Volunteer Abroad Programs

Unfortunately, we don’t always travel for business or pleasure. Get organized with these tips for travelling in an emergency.

It starts with the phone ringing, and the words no one wants to hear: “I’m sorry to tell you this, but…”

There’s been an accident, a medical emergency or a death and you’re needed. The hours and days ahead are a flurry of activity. Can you get there in time? Will you pack everything you need? What arrangements do you need to make at home? The next few weeks will be difficult, but there are some ways you can make travel a little easier on yourself.

Thinking ahead

An emergency hasn’t happened yet, but there are some things you can do to prepare:

• Keep your travel documents and identification up to date. A passport is still your best bet for international travel, and it should have six months left before it expires. Also, be aware that some countries require a visa for stays of more than two weeks.
• Know your support system. Who can make calls on your behalf to cancel appointments or social engagements? Who is familiar with your home and routine? Who gets along well with your pets? Find out who can take care of things in your absence.
• Have a spare set of keys on hand to lend to the person who will be looking after your home or your pets.
• If you’re a caregiver, make sure you know what services and programs are available to ensure the care of your loved one.
• Maintain an up-to-date list of phone numbers on your computer: your doctor, pharmacy, veterinarian, next of kin, employer, pet boarding service, etc. — anyone who you (or someone acting on your behalf) may need to get a hold of if you’re gone for more than a few days. You can quickly print off this list to give to a neighbour, post by the phone or carry with you.
• Make room in your emergency fund. Financial experts usually recommend setting aside funds for emergencies — make sure they cover any potential travel expenses for your family.
• Purchase a long distance phone card. Good communication is essential during emergencies, but you want to avoid running up your cell phone bill or premium hotel charges.

Arranging travel and accommodations

Likely the first thing on your mind is getting to your destination as quickly as possible. Once you know the when and how, you can make other plans. Here’s how to get started:

• Call an expert: Peak travel times and airline cutbacks can limit your ability to get to your destination within a tight time frame. A good travel agent can help you sort out the details, such as arranging connections and renting a car. If something goes wrong or if your plans change, someone will help you make new arrangements or resolve any issues.
• Get the details on discounts: Many transportation or service providers offer bereavement or compassionate fares, but certain conditions and restrictions apply. For example, VIA Rail and WestJet offer discounts only to immediate family. Air Canada doesn’t offer bereavement fares at all for travel within Canada or to the U.S. and Hong Kong. Most policies are outlined on company websites, but you’ll have to book over the phone in order to get the fare.

If you’re booking your own transportation, check for a better price first. Most companies only offer a discount off the full price, while others let you combine it with applicable children’s or seniors’ fares. However, last minute fares and seat sales often offer better savings. Beware of extra fee you’ll incur if you try to change from a previously-purchased bereavement fare to a lower priced ticket.

• Get travel insurance. If you’re travelling out of province or out of country, you’ll need supplementary health insurance. Trip cancellation or interruption insurance is also worth the investment if you have to change or cancel your arrangements.

Packing right

• Make a checklist. Start with the items you can’t do without (wallet, tickets, medication, cell phone, keys, insurance, important phone numbers, maps, travel documents, etc) and move on to clothing. Keep the list with you to make sure you don’t leave something behind.
• Pack light to avoid heavy and copious amounts of luggage. Stick to a limited colour scheme to allow you more flexibility with outfits. A pair of dark-coloured dress pants with a white blouse or shirt is appropriate for almost any occasion. (For more advice, see our article on packing light).
• Pack for comfort. Your clothing and shoes should be suitable for sitting or standing for long periods of time without causing discomfort or affecting circulation. Don’t worry too much about fashion — people will remember that you came, not what you were wearing.
•  Leave expensive jewellery at home and keep the accessories down to a minimum. The right scarf, wrap or tie can dress up an outfit.
• Don’t let the “what if…” scenarios weigh you down. Your destination will have drug stores, malls and grocery stores where you can pick up any items you’re missing. Chances are you can borrow something from a friend or family member, and there will be places to do laundry.
• There may be times when you’ll need something to occupy your time sitting in a waiting room or waiting for news. A favourite book, the latest magazines or an easy-to-carry hobby such as a small hand quilting project, puzzle book or knitting can provide a distraction.
• Buy food at your destination. Food is a common gift when emergencies and funerals occur, but you’re better off purchasing a ready-made meal at a grocery store or sending food through a local restaurant or catering company than trying to bring something.
• Keep snacks with you. Granola bars, energy bars, nuts and fruit can stay off hunger.

Before you go

Whether you take care of these tasks yourself or delegate some to a friend or neighbour, be sure you:

• Leave an itinerary and contact information, and plan to keep in touch.
• Print a list of phone numbers, including your embassy, travel agent and travel insurance company. Make sure to include the phone numbers of family, friends and neighbours regardless of how well you think you know the numbers.
• Make sure you have enough of your prescription medications to cover any period you might be away. Take along your doctor and pharmacist’s phone numbers just in case.
• Leave a note of permission for pets in case your sitter needs to take them to a vet or board them.
• Unplug appropriate appliances and set your lights on timers. Turn down the heat or the air conditioner.
• Empty your kitchen and bathroom garbage cans.
• Have a neighbour collect your mail and put out your garbage and recycling. In the winter, make sure someone will plough your driveway so no one knows you’re gone.
• Water your plants and your garden. (Self-watering containers and timers are good for this task too).
• Deal with the contents of your fridge so you aren’t coming home to mould. Freeze what you can and let your house sitter know they are welcome to use up any perishable foods. (Same applies to your vegetable garden during the summer months).

Going abroad

If your family or friends live abroad or run into trouble on vacation, there are a few additional things you should know before leaving the country:

• How to avoid illnesses. You may not have time to get the appropriate vaccinations, but you still should know what preventative measures to take to avoid food- and insect-borne illnesses.
• How to protect yourself. If you read nothing else, take a look at your destination’s Travel Report. The reports cover topics such as entry requirements, emergency telephone numbers, safety, and local laws and customs. They will also let you know if you need an International Driver’s License to drive.
• The details of any insurance policies. If you’re the next of kin, bring along any information the traveller left with you, including itinerary, photocopy of travel documents and travel insurance policy. (Note: your loved one’s insurance may cover your travel and accommodation costs).
• How to bring your loved one home. Contact the local embassy or consulate in that country about repatriation, and the travel insurance company about medical evacuation.

In some cases, that dreaded phone call from the foreign hospital or police may not even be real. Never give out your credit card number or promise to wire money to a hospital without contacting the embassy or your government’s emergency hotline first. There have been cases of scam artists using this tactic to prey on people’s panic and concern.

Travel can be difficult enough even in the best of circumstances. A little preparation can help smooth the way if you have to travel in an emergency.

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