 

Help employees start off on the right foot. Employee onboarding is a perfect time to look at the travel policy. An updated policy that’s clear and easily understood by all stakeholders is essential. So, do employees know what type of travel is allowed and how to book a business trip or get approvals? Are there clear guidelines on what to do in an emergency?  

If you frequently travel to certain countries, a pre-travel guide for travelers with information on corporate travel safety tips, public transportation, business customs and dress codes, is a must.   

Traveling can be tiring and long connection times or different time zones can lead to poor sleep and jet lag. Keep employee health and wellness top of mind by offering information on how to stay healthy while traveling.    

2. Business travel insurance that’s the right fit  

With so many travel risks to consider, comprehensive coverage not only protects your travelers, but it also protects your business from unforeseen costs. From natural disasters to health issues, corporate travel can get complicated.

Insurance companies provide financial and logistical support when things go wrong, and you need it the most. Make sure you know what's covered and what isn't by reaching out to your insurance provider or dedicated travel manager.    

3. Technology in your toolkit

There’s an app for that! Travel management technology can provide a handful of advantages, like customization, 24-hour assistance and real-time updates. The Melon app is our tool for integrated travel support, and it's a great way to ensure the safety of your road warriors. 

The app offers weather updates, flight time changes and instant access to a real human travel expert. With Melon mobile travelers can search, book, and change their travel plans on the go.

And if they're in a jam, they can chat with a travel expert in one click, receive real-time notifications of any business trip disruptions, and stay up-to-date with the latest traveler safety requirements.    

4. Expert advice  

Travel managers are professionals who understand the nuances of corporate travel safety and risk management. Enlisting their help can keep you aware of corporate travel security risks.

We offer 24/7 emergency support from expert travel managers who know your business and policies. No matter when you call or chat, you'll be in touch with a real person who knows how to help.    

5. Simplify and verify

One and done. Travel management can get complicated quick, especially if you’re using different systems or service providers.

Consolidating travel under one channel can be a huge advantage. You can save time, save costs and gain more visibility with the proper processes in place. When adding new providers, it's also a good idea to have ways to vet and evaluate them so you can minimize future travel risks.    

6. Seek feedback  

You don’t know until you ask. Employees travel for a lot of reasons, and experience and expectations will differ. Don't assume they can learn on the go, and check that business travelers know how to stay safe in the locations and situations they’ll be in.

What about ongoing feedback? Gathering employee input on the hotel experience, length of travel time, and other factors can help identify travel pain points. We offer special rates and perks that make business travel more comfortable. Just ask!  

Writing a duty of care travel policy  

A duty of care travel policy should work alongside the health and safety policy and be part of the overall travel policy. It's a plan that lays out how the company will uphold its responsibility to keep travelers safe and secure on a business trip.

Grab our travel policy template to help you get started and see how your policy measures up:

Grab our corporate travel policy template builder

Not sure where to start? No worries! We’ve got you. Here’s how to streamline your process with a  travel policy template ! 

While there’s no one-size-fits-all travel policy for every company, following the set guidelines helps you nail a perfect-for-you policy that can see you through an ever-changing travel climate. 

Travel policy template  

How to implement a risk management program

At the heart of your travel policy is your people, a core risk management principle. Listening to, communicating with, and training sessions are all part of the process. Building a solid risk management policy is the best way to be proactive and keep everyone safe.

1. Understand traveler needs for their business trip 

Traveler needs can have a variety of meanings, depending on the situation. It can be individual preferences, part of a DEI policy, or working to provide information on food and water safety, or necessities during a crisis.

With our years of experience in serving travelers, we're proud of the service and support that we offer our clients.

ZVRS is a client that provides video communication services to people with hearing disabilities. Staying in communication with traveling employees was a big challenge for the company, but by using Melon, they were able to implement some simple and effective travel solutions .    

2. Communicate resources

Describe, explain, and summarize again. Have a crystal-clear communication plan to share with all employees and decision-makers. Use the same channels to explain any new updates to your travel policy, too. This messaging should go over how approvals work, expectations of employee behaviour, FAQs, and opportunities for employee feedback.

Communication is the first step in gaining employee's trust and build compliance with new policies. Once it has been discussed, the next essential step is training.   

3. Train traveling employees

Technology and tools can be intuitive if you use them regularly, but that might not be the case for all of your travelers. We’ve worked with thousands of business travelers, and our platform is easy to use and simple to explain to new employees.

It’s also a good idea to include a one-page how-to training guide for people who are new to your travel programme.  

4. Tools to help with business travel duty of care

So, what are some ways that you can provide a strong duty of care for travelers? Well, we've got options! Working with us gives you access to dashboards, intuitive tools and templates to help you along the way.   

Melon: Everything you need to travel at your fingertips

By now, you've heard a bit about the Melon and what it can do, but did you know there’s a Melon app? The Melon mobile app is the on-the-go platform for everything travel-related, like accessing itineraries, receiving real-time travel alerts and live-chat assistance. There are multiple benefits to using the app for traveling employees and for the business.

Profile management helps travelers keep all their important details in one place. On-trip support is one click away if anything unexpected happens, with phone and email support available 24/7. Melon's intuitive Traveler Safety dashboard provides real-time travel security alerts and country risk ratings, helping you keep up with the latest news.  

For travel bookers, metrics like traveler tracking and trip disruptions in the admin dashboard help you maintain duty of care and support your travelers. Travel and safety information can be localized with local language settings for companies with a diverse workforce.   

Book a demo to see how Melon can improve travel management for your business.   

