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PONY CLUB AUSTRALIA
PRE TRAVEL AND DEPARTURE
COPYRIGHT 2011
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
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INTRODUCTION
► Prior proper preparation will ensure ease of travel no
matter the destination
► Preparation will relieve the stresses normally accompanied
by international travel and help mitigate risks encountered
along the way
► Collection and dissemination of correct documentation
will make it readily available during times of need
► Packing tips to help make YOU less of a target for theft and
be more prepared for any type of emergency
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OVERALL TRAVEL THREAT ANALYSIS
While travelling you are most likely to experience ‘crimes
of opportunity’. Crimes such as pick pocketing, theft and
assault are more common than kidnap or terrorism.
► Pony Club Australia Australian will prepare a Country
Security Report prior to departure by the team.
► Australian Government Smartraveller website will
formulate the basis of this assessment and report
► Pony Club Australia will brief the touring team accordingly
COPYRIGHT 2011
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PRE-DEPARTURE PREPARATION
► Touring Team should attend a security briefing prior to
departure
► Team Manager will make sure all the team travelling has
all necessary documentation
► Team members and support staff to make sure they have
copies of documentation including passport, driver’s
license, credit cards (front and back), medical insurance
cards, next of kin contact details and travel itinerary
Tip: Include 3 passport photos in the packet and carry one
with you while travelling and leave the second copy with
family. PCA head office will hold a copy.
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PRE-DEPARTURE PREPARATION
► Team Manager to register with DFAT Travel
Smartraveller services to receive updates on
overseas destinations
► http://www.smartraveller.gov.au/
► Confirm all visa requirements and ensure
passport is current with a minimum of 6
months prior to expiration
► Further register your travel destinations and
itinerary with DFAT
► https://www.orao.dfat.gov.au/orao/weborao.nsf/fQuestion
?OpenForm
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GOVERNMENT WARNINGS
► There are currently five levels of DFAT travel advice:
1. Be alert to your own security.
2. Exercise caution and monitor developments that might
affect you safety.
3. Exercise a high degree of caution.
4. Reconsider your need to travel.
5. Advised not to travel.
► No action will normally be required for DFAT level 1, 2 or
3 warnings other than to draw the attention of all team
members to the warnings which exist.
► Pony Club Australia will enact a greater security
response if Level 4 or 5 are encountered before or whilst
the team is travelling.
COPYRIGHT 2011
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TEAM MEMBER PREPARATION:
► Team members must fill out the Pony Club
Australia personal details sheet including name,
home address, passport number, emergency
contact phone numbers and health insurance
providers
► Include any medical conditions, prescriptions
and allergies on this sheet.
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RECORD DETAILS
►RECORD:
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Travel insurance medical assistance instructions
Travel insurance details & policy number
Credit card numbers and lost card numbers
Passport details
Mobile phone company contact Numbers
Camera, computer, camcorder serial numbers
Required travel documents
Friends home phone numbers
Itinerary and airline tickets
Photos and list of all things going into your baggage
► NOTE: Email yourself copies or photos of these documents so they
can be retrieved later if required
►Have a copy while travelling and leave
the second copy with your family at
home!
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PRE-DEPARTURE PREPARATIONS:
FINANCIAL CONSIDERATIONS
► Inform your bank and credit card companies of
your impending international travel to ensure
access to your accounts when abroad
► Confirm with your bank that your ATM cards
can be used in foreign bank machines at your
final destination and any stops along the way.
This will ensure when you arrive at your final
destination you will be able to access local
currency at the best exchange rate
► Finally, before your departure exchange a small
sum of money for foreign currency to have on
your person in case of emergency at your final
destination
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PRE-DEPARTURE PREPARATION: PACKING
► Do not pack any knives, scissors, nail files,
lighters or any object which could be considered
a weapon in your carry-on luggage.
► Pack one full set of clothing in your carry-on
luggage, lost luggage does happen.
