As a tour operator or guide, you have a duty of care to ensure the safety and well-being of your clients and yourself. However, hazards and risks are inevitable in any travel activity, especially in unfamiliar or challenging environments. How can you identify and manage them effectively before and during a tour? Here are some tips and tools to help you.
Before you plan or lead a tour, you should research your destination thoroughly and understand the potential hazards and risks involved. These could include natural disasters, weather conditions, wildlife, diseases, crime, political unrest, cultural sensitivities, and infrastructure issues. You can use reliable sources such as government travel advisories, local authorities, industry associations, and experienced colleagues to gather information and advice. You should also update yourself regularly on any changes or developments that could affect your tour.
Your destination will determine how you'd prepare. For instance the way you'd prepare when visiting Nairobi might not be the same way you'd prepare when visiting Niagara falls. You can get information about your destination by Google search, YouTube, government websites, Tourism bodies websites, reading review on sites like TripAdvisor or simply by asking a friend who has visited your destination before. That way you can be fully ready for the adventure and thereby getting the best out of your trip.
It is very important to make a thorough research before travelling to a chosen destination or planning a tour with a group of people. These likely hazards may include natural disasters, cultural conflicts, crime, kidnapping and political crisis. You wouldn't want to recommend an unsafe place or put the lives of your clients in danger. You may also contact travel local guide in the destination and inquire if it is safe to visit at the time.
A risk assessment is a systematic process of identifying, evaluating, and controlling the hazards and risks associated with your tour. You should conduct a risk assessment for each activity, location, and supplier you use, and document your findings and actions. A risk assessment should cover four steps: 1) identify the hazards and who might be harmed by them; 2) assess the likelihood and severity of the harm; 3) implement measures to eliminate or reduce the risk; and 4) monitor and review the effectiveness of the measures. You can use a risk matrix or a risk register to help you with this process.
Communication and education are essential for managing hazards and risks during a tour. You should communicate clearly and regularly with your clients, suppliers, and staff about the safety expectations, procedures, and protocols. You should also educate your clients about the potential hazards and risks they may encounter, and how to prevent or cope with them. You can use various methods such as pre-departure briefings, written materials, signage, demonstrations, and feedback to communicate and educate effectively.
No matter how well you plan and assess your tour, there may be unforeseen or unavoidable hazards and risks that arise during the tour. You should be prepared and flexible to deal with them promptly and appropriately. You should have a contingency plan, an emergency response plan, and a crisis management plan in place, and be familiar with them. You should also have the necessary equipment, supplies, and contacts to handle any situation. You should be flexible and adaptable to change your itinerary, activities, or suppliers if needed, and inform your clients of any changes.
While going on a trip, unforeseen circumstances may arise so its always advisable to be ready and well equipped to deal with any situation. You should always have an emergency contact number of local authorities and empower ourselves with the necessary equipment. You should have a back plan for your itinerary to act quick should something go wrong during the trip.
One of the best ways to identify and manage hazards and risks during a tour is to learn from your own and others' experience. You should review and evaluate your tour regularly, and identify any strengths, weaknesses, opportunities, or threats. You should also solicit feedback from your clients, suppliers, and staff, and listen to their suggestions, complaints, or compliments. You should use the lessons learned from each tour to improve your risk management skills and practices for future tours.