Try it now: Benchmark your travel policy!

When reviewing your travel policy from the lens of risk management, where should you start? See how your travel policy stacks up with our benchmarking tool . In less than 3 minutes, you can check your current policy against a quick guide to best practices.

Looking at areas like compliance, approvals, reporting and spending policies can help identify areas needing an update or review. One quick tip is to look at travel and health and safety policies together to make sure they’re working towards the same goals.

The bottom line for managing safety & risk

Planning and prep are key to implementing a travel risk management program. Our resources and experience to guide you through the tricky areas of travel safety.

Want to create a comprehensive plan to manage business traveler safety, risk, and protect your best business assets? Let's chat about a better corporate travel safety plan for you today!  

It's time for better business travel management

With the perfect balance of modern travel technology and dedicated experts, you really can have the best of both worlds.

• Dedicated travel consultant
• Intuitive all-in-one travel platform
• Search, book, and report in minutes
• 24/7 emergency support & live-chat
• Traveler tracking & duty of care dashboard
• Melon Exclusive Deals, negotiated rates, and more! 

Talk to an expert

Developing a Robust Travel Security Program

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Helping organizations spend smarter and more efficiently by automating purchasing and invoice processing.

We saved more than $1 million on our spend in the first year and just recently identified an opportunity to save about $10,000 every month on recurring expenses with Planergy.

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Corporate Travel Program: How To Create a Program for Employer and Employee Needs

• Written by Lyle Del Vecchio
• 17 min read

KEY TAKEAWAYS

• A corporate travel program helps balance expenses while also taking care of employees.
• Developing a clear and concise travel policy streamlines everything.
• Partnering with a travel management company (TMC) can help you access travel experts to make the most of your program.

Corporate travel has become essential to many companies’ operations in today’s fast-paced business world. 

Employees are frequently on the move, whether it’s attending conferences, meeting clients, or visiting other branches.

This is where a well-designed corporate travel program comes into play.

In this blog post, we’ll discuss the basics of a corporate travel program, why it’s important, and how to implement one successfully.

We’ll also dive deeper into the differences between leisure and corporate trips, explain the benefits of corporate travel, and provide real-world examples.

Implementing a successful corporate travel program can significantly improve employee satisfaction, drive cost savings, and enhance overall business performance.

What Is a Corporate Travel Program?

A corporate travel program is a comprehensive set of policies and procedures governing business-related travel for employees.

It outlines the rules and guidelines for booking flights, accommodation, transportation, and other travel-related expenses.

A well-structured corporate travel program helps businesses manage costs, ensure employee safety, and maintain a consistent travel experience.

Businesses can reduce administrative burdens, improve policy compliance, and optimize their travel spend by offering a centralized, streamlined approach to managing travel arrangements.

Why Is a Corporate Travel Program Important?

There are several reasons why having a corporate travel program is essential for businesses:

Cost Management

A well-defined travel policy helps companies control travel costs and optimize spending.

By establishing clear guidelines and budgetary limits , businesses can effectively manage their travel expenses and avoid unnecessary costs.

Additionally, partnering with preferred suppliers and negotiating volume discounts can lead to substantial realized cost savings .

Employee Safety and Security

The program ensures that employees travel with reputable providers and have access to support services during their trips.

A well-designed corporate travel program prioritizes employee safety by vetting travel suppliers, providing travel risk management resources, and offering 24/7 support for travelers in case of emergencies.

Compliance and Accountability

A corporate travel program enforces adherence to company policies and regulatory requirements.

Businesses can ensure that employees comply with internal and external regulations by centralizing the travel booking process and establishing clear procedures.

This reduces the risk of non-compliance penalties and enhances the overall company reputation.

Streamlining the travel booking process saves time and resources for both employees and the company.

Employees can quickly and efficiently make travel arrangements that align with company policy by implementing a user-friendly booking platform and offering personalized travel options.

How to Implement a Successful Corporate Travel Program

Creating your business travel program requires careful planning, and input from multiple departments. Follow these steps to help.

Assess your Company’s Business Travel Needs

Before developing a travel program, it’s essential to determine the frequency and types of trips your employees take, as well as their preferences and priorities.

Conduct surveys, analyze past travel data, and consult with key stakeholders to gain insight into your organization’s unique travel needs.

Develop a Travel Policy

Your travel and expense policy should include a clear breakdown of booking procedures, travel expenses allowed, and reimbursement methods.

Explain the reasons behind each rule and how it fits into the company’s compliance standards, and why it matters for traveler safety.

Creating your policy document is a crucial step in setting up a successful business travel program, as it will help ensure that all employees understand the expectations and guidelines related to their travels.

Furthermore, having a comprehensive travel policy can minimize confusion and potential violations of company standards, while making travel and expense management easier.

Your policy should include information such as:

• Requirements for pre-trip approval and notifications
• Per diem guidelines, including rules about meals, snacks, and entertainment expenses
• Rules around lodging and transportation (e.g., preferred vendors or travel agencies or allowed methods of travel, maximum airfare allowance)
• Restrictions on the use of personal funds or credit cards to cover business costs
• Reimbursement process and timeline

Include Duty of Care in Your Corporate Travel Policy

Duty of Care is an employer’s legal and moral obligation to ensure their employees’ safety, security, and well-being while traveling for business purposes.

In a corporate travel policy context, Duty of Care encompasses various measures companies take to protect their employees from potential risks and hazards during their trips.

Why is Duty of Care Important in a Corporate Travel Policy?

