Introduction

Members of senior management are often unfamiliar with travel security procedures and, if preoccupied with business commitments, may overlook essential details. However, much can be done by their personal staff and others whilst making travel arrangements on their behalf to improve the safety of those visiting areas in which personal safety may be at risk.

Staff involved in arranging or facilitating travel of senior management can only provide a useful contribution towards sound security if they follow appropriate routine procedures and are aware of their individual and joint responsibilities. This document outlines matters that it is suggested should be included in any written summary of the responsibilities of such staff.

Travel Reservations

Travel Agents

Only reputable travel agents employing trustworthy and discreet staff should be used; where necessary, checks should be made to verify staff reliability.

The value of information held by travel agents to criminals, including politically motivated terrorists, should be reviewed on a regular basis.

Travel and Hotel Reservations

A combination of an executive's name and status, and the name of the corporation should not be used.

Consideration should be given to making bookings in an alternative name; for example, in the name of an executive at the location being visited who can check in prior to the visitor's arrival.

When a visit is being made to an area of risk, the hotels and private residences of the local hosts at which the visitor is to be accommodated should be varied.

Hotel reservations should be made as close to the time of arrival of the visitor as possible:

Consideration should be given to the security advantages of making simultaneous reservations in separate hotels.

Ground floor rooms, and the most expensive suites should not be reserved for the visitor.

Travel by Road

Vehicles

When arranging for the use of chauffeur driven or self hire cars, the following matters should be noted:

Vehicles should be inconspicuous and low profile.

Security equipment should be fitted, if warranted by level of risk.

A reliable company, garage or agency should be used for car hire and maintenance.

Regular and efficient vehicle servicing and maintenance should be ensured. Known and trustworthy mechanics should be employed.

The security reliability of all staff should be checked with local Police, where local law permits.

Drivers

Only drivers with reliable security backgrounds should be engaged; personal background checks should be undertaken where local law permits.

Each driver should be competent in defensive and evasive driving techniques, and in the procedures to be followed when searching for an explosive device.

Arrival and Departure

Ensure that the host organisation:

Avoids giving advanced warning of the arrival and departure points.

Avoids high profile procedures, where possible.

Ensures security alertness is maintained at arrival and departure times.

Where possible, have the visitor met by an individual who is personally known to him or her.

Control of Publicity

If publicity cannot be avoided but is necessary for commercial reasons, the following guidelines should apply:

Avoid identification in photographs of:

The visitor.

Any local property or offices being used by the visitor.

Where possible, restrain publicity until after visit is over and until the visitor has finally departed.

Where possible, have the visitor met by an individual who is personally known to him or her.

Avoid:

Precise identification of itineraries in advance.

Publicising accommodation and transport details.

Consider withholding information from local staff of organisation being visited, where appropriate.

Be aware that extra decoration or other special preparation of premises before visit may have adverse security implications.

If it is necessary for the visitor to meet representatives of the media or to interviewed on radio or television:

Ensure that the location is secure.

Restrict participation to selected media representatives.

Control and prevent unauthorised access.

Consider search of briefcases and any incoming equipment.

Increase physical and personal protection of visitor.

Have emergency evacuation plan prepared, including transport.

Ensure that adequate medical and fire fighting equipment is available.

Contact Procedures

During periods of travel, business organisations that are unable to contact the travellers or their family are more vulnerable to extortion based on threat or bluff. The following procedures should therefore be followed:

Hold copies of precise itineraries at main and regional offices; update immediately, if changes are made.

Identify contact telephone numbers throughout journey.

Identify telephone number of reliable local persons who can check and verify location of visitor.

Security of Information

Avoid discussion of travel schedules on open telephone lines or in unsupervised telexes/faxes or email, where possible. However, if unavoidable:

Consider use of simple codes. Use electronic encryption in emails ie. PGP.

Use guarded speech where possible.

Security Briefing

All travellers, before their departure, should be in possession of written guidance on the personal security procedures they should follow. Further, when travel includes visits to areas of identified risk, executives should receive a personal briefing before departure from a person qualified to advise on security matters.

Emergency Security Procedures

Plans and procedures should be available for immediate implementation by travellers and by supporting staff at head office, and at regional offices where appropriate. Such arrangements should enable all concerned to react effectively if a security incident occurs; plans and procedures should be adequate to deal with all types of anticipated emergencies; for example, unexpected absences, receipt of personal threats, extortion incidents, including kidnapping and similar acts of violence against the person.

Consideration should also be given to the introduction of stress codes to enable each traveller, in spoken or written communications, to indicate whether he or she is acting under duress.

Confidential files containing accurate and up to date personal data of potential victims of acts of violence, and including medical records, should be held at head office. Such material should be immediately available to persons responsible for initiating the response to an emergency such as a reported kidnapping of the person to whom the file details relate.

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