Have a plan to deal with trip cancellations, passengers becoming ill during a trip, insurance coverage changes, flight interruptions, etc. Start contemplating scenarios like this and determine work-arounds or exit strategies. If you don’t already have an emergency response plan now is the time to create one. See Prepare BC for a primer. 

Many of your clients will travel to their destination by air. This makes the airline industry the first level of screening. Be informed what the airline industry is doing and saying to keep their seats filled.

They are as anxious you are to keep their business functioning. They are focusing their communications on providing factual information: What their cleaning protocols consist of, how the air filtering systems work, pre-screening and on site screening of passengers. Our operators can follow a similar protocol if they feel their operational circumstances warrant it.

Most warnings about group travel and meetings refer to large groups, i.e., more than 50 people. WTA operators typically host 8 to 15 people at a time. there are options to address concerns of virus transmission like adopting personal space protocols in confined spaces. The Norovirus event has provided some valuable references and much of that information is very relevant today. 

Messaging to guests should focus on the geographic locations of high-risk areas. In Canada, most people that have been diagnosed are in self-isolation at home or in retirement homes. Be prepared to refer your clients and staff to more detailed, accurate information.

Be aware of what your insurance policy will cover in the event of a required evacuation. Understand what travel insurance providers are communicating to your clients. 

Have a plan or policy set on how you will deal with refund requests from cancellations; this will be important to the future of your business. Being able to communicate clearly to your clients will give them confidence in their decision on whether they want to keep their booking or cancel, and whether they want to return to your business in the future.

Determine if a pre-screening protocol is necessary for your guests. Pre-screening could include: 

• Requesting client history of travel in the past 4 months; have they travelled or have immediate family/household members travelled to countries that are listed by the PHAC as high-risk.    
• Requesting information on general health or any illnesses prior to the trip. Consider onsite screening before they depart for the lodge.
• Monitor guest and staff health during trips; cruise lines are requiring guests to report any emerging illnesses during a trip. You may want to consider this as part of your operating protocol.

• Schedule and keep records of cleaning practices. Some larger operators are specifying which cleaning products are being used.
• Formalize medical monitoring protocols and identify the closest medical services to your operation should you require them
• Formalize and clarify evacuation route planning (closest evacuation points, transportation means, etc.)
• Record emergency contact information (contact lists, guest contact info, methods of communication, etc.)
• Monitor the broader situation in BC, be prepared to inform your guests upon their return.

• Following up with your guests’ post-trip to check on their health; tell them in advance you will be doing this.
• Adjust your protocols from lessons learned, be flexible.

• Check your insurance to see what coverage you which types of insurance (medical, “cancel for any reason”, etc.) and amount of coverage included.
• Monitor the World Health Organization’s site and your own country’s precautions
• Check your itinerary to see if any border closures have been put in place
• Bring extra medication in case you are delayed returning home due to quarantines or border closures
• Follow the recommended health safety recommendations regarding handwashing and wipe surfaces while traveling as an extra precaution
• If you want or need to cancel your plans, check your traveler’s insurance to see if it covers your reason for cancellation