There are several reasons why Duty of Care is a crucial aspect of a corporate travel policy:

Legal Responsibility

Employers must take reasonable steps to protect employees from foreseeable harm while traveling for work.

Failure to fulfill this responsibility can result in lawsuits, financial penalties, and company reputation damage.

By prioritizing Duty of Care, employers can help minimize the risks associated with business travel, such as accidents, illnesses, or security threats.

This not only protects employees but also reduces potential disruptions to business operations.

Employee Satisfaction and Retention

Demonstrating a genuine concern for employee safety and well-being can increase job satisfaction, loyalty, and retention.

Employees are more likely to remain with a company that takes their safety seriously and provides appropriate support during business trips.

Risk Management

A robust program enables companies to proactively identify, assess, and mitigate travel-related risks. This helps prevent incidents from escalating into crises and ensures that employees receive timely assistance in case of emergencies.

To effectively integrate Duty of Care into a corporate travel policy, companies should consider the following measures:

• Establish clear guidelines and procedures for assessing and mitigating travel risks, including health, safety, and security concerns.
• Implement a travel approval process that considers the potential risks associated with each trip and ensures employees have the necessary resources and information to travel safely.
• Provide employees access to a 24/7 support service, such as an emergency hotline or assistance app, to address any concerns or issues during their trip, such as flight cancellation or illness.
• Offer pre-travel training and resources to educate employees on safe travel practices, personal security measures, and health precautions.
• Regularly review and update your Duty of Care program to ensure it remains effective and responsive to changing travel conditions and employee needs.

Choose a Travel Management Company

Partner with a TMC to help manage your travel program, negotiate supplier contracts, and provide support services for travelers.

A TMC can offer valuable industry expertise, access to discounted rates, and advanced technology solutions to streamline the travel process.

Your TMC can also access up-to-date information on travel advisories, local laws, and cultural norms.

Communicate the Policy

Ensure all employees know the travel policy and understand their roles and responsibilities.

Provide training sessions, distribute written materials, and maintain open lines of communication to encourage policy adherence.

Monitor and Review

Regularly evaluate the effectiveness of your travel program and make adjustments as needed.

Collect employee feedback, analyze travel data, and stay informed about industry trends to continuously improve your program.

Leisure vs. Corporate Travel

While leisure travel focuses on relaxation and enjoyment, corporate travel serves a business purpose.

Corporate trips often involve tight schedules, meetings, and specific goals, while leisure trips prioritize personal interests and activities.

Corporate travel policies must address unique challenges, such as managing costs, ensuring employee safety, and providing efficient booking processes.

Moreover, corporate travel programs must balance the needs of the business with the comfort and well-being of employees, creating a positive travel experience that supports productivity and engagement.

Companies of all sizes can benefit from a travel management solution.

Benefits of Corporate Travel

Corporate travel offers several benefits for businesses:

Networking Opportunities

Attending conferences and events lets employees network with industry peers and potential clients.

These connections can lead to new partnerships, collaborations, and business opportunities that drive growth and innovation.

Cost Savings and Productivity Gains

Using corporate travel programs can help reduce costs, as companies can negotiate discounts on airfare, hotel stays, and car rentals.

Additionally, employees who can book their travel through an easy-to-use online booking tool or mobile app save time compared to manual booking processes and get a better overall user experience.

Companies also benefit from productivity gains when employees avoid long lines at the airport or stress from last-minute travel plans.

Professional Development

Business trips provide opportunities for training, skill development, and staying up-to-date with industry trends.

Employees can gain valuable insights, knowledge, and expertise that translate into improved job performance and increased value to the company.

Improved Collaboration

Face-to-face meetings can help strengthen relationships and facilitate better communication among team members.

By bringing employees together in person, companies can foster teamwork, enhance collaboration, and ultimately improve overall business performance.

Increased Sales

Meeting clients in person can lead to stronger relationships and increased sales opportunities.

Face-to-face interactions allow for a deeper understanding of client needs, more effective presentations, and, ultimately, more successful business deals.

Roles and Responsibilities of a Corporate Travel Consultant

A corporate travel consultant is responsible for managing a company’s travel program. 

Their duties include:

Negotiating Rates and Contracts with Travel Suppliers

An experienced corporate travel consultant will leverage their industry knowledge and relationships to secure your organization’s best possible rates and terms.

Assisting Employees with Travel Bookings and Arrangements

A corporate travel consultant acts as a liaison between employees and travel suppliers, helping to coordinate itineraries, manage changes, and ensure a smooth travel process.

Providing Support Services for Travelers, such as Itinerary Changes and Emergency Assistance

In the event of unforeseen circumstances or emergencies, a corporate travel consultant can provide critical support to employees, such as rebooking flights, arranging alternative accommodations, and offering guidance on local resources.

Analyzing Travel Data to Identify Cost-Saving Opportunities and Policy Improvements

By examining travel data and trends, a corporate travel consultant can recommend strategies for reducing costs, improving compliance, and enhancing the overall travel experience.

Tips to Create an Effective Managed Travel Program

To create a comprehensive corporate travel policy, consider the following tips:

Involve Key Stakeholders

Involve key stakeholders, such as HR, finance, and department heads, in developing your travel policy.

This ensures that the policy aligns with company objectives and addresses the needs of various departments.

Set Clear and Realistic Expectations

Set clear and realistic expectations for employees regarding travel expenses and reimbursement procedures.

Provide guidelines on acceptable expenditures, preferred payment methods, and required documentation to streamline expense reimbursement .

