When planning business travel, admin and logistics often take priority in the form of checking passport expiry dates, visas, flight itineraries and managing expenses budgets. That said, increasingly, organisations now recognise that managing the wellbeing of employees when travelling for work is just as critical, especially for employees from minority groups.

For HR leaders, duty of care and effective people management doesn’t end with booking a flight. From managing jet lag and scheduling adequate rest periods into an itinerary, to ensuring access to gyms and places of worship, or safe accommodation for lone female travellers for example, there is now a growing expectation that travel policies can and must reflect a holistic approach to employee health and inclusion.

Despite this, new research from the Business Travel Show Europe which takes place next month from 25–26 June at London’s Excel, reveals that there’s still significant work to do. Its recent survey of travel bookers and managers highlighted:

• 55% said their companies do not provide any special consideration for LGBTQ+ travellers.
• Only 35% said their policies take into account accessibility needs
• Just 29% actively consider the unique challenges faced by women travelling alone

These numbers might also be a wake-up call for HR professionals who perhaps too haven’t done their due diligence when it comes to planning and managing travel for a diverse workforce with varying needs. For many employees, business travel is an opportunity to develop careers, network and support business growth. But without the right structures in place, it can just as easily lead to discomfort, isolation, or even danger – especially for those from minority backgrounds.

Here’s how HR teams can lead the charge in developing inclusive, proactive travel strategies that support the mental and emotional wellbeing of all employees.

1. Do your homework 

As the saying goes, forewarned is forearmed.  Before any trip, especially to a new or unfamiliar location where as a company you might not have arranged travel for employees before, research is essential. For minority employees, it’s about more than checking the weather forecast or currency exchange rates—it’s about understanding risks and putting the right framework in place to manage them should they arise.

• Tap into trusted community resources: Blogs, forums and online travel guides like Black Travel Movement, Muslim Travel Girl, and Queer in the World offer real-world, current advice, from diverse perspectives and often with first-hand experience. Make employees aware of different resources relevant to their needs so they can also research and plan in advance.
• Stay up to date on local laws and social climates: Resources and organisations such as the International LGBTQ+ Travel Association and embassy advisories can also be a valuable source of information for monitoring and staying up to date with evolving laws and cultural attitudes. What’s acceptable in one location may be illegal—or even dangerous—in another.

2. Build a reliable safety net in case you need a plan B

Support doesn’t stop when an employee boards the plane. HR teams must ensure that every travelling employee, and particularly those from minority groups, feels connected and supported for the entire duration of their trip.

• Create a contact framework: Every travel itinerary should include clear emergency contacts, accommodation details, and points of contact at local offices or travel assistance teams and ensure this is clearly communicated and understood by the employee before they depart. Also, don’t just assume employees will reach out – take the time to schedule proactive, regular check-ins, particularly during longer trips so they can feel reassured by HR team support.
• Encourage local community connection: For extended stays, consider connecting employees with local cultural, religious, or community organisations. These networks can offer comfort, advice, and a sense of home away from home.

3. Equip employees for real-world situations 

Equipping employees with the knowledge and resources they need to respond calmly and confidently to challenges they might face can really add value to supporting minority traveller wellbeing.

• Provide response scripts: Short, respectful scripts that employees can use in response to inappropriate questions or microaggressions can not only help minimise emotional distress but also build confidence and professionalism under pressure.
• Outline their rights and resources available: Employees should know their legal rights in the destination they are travelling to and likewise how to access the right support if needed —from embassy services to medical care and advocacy groups. Consider offering a pre-travel briefing session or quick-access digital guide tailored to their needs so they have the right information to hand should they need it.

4. Make inclusion a core focus of travel policy 

Rather than a simple box-ticking exercise, inclusion should be a guiding principle of your organisation’s travel policies. Doing so sends a strong message that every employee matters, and their safety and wellbeing are a business priority.

• Audit and update travel policies regularly: Assess whether your current policies are fit for purpose and sufficiently reflect the real-world experiences of diverse employees. Are there gaps in safety protocols for LGBTQ+ travellers? Do lone female travellers have access to female-only accommodations or secure transport?
• Include diverse and minority voices in travel policy development: Engage your minority employees in the audit and policy development process so that any policies you do put in place can directly meet their needs as much as possible.

At this year’s Business Travel Show Europe, HR professionals can dive deeper into these topics. The conference agenda includes a session on “Sustainability and other ESG strategies that work”, and will explored how to adopt a more inclusive travel programme.

Business Travel Show Europe is the leading event for those who manage or book corporate travel. It’s free to attend for HR professionals and takes place on 25–26 June at ExCeL London.

Register now at businesstravelshoweurope.com/register