When travel doesn't go to plan: What business travellers need to know

Things go wrong sometimes. Flights get cancelled. Passports get lost. Protests break out in cities you just arrived in. And when you're travelling for work, these travel disruptions can derail entire projects or client relationships.

That's why having a clear plan - and someone reliable from a travel management company backing you up - matters more than ever. Here's how to stay prepared and responsive if things shift mid-trip.

Lost passport? Act quickly

If your passport is lost or stolen abroad, speed matters. First step: file a police report locally - it may be required before the embassy will help you out. Then head straight to the nearest consulate for emergency travel documentation.

Before any trip starts though: store a digital copy of your passport somewhere secure (cloud-based access is best), and pack a printed copy in your bag. Somewhere separate from the original.

Need help rebooking flights while sorting paperwork? Your dedicated Corporate Traveller travel manager can step in immediately so you don't lose more time than necessary and guide you through what costs may be covered by insurance or reimbursed later on.

Medical issue mid-trip?

Getting sick while away from home isn't ideal, but it happens. Whether it's food poisoning from an airport deli or an injury en route to meetings abroad, fast decisions are key.

Keep insurance information handy (digitally and in print). If you've purchased cover through us, we'll liaise directly with the provider where needed - including confirming what's covered before decisions are made about treatment or transport changes.

Also worth noting: if you've got any ongoing health conditions, they should be declared before travel begins. Not giving details about preexisting conditions could compromise coverage when it really counts.

And if you're unsure where to go for local care that meets your needs? We'll point you toward trusted facilities nearby - no guesswork required while you're not at 100%.

Border shutdowns? Natural disaster?

Some risks escalate quickly with no warning, like severe weather cancelling flights or sudden border closures that leave limited options for return travel. We track traveller locations through our booking systems so we know where people are at all times - and can respond fast when something happens close by that might affect their safety or mobility.

In critical moments like these, our crisis management protocols kick in:

We proactively check in with impacted travellers.

Adjust flight paths as needed.

Coordinate closely with local authorities and global security partners

Meanwhile, back at HQ, we keep whoever manages travel within your company fully updated along the way so they're not chasing status updates while trying to manage internal comms too.

Tools that help keep you safe on the road

Keeping you safe en route starts with pre-planning. Here’s how Corporate Traveller works behind the scenes to make sure your work trip is wobble-free.

Safe booking

You need accommodation and transport options that don't add unnecessary risk - that means vetted suppliers only. Our booking system filters out providers who don't meet safety standards from day one of planning, not after something goes wrong onsite.

Real-time updates

Rules change fast now - from entry requirements to curfews - and delays rarely come with much notice anymore either. We send real-time alerts straight into our platform so travellers (and bookers) aren't left scrambling last minute, trying to confirm what's changed mid-trip.

Emergency support that works

Whether it's 10am or midnight, we've got actual humans available around-the-clock who know how business travel trips work differently from holidays… because missing one meeting often costs more than just rescheduling fees.

Thanks to traveller finder, your dedicated Corporate Traveller contact knows which parts of your itinerary matter most - and helps protect them first during rebookings or rerouting conversations. Our 24/7 emergency assistance is there when you need it.

Data that keeps you ahead

Our traveller reporting tools give companies access not just to past bookings but risk exposure insights too, so future decisions can factor in trends like regional travel disruptions or chronic delays across certain routes. It's not about reacting better next time, it's about seeing trouble coming earlier next time around altogether.

What you can do before you travel to keep travel smooth

A few simple steps make everything easier if plans change later:

Register trips longer than a few days with your country's embassy if visiting high-risk areas
Make sure frequent travellers know how after-hours support works - it shouldn't require digging through inboxes
Keep all trip essentials together digitally (passport scans, travel insurance docs, support contacts)
Stick with one travel management solution across teams - it makes duty-of-care coverage cleaner and faster during emergencies

Business travel won't ever be risk-free, but it doesn't need to feel risky either. With solid protocols upfront, smart tools backing every trip behind-the-scenes and people who understand global business travel, you're always better placed when things don't go as planned.

Need help setting up smarter processes before issues arise? Worried you're not addressing duty of care for your travellers? Let us walk you through what travel management solution works best today, for wherever you're headed tomorrow.

About Flight Centre Travel Group
The Flight Centre Travel Group is one of the world’s largest travel retailers and corporate travel managers. The company, which is headquartered in Brisbane, Australia, has company-owned leisure and corporate travel business in dozens of countries, spanning Australia, New Zealand, the Americas, Europe, the United Kingdom, South Africa, the United Arab Emirates, and Asia. ASX listed Flight Centre Travel Group (FLT) also operates the global FCM corporate travel management network, which extends to more than 100 countries through company-owned businesses and independent licensees, along with Corporate Traveller, the flagship business specific to the small-to-medium-sized enterprise sector. For more information, visit fctgl.com.