Regularly Review and Update your Travel Policy

Regularly review and update your travel policy to ensure it remains relevant and effective.

Stay informed about industry trends, regulatory changes, and evolving employee needs to make appropriate adjustments.

Encourage Employees to Provide Feedback

Encourage employees to provide feedback on their travel experiences to help identify areas for improvement.

By listening to and addressing employee concerns, you can create a corporate travel program that supports both business objectives and employee satisfaction.

Final Thoughts

By following these steps and tips, you can create a corporate travel program that benefits your company and employees alike.

Using the right business travel management tools , like Planergy’s travel and expense management software, can help greatly.

With a well-implemented travel policy in place, you’ll be better equipped to manage costs, ensure employee safety, and optimize your business travel experience.

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Reduce risk with a Traveler Security Program Assessment

December 15, 2022

When your employees are on the road, there is nothing more important than their safety. A Traveler Security Program Assessment can help you determine ways to protect your company’s assets, reputation, business continuity, and, most importantly, your people.

Organizations are focusing more closely on employee safety and employee engagement, whether that is bringing them back to the office, or sending them out on the road. The International Organization for Standardization released the ISO 31030:2021 Travel risk management standard for organizations to provide global guidance on travel risk management. The guidance aims to “Promote a culture where travel-related risks are taken seriously, resourced adequately, managed effectively, and the benefits to the organization and stakeholders are acknowledged.”

To align your organization’s travel risk program with the new ISO 31030 guidelines, Advito developed the Traveler Security Program Assessment to provide personalized insights into where your program stands today. It is fully customized, taking into consideration your organizational flow and structure, risks specific to your organization and industry, and your organization’s corporate culture.

Benefits of the Traveler Security Program Assessment

People wellbeing needs to be top priority at any company. Otherwise, employers risk damage to employee physical and mental health and decreasing job satisfaction, which could lead to talent loss. People who don’t feel safe and cared for are unlikely to stay . This can cause reputational damage, rising costs and negatively impact company performance. Managing employee risks correctly, on the contrary, will give organizations an edge in talent recruitment and retention.

Completing the Traveler Security Program Assessment and improving your program will reassure employees that their health, safety, and security are organizational priorities. The Traveler Security Program Assessment will also help you determine ways to protect your company’s assets, reputation, business continuity, and, most importantly, your employees – helping you keep and attract the best talent in your industry.

How the Traveler Security Program Assessment Works

During the Traveler Security Program Assessment, travel security experts meet with the key stakeholders in your organization for a full-day live session to perform an in-depth review and audit of your travel risk program. The comprehensive assessment explores 11 core aspects of duty of care and covers disease outbreaks, extreme weather, terrorist attacks, theft and accident scenarios.

The session will explore:

• What policies are in place around traveler risk? Are travelers aware of them?
• Who’s responsible for which travel risks, i.e., do some aspects of traveler security fall under the travel program and others under corporate security?
• What’s the protocol for travelers to request assistance on the road?
• What’s the protocol for reaching out to travelers during and after a crisis?
• Do travelers have a defined duty of loyalty to contact the company after a crisis? Are travelers aware of their responsibilities?

At the end of the session, you’ll receive a snapshot of results, revealing where your program stands compared to similar organizations and best-in-class programs. Following the assessment, you’ll be provided personalized results with findings, evaluation, and recommendations designed to bring your organization into compliance with ISO 31030 global guidance.

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5 Benefits of a Corporate Travel Risk Program

An effective travel risk program is a key tool in any company’s risk management effort. Travel risk programs provide end-to-end service for traveling employees, starting from when the employee’s trip is planned up until the employee’s safe return home.

The process typically begins with a risk assessment of the destination that evaluates potential risk factors such as political instability, crime activity, terrorism, cybersecurity threats, and health and safety standards. This assessment informs any appropriate protective measures that should be arranged for the traveler’s physical security and the protection of any potentially sensitive corporate data they will be traveling with.

While employees are abroad, the travel risk program provides overwatch with real-time monitoring of relevant locations. This monitoring generally includes informing the travelers of natural disasters, social unrest, mass casualty attacks, or other high-risk events that imminently impact those located within their same geographic area. With overwatch and employee alerting capabilities, a company is well poised to respond to ensure the safety and wellbeing of employees if something were to go wrong.

Five ways that a comprehensive corporate travel risk program mitigates risk:

• Provide peace of mind for travelers : Employees and executives traveling for work will rest easier knowing that their safety is a priority. Issuing pre-travel security briefs, providing security staff to accompany travelers to high-risk destinations, and establishing open communication channels for emergencies enable employees to feel prepared and secure.
• Fulfil duty of care : Travel risk programs help to fulfil duty of care obligations by providing employees with protection and security support commensurate with the risk of each destination.
• Protect sensitive corporate data : When employees travel, their company-issued devices containing intellectual property and sensitive corporate data are at elevated risk of compromise. Travelers may forget their phone in the airport or leave their laptop open and unlocked when sitting in a cafe. Depending on the destination, a foreign government or industry competitor may target the devices to collect corporate intelligence. A risk analysis of the destination will allow companies to take the appropriate preventative measures, such as sending the employee with a “clean” device that is not connected to the corporate network and only contains the limited data needed for that trip.
• Facilitate effective emergency response : If the worst happens, the last thing a company needs is to waste time scrambling to figure out what to do. Travel monitoring programs help companies identify emergencies as soon as possible, or even give advanced notice of extreme weather or other more predictable situations. Knowing where each employee is traveling, how to contact them, and having clear action plans for emergency scenarios facilitates a faster, coordinated response that saves precious time and utilizes resources effectively.
• Track data over time : Collecting travel data over time allows for long-term analysis of security incidents and other challenges, which will inform future travel decisions. Trend analysis also feeds into maintenance of travel security policies; reviewing and updating policies periodically helps to maximize risk management. Furthermore, if there is a security issue that occurs during a trip, data on the traveler, their itinerary, and the risk profile of the destination will be a valuable addition to the investigation.