► Pack as lightly as possible, you should never
leave your luggage unattended, as this poses a
security threat in most airports world-wide
► Prepare personal emergency grab-bag to be
carried during travel.
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EMERGENCY GRAB BAG
► Suggested items to be included in a personal
emergency grab bag
► Copy of travel documentation
► List of important phone numbers
► Small torch
► Weather appropriate clothing (hat, warm clothing) and
change of underwear
► Water and small nonperishable snacks (energy bars)
► Hand washing liquid
► Pen and notepaper
► Anti Bacterial wipes (Wet Ones)
► Toothpaste and toothbrush
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PRE-DEPARTURE PREPARATION:
PACKING CONT.
► Ensure to pack any needed medications and
extra reserves just incase travel is
unexpectedly extended
► Make sure you liaise with Team Manager on
team apparel
► After you are finished packing attempt a ‘trial
run’ by carrying all of your luggage around the
house. One good rule of thumb: when in
doubt, do without!
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PRE-DEPARTURE PREPARATIONS:
TRAVELLING TEAM MANAGER
Pony Club Australia will Assign a Travelling Team Manager
► The Travelling Team Manager duties will commence well prior
to teams departure date and continue beyond the team’s
return date
► Conduct research into visiting country and report to Pony Club Australia.
► This will include current security environment, weather,
accommodation, venue, airports etc
► Contact all team members and confirm travel details, next of kin contact
details and register all members with DFAT Smartraveller.
► Contact and confirm all accommodation throughout the trip, specifically all
billeted destinations – Keep record
► Confirm all transportation arrangements (flights, coaches, etc.)
► Coordinate and approve any group outings or activities
► Confirm Tournament Venue and contact details
► Be aware of Crisis Management Plan and implement journey management
plan.
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TRAVELLING TEAM MANAGER
► Travelling Team Manager
► Travelling Team Manager to carry all necessary group
documentation and team emergency grab-bag.
► Maintain regular contact with Pony Club communications
manager through pre-approved journey management and
welfare contact schedule (via telephone, skype, facebook
and e-mail)
► Collect mobile numbers of the entire group and exchange
between members to facilitate inter-team communication
► Will be the group’s point of contact if the crisis
management plan has to be initiated
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PRE-DEPARTURE PREPARATIONS:
TRAVELLING GROUP ORGANISATION
► Travel Team Manager in cooperation with Pony Club
Australia will:
► Organise all team travel documentation
► Research and report on visiting destinations
► Complete an Overall Risk Assessment for proposed travel
► Region Specific Security Briefings based on DFAT notices
► Regional Intelligence Reports including input from host club
► Submit a journey management plan
► Formulate emergency contact lists containing , team
details, Pony Club Australia contact details and necessary
Australian Embassies, Consulates or High Commissions
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PRE-DEPARTURE PREPARATIONS:
TRAVELLING GROUP ORGANISATION
► Pony Club Australia and the Travelling Team Manager
will consider tracking and extra communication services
on a per-needs basis
► When travelling to high risk destinations additional GPS or
satellite tracking, monitoring and communication solutions
are available to provide the most up-to-date team location
information
► Multiple service levels are available depending on the teams
travel and security needs
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SAFE TRAVELLING
Leave
expensive
items at
home
Remove nonessential
credit cards
and IDs from
wallet
Keep a
Low
Profile
Dress down,
avoid any
new and
flashy
clothing
Secure
passport and
important
documents in
hotel safe
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PRE-DEPARTURE GOALS
► Following the Pre-Departure phase the Pony Club
Australia’s Travel Safety, Security and Crisis Management
plan should prepare all team members with:
► Security overview of visiting Country
► Chain of Command and Journey Management Plans.
► Team Document collection and dissemination
► Packing tips
► Emergency grab-bag preparation
► A dedicated Travelling Team Manager that will prepare
security risk assessment. They will also
► Complete destination specific security and intelligence briefings in
cooperation with Pony Club Australia Management.
► Authorise any activity outside of the official event(s)
► In consultation with Pony Club Australia will determine the need for any
extra services.
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