Pre-Travel Checklist

It is important to take time and prepare well for attending an event. This is especially true if it involves travelling to a new and unfamiliar country for the first time. Good preparation means not only ensuring you have your documents together and your suitcase packed, but also that you are mentally prepared and have a good understanding of what you can expect when you arrive. You can use this checklist to help you think about how to prepare.

I understand the context and know what I can do to stay safe. I have:

I know who to contact and have their details written down (as well as on my phone):

  • My delegation organiser

  • My support buddy (a trusted person not attending the event) who I will check in with on my journey and daily during my trip

  • My event buddy and others from the delegation who I will travel or share accommodation with

  • My accommodation (address and contact number)

  • The driver or logistics coordinator who will meet me at the airport (if applicable)

  • The Safety Hub

I have my documents ready and copies stored in safe places:

  • Passport (and two photocopies)

  • Visa

  • Badge & letter of invitation (for COP a UNFCCC letter of acknowledgement)

  • Flight ticket and boarding passes (printed)

  • Accommodation and logistics information

  • Contact details written down (see above)

  • Any documentation required for countries that I transit through

Planning for safety

  • My support buddy has a copy of my itinerary and important information (where I will be staying, contact details of my delegation organiser and who I will be staying with) that they are keeping in a safe but accessible place

  • My buddy and I have agreed a check-in protocol and discussed what to do in case I become uncontactable

  • My delegation organiser has a list of my emergency contacts

  • At least one of my emergency contacts has the contact details of my delegation organiser and/or event buddy

Packing, social media and devices

  • I have checked all pockets in my clothing and my bag to ensure I am not accidentally carrying anything that I do not want to travel with

  • I have checked my bag to make sure I do not have any sensitive material with me and I am not carrying any prohibited or suspicious items

  • I have reviewed my devices using the digital security checklist

  • I have reviewed my social media and checked for publicly available information about me that may increase my risk (including deleting old posts if relevant)

  • I have packed relevant safety equipment (PPE, first aid kit)

  • I have any medication that I need and a doctor's note for any prescription medication I am travelling with

Safety Tips

While travelling and at the event

  • Remain alert and follow your gut instinct. If something doesn’t feel right, it’s likely that it isn’t

  • Maintain a low-profile (unless it is an agreed strategy not to)

  • Do not discuss your activism or sensitive topics where you can be overheard (on transport, in public spaces)

  • Do not share your location publicly

  • Consider carefully what photos and videos are safe to post during the event and what might be safer to wait to post until afterwards.

In case of an incident:

  • Try to remain calm at all times

  • The safety and wellbeing of yourself and the people around you is priority

  • Get to a safe place first and then communicate to your emergency contact or to the Safety Hub to seek support