Consider this scenario...

The CEO and CFO of a tech company are traveling to Paris, France for a major industry conference, where they will host a panel discussion of high-profile tech leaders. The conference will be highly covered by the media and their presence at the event has been publicly advertised.

The CEO and CFO have arranged for a driver to transport them between their hotel and the conference, but otherwise do not have any security personnel or preparations in place. As they approach the conference the first morning, they are stopped by a large crowd of protesters blocking the access road. The driver is unable to get to the building via the planned route; neither the executives nor the driver were expecting the protests and, as a result, did not plan an alternative route to a secondary entrance of the building. The driver ultimately must drop off the executives nearby, leaving them to walk through the protest in order to enter the conference.

Later that afternoon, the protests outside the building turn violent. The CEO and CFO are stranded inside the building and are unsure of how to safely leave and return to their hotel. They seek out assistance from event staff, but staff are overwhelmed trying to assist hundreds of other conference attendees. They try to call their Director of Security at corporate headquarters for guidance but aren’t sure of the best way to reach her.

After a few hours, police are able to deescalate the protests and the CEO and CFO are safely escorted out of the building along with the other remaining guests. They walk back to their hotel and make contact with their executive assistant, who informs the Director of Security about the situation.

If the company had an effective travel risk management program in place, the scenario would have played out differently:

• The travel intelligence analyst would have identified the planned protest ahead of time by monitoring social media.
• The Director of Security, aware of the large-scale protest, would have assigned an executive protection agent to accompany the CEO and CFO given they were high-profile speakers at the conference.
• The corporate security team at headquarters would have coordinated with the driver, executive protection agent, and conference staff before the trip to confirm alternative routes into and out of the building to avoid the protests.
• The CEO, CFO, and executive protection agent would have received real-time alerts from the travel intelligence analyst providing updates on the escalating situation, and they would be able to report their current safety status to the analyst, who would keep relevant stakeholders informed.
• The executives would have been briefed on a communications plan so they could quickly contact the Director of Security as needed.

Contact Red Five to learn more about establishing or expanding your corporate travel risk program.

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IMG GlobalSecur offers a full spectrum of travel security solutions, and our customized travel security program offers affordable services tailored to meet your global business travel needs. Whether you need end-to-end travel security support or on-demand services that support your operations center, IMG GlobalSecur programs are an effective, affordable choice to keep your global business travelers safe.

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CISOs, what’s in your travel security program?

It's time to review (or create) your travel security program now that more people are traveling for work and pleasure. here's what it should include..

The past two years have provided CISOs a bit of a reprieve with respect to protecting company data while employees are in travel mode. While the gulp of fresh air may have felt great, upon exhaling we realize that many of those working from home are in fact traveling for pleasure and to distance themselves from the pandemic to continue working. Now, with the ubiquitous COVID testing and vaccine protocols, business travel is on the uptick. The travel industry opines it will return to pre-pandemic levels in mid- to late-2022.

For this reason, every CISO should ensure their entity is prepared for this influx, which arguably adds a layer of risk. The CISO should be asking questions of C-suite and of their own teams regarding what’s inside the corporate travel program and what needs to be inside the program.

For multinational companies and those where employees traveling with regularity, Steve Tcherchian, CISO and chief product officer at XYPRO, notes how his company includes awareness and procedures with respect to devices and traveling with data across borders, with differentiation between the risk presented by different locales. That said, he adds how separate travel devices are not prepared for each trip.  

Abnormal Security’s CISO, Mike Britton, notes how loaner laptops are the norm when employees are traveling to higher-risk countries. In addition, he explains, “When employees travel outside of their normal working region (e.g., traveling from the U.S. to Europe or China), we evaluate any risks and restrictions to ensure our employees are safe and protect our company assets and information appropriately.”

So how does one determine if a country is higher risk than another? A good first stop, would be the U.S. Department of State and its travel alert program . Canada, Australia and the United Kingdom also have publicly available travel alert programs readily accessible. For U.S. entities membership in the of the State Department’s Overseas Security Advisory Council , which is managed by the Bureau of Diplomatic Security, is a must. OSAC analysts collate, distill and present their findings on global events in an easily digestible manner. A true value given it costs nothing other than the time necessary to absorb. (Full disclosure: I am an OSAC member.)

Not everyone is on board about the need for travel devices. Venn CEO David Matalon, not surprisingly, pushed back on the idea of travel devices being required and noted that his firm’s SaaS technology enables teams to access their work apps and data from any device on any network. His solution, “offers seamless app compatibility. It works on every operating system and its zero-trust model constantly monitors the device to ensure compliance at all times.” He did note that his entity does not provide travel briefings to employee’s traveling abroad.

Don’t know if you have a travel program?

The following questions are drawn from my own work, “Secrets Stolen, Fortunes Lost: Preventing Intellectual Property Theft and Economic Espionage in the 21st Century” (Syngress 2008), which were as valid in 2008 as they are now in 2021.

