PONY CLUB AUSTRALIA
PROCEDURES WHILE ON TOUR
BUSINESS RISKS INTERNATIONAL COPYRIGHT 2011 - ORIGINAL
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OVERVIEW OF SERVICES
Pre-Departure Preparation
• Documentation Collection
• Packing Pointers
Procedures While on Tour
• Personal Safety Considerations
• Crime Awareness, Avoidance and Prevention
• Environmental and Health Concerns
Crisis Management and Response
• Crisis Management Team (CMT)
• Crisis Management Procedure and Response
BUSINESS RISKS INTERNATIONAL COPYRIGHT 2011 - ORIGINAL
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INTRODUCTION
► Prior proper preparation will ensure ease of travel no
matter the destination
► A pre-travel security briefing will be given by Pony Club
Australia well prior to travel.
► Pony Club Australia will use the ‘buddy system’.
► Preparation will relieve the stresses normally accompanied
by international travel and help mitigate risks encountered
along the way
► Whilst travelling the Team Manager makes the decisions
and ensures that all security and safety procedures are
adhered to by the team and support staff.
► Abiding by Pony Club Australia’s security and safety
procedures will allow you to be prepared for most types of
emergency
► 90% of security/safety incidents occur at airports,
accommodation and social/leisure locations
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SECURITY & SAFETY PROCEDURES AT
AIRPORT
► Meet at Group Check In where the Team Manager will
do a role call to make sure all are in attendance.
► Make sure you have all your travel documents in order.
► Proceed as a group and do not wander away from the
group.
► Keep noise to a minimum and listen to all directions of
Team Manager.
► Once checked in proceed through security screening into
‘sterile’ areas as quickly as possible.
► Watch and maintain possession of your personal bags
and belongings at all times.
► DO NOT talk about or make jokes about security as this
is a serious offence and you can be detained/arrested.
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ARRIVING AT DESTINATION
► Remain as a group making sure that your travelling
‘buddy’ has been accounted for.
► Team Manager will make sure all the team is accounted
for before moving away.
► Remain as a team at luggage carousel and wait for all
team members to receive luggage.
► Make sure that you ID the luggage as being yours.
► Once all team members have all luggage move away to
transport departure point as a group.
► Once at transport departure point wait for further
instructions from Team Travelling Manager.
► Use only pre-arranged transport.
► MAKE SURE THAT YOU HAVE ALL THE TEAMS CONTACT
DETAILS BEFORE LEAVING.
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ACCOMMODATION
► Secure all valuables.
► Keep room tidy so you will know if anything is missing.
► Do not give out your room number or accommodation
details to any person not associated with the team.
► DO NOT TAKE any person to your room that is not
associated with Pony Club Australia.
► Seek permission from Travelling Team Manager if you
want to met with any person outside the travelling party.
► Be aware of your surroundings and if you feel unsafe
immediately call the Team Manager.
BUSINESS RISKS INTERNATIONAL COPYRIGHT 2011 - ORIGINAL
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LOCATION & TRAVEL SAFETY
► DO NOT venture out alone.
► Make sure the Team Manager is aware of where you are going and
what you will be doing.
► The Team Manager will develop a reporting procedure if you are not
staying as a group.
► If possible travel in a group as this does lessen the risk of attack.
► Do not carry a large amount of cash or valuable items.
► Have emergency contact number ready if needed.
► Ensure compliance with local laws.
► Endure compliance with Pony Club Australia’s procedures and
protocols.
► Always avoid isolated areas and streets, civil disturbances and
demonstrations.
► Trust your instincts, if you feel uncomfortable leave the area/location
and contact the Team Manager.
► Be wary of strangers that try to befriend you and ask you personal
questions and/or questions about your travelling team.
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TEAM MANAGER
► The Team Manager will have direct responsibility for the
entire travelling team.
► The Team Manager cannot delegate this role unless
approved by President of Pony Club Australia.
► This is from the initial stages of tour preparation in
Australia until the team arrives back safely from the tour.
► The Team Manager will make sure that they have made
contact with hosting team and obtained the details of a
liaison officer who will be the point of contact (POC).
► The Team Manager will have all contact details of Pony
Club Australia’s key contacts.
► The Team Manager will make contact with designated
communication person at Pony Club Australia for the
duration of the tour at nominated times.
BUSINESS RISKS INTERNATIONAL COPYRIGHT 2011 - ORIGINAL
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TEAM MANAGER COMMUNICATION
Travelling Team
Manager to make
contact with
Communications
Manager
Communications
Manager to report
team’s welfare to
Pony Club Australia
Management
Travelling Team Manager to report:
•Team location
•Physical, emotional and psychological
condition of the team
•Current security level
•Anticipated movements between now
and next pre-arranged contact
•Any other information regarding the
team that believes is important or needs
to be communicated.
Activate Missing Team plan: If any member
or the team has become unreachable,
missed scheduled communication times or
any other extenuating circumstances, see
Crisis Management Plan
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OVERVIEW
► The Travelling Team Manager is in charge and has direct
responsibility for the entire team.
► The Travelling Team Manager will adhere to
communication and journey management plan
implemented by Pony Club Australia.
► Implementation and understanding of risks will reduce
the vulnerability of individuals and the team.
► Pony Club Australia will brief all team members and
support staff.
► No person(s) outside of Pony Club Australia can have any
direct input in the management of the tour unless given
authority to do so by President Pony Club Australia.
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