In today’s increasingly globalised business landscape, employee mobility is essential – but not all business travellers face the same risks. For individuals who may be more vulnerable travellers – due to health conditions, disabilities, gender identity, sexual orientation, cultural background, or age – corporate travel can present unique challenges. Travel Management Companies (TMC) are uniquely positioned to help address these risks and provide a safer, more inclusive travel experience.
Here’s how TMCs can support vulnerable business travellers:
1. Risk assessment & personalisation
Every traveller is different. TMCs should begin by conducting personalised risk assessments that go beyond generic country risk profiles. For example, a destination might be considered safe in general but may pose specific risks to LGBTQ+ individuals or travellers with mobility issues.
Travellers identifying as LGBTQ+ often face risks that vary widely by destination. In some regions, same-sex relationships and gender diversity are criminalised or socially persecuted. That’s why discretion, awareness, and preparation are essential.
A thorough understanding of individual needs and concerns allows for tailored advice and contingency planning.
Key Actions:
- Incorporate vulnerability criteria into traveller profiles
- Use data analytics to flag high-risk areas for specific demographics
- Offer personalised pre-travel briefings based on individual risk factors
2. Inclusive policy design
TMCs can guide organisations in crafting inclusive travel policies that specifically recognise the needs of vulnerable travellers. This ensures that support is not ad hoc but embedded into company practices.
Key Actions:
- Ensure policies cover accessibility, mental health support, and flexible travel arrangements
- Include guidance on travelling to destinations with discriminatory laws or limited medical infrastructure
- Build in options for safe accommodations, such as vetted hotels and inclusive local partners
3. 24/7 support & emergency assistance
Access to real-time, human support can be a lifeline for vulnerable travellers. TMCs should provide dedicated helplines and ensure that staff are trained in empathy and escalation protocols.
Key Actions:
- Maintain 24/7 emergency support services
- Train support staff to handle sensitive situations discreetly and effectively
- Partner with emergency response teams and organisations that specialise in medical and security evacuations tailored to specific needs
4. Accessible travel arrangements
For travellers with disabilities or chronic conditions, TMCs should ensure that all parts of the travel chain – flights, hotels, transfers, and meeting venues – meet necessary accessibility standards.
Travellers with physical or neurological disabilities may encounter significant barriers when abroad – from inadequate infrastructure to societal stigma. Each traveller’s needs are unique, and travel planning should reflect that.
Key Actions:
- Collaborate with airlines and hotels to pre-book accessible options
- Verify wheelchair access, service animal policies, and medical assistance availability in advance
- Provide digital itineraries in accessible formats (e.g., screen-reader-friendly PDFs)
5. Vulnerable travellers education & empowerment
Equipping vulnerable travellers with knowledge and tools is empowering. TMCs can offer targeted training sessions and resources, helping individuals navigate unfamiliar environments safely and confidently.
Female business travellers may face stricter societal expectations, legal restrictions, or unwanted attention in certain locations. Preparation and cultural awareness can go a long way in avoiding unsafe or uncomfortable situations. Ensure that clients are well-informed of these considerations before departure.
Key Actions:
- Develop cultural and safety briefings tailored to the traveller’s profile
- Provide alerts and safe navigation tips
- Offer self-advocacy resources and travel rights information
6. Feedback loops & continuous improvement
Supporting vulnerable travellers is not a one-time task – it requires ongoing learning and improvement. TMCs should actively seek feedback and refine their services accordingly.
Key Actions:
- Include inclusive feedback mechanisms in post-trip surveys
- Monitor travel experience data segmented by traveller demographics
- Regularly review and update risk assessment tools and destination guidance
Final thoughts
Travel Management Companies have a vital role to play in making corporate travel safer and more equitable for all. By adopting an inclusive, proactive, and responsive approach, TMCs can not only protect vulnerable travellers but also foster a culture of care and accountability that reflects modern business values.
Business travel doesn’t have to be a risk for those with additional needs – it can be an opportunity for inclusive growth, if managed with compassion and precision.
Want to make your travel programme more inclusive? Speak to MIDAS Travel today about building vulnerability-aware protocols into your travel policy.
USEFUL LINKS
- Why choose us? – MIDAS Travel Website
- Here’s how to protect the mental health of your corporate travellers – MIDAS Travel Blog
- Travel safety advice for working with vulnerable travellers – Circuit Magazine