• Does this program include a list of countries posed as high risk or extreme risk to those employees or executives who travel or work outside the country of origin?
• Does your travel security program require these risk countries to be communicated to the executive team and the personnel responsible for travel?
• Does your travel security program identify expatriates working in high-risk countries?
• Do you have a traveler briefing program required before every trip to a high-risk environment?
• Do your employees understand never to leave confidential material unattended and to keep devices with them while traveling?
• Does your travel program monitor and debrief personnel having traveled to high-risk environments?
• Does the company’s security awareness and education program include a segment on travel?
• Does your travel program brief on the data aggregation capabilities of social networks? What about how the sharing of an itinerary can permit an adversary to document and collate travel plans?
• Does your travel program implement a sterile device program for high- or extreme-risk locales (e.g., throwaway mobile phones, sterile laptops)?
• Are these sterile devices reviewed for compromise upon the traveler’s return?
• Are all travelers issued cable locks and laptop privacy screens for their devices?
• If key executives are traveling, are checks put in place concerning any expenditures they authorize be double-checked for authenticity, to avoid CEO/CFO business email compromise.
• Does the program include the need for travelers to file itineraries with the company, sharing passport data page and have a daily “all safe” call into the company while employees travel?

Don’t have a travel program?

Give some thought to putting at least a rudimentary program together Here are a list of actions which this author has and continues to advise travelers to any area be it perceived as low or high risk.  

• Review and train on the remote use of company email systems to avoid compromise. This may include adopting the use of a virtual private network (VPN), virtual desktop infrastructure (VDI) or restricting yourself to secure email.
• If the company has an operations center, then consideration of a daily wellness check call from an employee in travel status may make sense. If no operations center exists, a call to the employee’s supervisor should be substituted.
• Contact your credit and debit card-issuing institution and inform their fraud department that you will be traveling to a given locale. Provide the dates and specific locations. This allows the fraud department to monitor for unusual activity and activity outside the window of your travel.
• Make copies of all your travel documents and credit cards to leave with a trusted individual. Should you need to replace any or all these resources, the copies will be instrumental in accomplishing the task.
• Review the precise circumstances in which wire transfers and the like can take place with your enterprise’s finance personnel. Check what authentication protocols are in place to avoid spoofing.
• TMI (too much information) is a malady you can control, especially with respect to social networks. Each time you post where you are, you are also posting where you aren’t.
• Register with your country’s official travel program. For U.S. citizens that is the State Department’s Smart Traveler Enrollment Program (STEP).
• Assume your lodging affords you no privacy.

Every entity should have a form of a travel security program. Socialization of the program should take place during the annual security awareness program. For those who wish a shortcut, here is a two-pager from the National Counterintelligence Security Center .

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Christopher Burgess is a writer, speaker and commentator on security issues. He is a former senior security advisor to Cisco, and has also been a CEO/COO with various startups in the data and security spaces. He served 30+ years within the CIA which awarded him the Distinguished Career Intelligence Medal upon his retirement. Cisco gave him a stetson and a bottle of single-barrel Jack upon his retirement. Christopher co-authored the book, “Secrets Stolen, Fortunes Lost, Preventing Intellectual Property Theft and Economic Espionage in the 21st Century”. He also founded the non-profit, Senior Online Safety.

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Corporate Travel Analysis Reports

Expert Insights & Trends

Soundbytes: travel and aviation industry insights – week ending 24-Nov-2023

• 24 November, 2023

Highlights from the CTC Sydney Corporate Travel Summit & Awards

If you have been in Sydney the past couple of days we hope you had a rewarding time at CTC - Corporate Travel Community's Australasia Corporate Travel Summit & Awards.

If you haven't, here's what you have missed.

Elite plundering planet to destruction; richest 1% account for more emissions than poorest 66%

• 23 November, 2023

The richest 1% of the world's population produced as much carbon pollution in 2019 as the five billion people who made up the poorest two-thirds of humanity, according to a report published by Oxfam ahead of the UN Climate Summit, COP28.

The report, ' Climate Equality: A Planet for the 99%' , is based on research with the Stockholm Environment Institute (SEI). It assesses the consumption emissions of different income groups, highlighting the stark gap between the carbon footprints of the super-rich -whose carbon-hungry lifestyles and investments in polluting industries like fossil fuels are driving global warming- and the rest of the world.

AMP wins CTC Australasia Corporate Travel Sustainability Programme of the Year 2023

AMP, the Australian wealth management organisation, was recognised for the sustainability credentials of its corporate travel programme at CTC - Corporate Travel Community's Australasia Corporate Travel Summit & Awards in Sydney.

With a history spanning 174 years and more than 4,000 staff around the world, AMP is a financial services company in Australia and New Zealand providing superannuation and investment products, financial advice, and banking products including home loans and savings accounts. Its divisions include AMP Capital, among the top ten infrastructure managers globally and one of the largest real estate managers in Asia, AMP Financial Services and Axa Asia Pacific.

IHG debuts Vignette Collection brand in Qatar with fifth signing in MEA region

• 22 November, 2023

IHG Hotels & Resorts has announced the signing of its first Vignette Collection hotel in Qatar in partnership with Hospitality for Success H4S Hotels & Residences, one of Al Baladi Holding companies.

Set to open by the end of 1Q2024, Velero Hotel Vignette Collection Doha Lusail is IHG's fifth Vignette Collection hotel signing in the MEA region, following those in Zimbabwe, Saudi Arabia, UAE and Kuwait.

