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Our commitment to Duty of Care

Posted on: October 19th, 2016 by MTC Limousine

Managing a large event requires equal measures of awareness, planning, diligence and teamwork. Our entire team is solely dedicated in customizing and managing requirements as well as providing alternatives and cost effective ways to work within our client’s needs.

Duty of Care is one of the biggest considerations for us at MTC Limousine. It involves a deep understanding of our responsibilities to our passengers, including keeping them safe and protected both on and off the road.

The best transportation companies are those who not only understand these responsibilities, but also have a clear plan in place for meeting them. Duty of Care acts as an important driver within forward-leaning organizations focused on transitioning their risk functions away from simple compliance and toward business performance. For us, it’s a commitment to our clients and we are confident that our rigorous duty of care standards are among the strictest in the industry, allowing us to protect your safety while providing an excellent experience.

Kevin Iwamoto, Senior Consultant at Goldspring Consulting recently spoke at the 2016 GBTA Convention in Denver, sharing his concerns on the importance of DOC for meetings and events, what duty of care means and what specifically applies to meeting and event leaders as part of their onsite planning responsibilities.

During the panel session, there have been shared some best practices, which we want to share with you first of all because sharing is caring and, as Kevin says, Duty of care in today’s world is not a “nice to have,” it’s a must­-have.

  1. Make sure your third-­party risk ­management partner (e.g., iJet, iSOS, travel ­management company, venues, etc.) can provide services to all types of travelers (staff, volunteers and other non-­employees) and sort by group for reporting needs and accurate tracking. I would also include pre-­trip “know before you go” communications to travelers booked to visit a mid-­ to high-­risk area.
  2. Institute an emergency response plan for international travel, covering all contingencies, including military action, political unrest and natural disasters. It is our responsibility ­­ and smart business ­­ to safely bring home every employee and contractor when we ask them to go abroad to further the corporate mission. Don’t forget to include your key suppliers in the design of your company’s plan.
  3. Have a good communication plan set up for your travelers. Keep it simple and clear, so should a trip go awry, they know who to call for what. Incorporate info into a mobile app and laptop­-static document that doesn’t require the Internet to access. If possible, use one main link to provide immediate access to protocols so there’s no need for phone numbers and multiple other links.
  4. Educate your travelers through policies, smart communications, web pages, special alerts, etc.
  5. Ensure that travelers understand pertinent details, particularly if a trip is rescheduled or the airlines take over their flight reservations. Your traveler-­tracking program is only as good as the integrity of the booked data. When not communicated to the travel or meetings manager, changes to itineraries can handicap the ability to be effective.
  6. Be ready for the unexpected. International travel isn’t business as usual. Researching what resources are available in the event of an emergency is important, as is advising travelers to review their insurance coverage and other services to ensure they are available. Pre-­trip planning and advisory communications also are key.
  7. Ensure you have the financial means and proper form of payment so you could purchase a large volume of tickets, hotel rooms, charter flights or other arrangements at a moment’s notice in case of mass attendee evacuations.
  8. Have a team approach. When it comes to risk management and duty of care, it’s best to have all stakeholders involved ­­ including travel, security, HR, senior management and risk staff. You also should seek an integrated solution that encompasses all your travelers’ needs while emphasizing that everyone, from senior management to employees, have duty-­of-­loyalty responsibilities for traveler safety and well-being. Everyone should be equally made aware of status updates and emergency situations. Make sure that all staff contact information is kept up-­to-­date with regularity.

This article originally appeared in Meetings & Conventions Magazine on September 28, 2016. For more information, click here.

Duty of Care is here to stay. The bottom line is that none of us can accurately predict where an emergency crisis will occur since that is beyond our individual control. What we can commit to is doing a better and more comprehensive job of consistently putting traveler and attendee safety and security first before commencing event sourcing and organizational logistics.

Whether your organization requires transportation service for an upcoming road show, convention or corporate shuttle trip, our professionally trained and courteous chauffeurs will get you to your destination on time, every time, all while providing the utmost in safety and comfort.

MTC Limousine is a recognized leader in providing world class quality executive transportation services for our customers around the globe.

Use our event planner to streamline the meeting & event planning process. Give us the broad-strokes of your event and we will get to work on the details! Or just call us, we’d love to hear from you.

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Also published on Medium.

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