Asia Pacific aviation – ensuring the system is working on time

• 21 November, 2023

The rapid recovery of passenger traffic during 2022 also saw a spike in operational disruptions globally - leading to queues in airports, delays and cancellations for airlines and disgruntled travellers.

With the Asia Pacific undergoing a slower traffic recovery, these problems have not been as pronounced for much of the region.

However, with supply chains disrupted and labour markets upended, airlines have still struggled to get things right on the operational front.

As traffic continues to build and some markets push beyond pre-pandemic levels, the performance of the regional air travel sector remains under pressure.

Airlines and airports will need to work with the public sector providers to ensure that the system is robust and able to handle both peak volumes and interrupted and irregular operations.

New working arrangements and work-life balance increasing length of domestic business trips

• 20 November, 2023

New research from Corporate Traveller, the SME division of Flight Centre Travel Group, has found that Australian business travellers are increasing the length of domestic trips.

New data reveals growth in bleisure travel, driven by hybrid and flexible working arrangements and the need for work-life balance. Conversely, short trips saw negative growth this year.

Industry Intelligence: catch up on CAPA’s exclusive market insights – week ending 17-Nov-2023

Each week, CAPA - Centre for Aviation produces informative, thought provoking and detailed market analysis of the aviation industry. With supporting data included in every analysis, CAPA provides unrivalled and unparalleled intelligence.

Here's some of the reports published over the past week.

Soundbytes: travel and aviation industry insights – week ending 17-Nov-2023

• 17 November, 2023

CTC - Corporate Travel Community each week brings you a roundup of the most thought-provoking and interesting comments from those industry leaders in the know.

The future of China’s international market – traveller demands and expectations are not the same

• 16 November, 2023

With China's borders now re-opened to international travel, waves of outbound travel are expected to build in the market.

After almost three years of restricted travel, Chinese travellers are back but their demands and expectations are not the same as before the pandemic.

Chinese travellers have initially opted for 'safe' markets, including Hong Kong, Macau and select regional destinations.

COVID-19 has also accelerated the swing away from large, organised tour groups and towards individual and small group travel with freer itineraries.

This was the topic of a panel discussion at the CAPA Asia Aviation Summit in Kuala Lumpur Brisbane at the start of Nov-2023.

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Building smart transport in Moscow

Smart transport is foundational to any smart city; it is a system that wields a vast array of information and communication technologies to improve efficiency, convenience, and safety across a variety of vehicles and infrastructure assets. But it is a daunting undertaking for cities looking to digitize, with hundreds and thousands of citizens taking daily rides that must run smoothly, cleanly, and on time. In this Q&A, Moscow Deputy Mayor for Transport Maksim Liksutov discusses the city’s efforts to develop a smart transport system that Muscovites enjoy using and that anticipates their ever-changing needs.

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McKinsey: Describe Moscow’s transportation challenge and how the city has been addressing it.

Maksim Liksutov: Until 2010, the traffic situation in Moscow was close to critical: the road network had reached maximum capacity, and Moscow had one of the worst road traffic situations in the world. Thus, in 2011 the Government of Moscow and leading Russian and international experts developed the State Program of Moscow Transport Development to 2020. The plan centers on an analysis of large amounts of commuting data to reduce the load on the roads through a strategic approach to upgrades and new construction, as well as the launch of an intelligent transport system (ITS).

The ITS, which controls more than 2,000 video surveillance cameras, 3,700 road detectors, and 6,000 traffic lights, allows us to provide real-time response to traffic situations throughout the city rather than waiting for Muscovites to call emergency responders, law enforcement, or others to resolve issues. The mayor of Moscow was personally involved in developing and implementing the traffic-improvement measures that resulted in a significant reduction in congestion. Despite that, the number of registered private cars in Moscow increased by more than one million since 2010. In fact, according to the TomTom ranking, 1 1. “TomTom traffic index: Moscow,” TomTom, accessed December 4, 2017, www.tomtom.com/en_gb/trafficindex/city/moscow. Moscow was the most congested out of nearly 400 cities in 2010; by 2016, we had moved down to 13th. The traffic speed in Moscow increased by more than 13 percent—from 45 km/h in 2010 to 51 km/h in 2016. Such congestion reduction is among the best in the world.

We still experience congestion during peak traffic hours, but the improvement has been substantial thanks to the ITS, major changes in parking policies, and significant investments in public transportation, such as metro and buses. In 2017, Moscow won the TomTom award for parking, ranking first globally in quality of parking planning.

McKinsey: What steps is Moscow taking to increase use of the public transport system?

Maksim Liksutov: It is difficult for public transport to compete with the comfort of the car, so we set out to ensure public transport is safe, modern, reliable, accessible, and accommodates the needs of each passenger.

First of all, we have been upgrading our vehicle fleet. Since 2010, we have purchased more than 8,000 new ground transportation vehicles and 1,600 new metro train cars, all manufactured domestically. By the end of 2017, the share of new train cars being used on the metro will reach 37 percent, and ground transportation vehicles will be at 90 percent. Today, the average age of urban buses is less than five years, and 98 percent of our ground transportation vehicles are accessible to disabled passengers. The Moscow metro offers a special assistance service, and there are also “social taxis” to help the elderly and the disabled navigate the city.

Second, we have implemented several modern services found in the best transportation systems in the world, including electronic ticketing systems, a city bicycle system, bus lanes, and a regulated taxi industry. Today, more than 85 percent of trips on public transport are paid for with Troika transport cards, which were introduced in 2013 and enable seamless transfers between all types of surface transport. In 2017, Muscovites made 2.3 million city bicycle trips, twice as many as in 2015. Bus lanes ensure that public transport vehicles are given priority in traffic, which has improved the regularity of bus service in central Moscow; annual full-fare trips on surface transit increased from 586 million in 2010 to one billion in 2017. And thanks to high competition and legalization of the market, Moscow’s 47,000 legal taxis have seen a 16-fold increase in ridership since 2010.

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Third, we have been focused on using data to improve the passenger experience and inform our public transport investments. In addition to helping streamline private car usage and traffic conditions, we use the ITS to collect an extensive data set on bus passenger boarding and alighting, frequency and speed, and load on roads and hubs. Mobile data and tracking systems give us an accurate picture of each bus’s movement. This informed our launch of a new bus route network called Magistral, which has given the more than 900,000 people working downtown access to an efficient alternative to metro travel that would require line changes.

Fourth, we sought to improve connectivity between city districts and relieve the load on metro and train stations by building the Moscow Central Ring, which encircles the city center and connects all of our metro rail lines. Within one year of operation, passenger traffic on this circular railway reached 400,000 trips per day.

Finally, we recently introduced a smart closed-circuit television (CCTV) system to ensure passenger safety. The CCTV automatically records and detects potentially dangerous situations, from unusual crowds to lost or abandoned items, and can even recognize faces. We anticipate that the new security system will provide a tenfold improvement in emergency response times for Moscow metro employees.

As a result of these efforts, Muscovites are making the public system their main mode of transport; the number of full-fare trips taken annually increased from 1.9 billion in 2010 to 2.8 billion in 2017. And today, intervals between trains during peak hours on the busiest lines are at 90 seconds, which keeps the system running smoothly. This indicator is a record among the world’s major underground systems. 2 2. Alexey Timofeychev, “18 little known facts about the Moscow Metro,” Russia Beyond the Headlines, January 19, 2016, rbth.com. Indeed, according to a 2016 study by Community of Metros (CoMET), an independent international association, Moscow has one of the world’s top three metro systems for passenger satisfaction with real-time information.

McKinsey: How do you collect passengers’ feedback on their experiences of using transport, and how do you use this feedback to help make decisions?

Maksim Liksutov: No initiative is implemented without considering the views of Muscovites. Moscow has two service centers that receive questions, suggestions, requests, and appeals from more than 5,000 people every week through telephone, internet, or personal contact. We also process all inquiries and suggestions submitted through social media networks.

Our latest tools for interaction with citizens are city transportation network mobile applications, which Muscovites have downloaded 3.5 million times. The apps can be used to plan a trip using public transportation, pay for parking, and find the nearest bike rental station. The “Moscow Assistant” app even allows residents to register parking violations. About 200,000 residents use the app, and more than 230,000 fines were created in 2017.

At the same time, we are constantly improving our data handling with the goal of anticipating the wishes of Muscovites. We use the same advanced analytics and data processing methods as mobile operators and leading internet services. But unlike these groups, we work with a large volume of diverse data that come from metro and bus trips, photo and video recordings of violations, vehicle tracking, tracking of mobile applications, and Wi-Fi use. With this data in hand, we process feedback from passengers and provide relevant and up-to-date information on city events. We can also change the route network, for example, if we see there is a new hub of activity in the city that needs public transport service. We have just started to develop the mechanism, and much remains to be done in this regard.

McKinsey: What are the main problems that arise in the process of smart-city management and use of big data?

Maksim Liksutov: Data protection is a primary concern in the management of any smart city. The introduction of smart technologies involves many risks, and we want to provide the most reliable protection available. This month, the Moscow Center for Traffic Management set up a new protective barrier for the virtual infrastructure of the ITS, including a set of advanced software protection measures that ensure full security. Now our ITS is defended by modern, cyber software and endpoint protection. The solution minimizes the risk of malicious software penetrating the city’s databases and protects against leaks of confidential information and personal data.

McKinsey: What is your vision of Moscow in 2025? How does it fit into the global landscape of smart transport technology?

Maksim Liksutov: To start, we are committed to continuing to increase the convenience of ticketing and payment methods for public transport, exploring methods such as wearable ticketing technology.

In the realm of personalized travel, we recently began testing a new method of pushing information to metro passengers. Given the data obtained from Troika cards, we can recommend to each individual passenger the most convenient ways to use the city’s public transport system (custom-made transport). We hope that in future, personalized information provision will become a convenient tool for managing passenger traffic, and the opportunities of big data will contribute to comfort and safety of Muscovites.

We understand that public transport plays an important role in reducing air pollution and creating a healthy city. As such, in the coming years Moscow intends to become the world leader in the development of electric public transport. With the city’s buses carrying millions of people a day, procurement of an ecofriendly and comfortable fleet is a top priority. We will phase in electric buses over the next few years, and in 2021, Moscow will stop purchasing diesel buses, opting instead for an entirely electric fleet.

And of course, we will continue to create a more convenient route network that stays ahead of Muscovites’ needs by providing buses and adding routes and stops based on what users say and technologies reveal are most needed.

McKinsey: What advice do you have for other city leaders?

Maksim Liksutov: I am not in a position to give it; every city, especially a megacity, is unique. Since we started reforming our transport system later than most world capitals, Moscow has had the opportunity to learn from and apply the experience of cities such as Beijing, London, Singapore, and Tokyo. We are working to implement the best solutions available across the world—and I know other city leaders are working to learn from one another and do the same for their home town.

Photo courtesy of the City of Moscow

Maksim Liksutov is the deputy mayor for transport in Moscow.

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