An overseas business trip can be an exciting experience for your employees, but it also requires careful planning to ensure a smooth and safe trip. This is especially true for your LGBTQ+ employees who may encounter more obstacles or safety risks when traveling internationally. For example, while many countries have become more inclusive and supportive in recent years, more than 60 countries continue to criminalize same-sex relations – and the penalties can be harsh. So how can you proactively support your LGBTQ+ workers during the travel planning process and while they are away? Here are five tips for creating an inclusive, safety-focused travel program.
1. Create a Comprehensive Travel Resource Kit
As a starting point, you should consider creating a travel guide for all employees, including links to resources that meet the diverse needs of your staff. This includes not only LGBTQ+ employees, but also women, older employees, those traveling with children, workers with disabilities, and workers from underrepresented communities.
Notably, the US Department of State has a page dedicated to information for LGBTQ+ travelers. The page includes tips for planning a trip and staying safe abroad, as well as specific advice for travelers with an X gender marker on their U.S. passport.
Additionally, organizations like IGLTA (the International LGBTQ+ Travel Association) provides a wealth of resources on LGBTQ+ rights and travel safety, as well as in-depth guides to marriage equality and travel advice for transgender, genderqueer, and non-binary people. They also offer information on LGBTQ+ friendly accommodation, transport operators and other travel services. Other useful tools include apps for finding gender-neutral restrooms and apps with information about traveling abroad with medications.
Duration, location and type of mission can all be determining factors in the level of detail in your travel action plan and resource kit. In general, longer missions and those in higher risk countries will require more detailed protocols and resources. You may want to consult your risk management partner for additional resources and guidance.
2. Do your research on the specific destination
In addition to providing general resources for business travelers, you should ensure that your managers and employees are familiar with the laws, cultures and practices of each destination, as these can vary significantly from country to country. While many jurisdictions are legally and socially welcoming to LGBTQ+ people, some are neutral, others are culturally unwelcoming, and still others legally prohibit and prosecute consensual homosexual activity. Some countries also prohibit people from “dressing up” as another gender, which creates additional risks for transgender employees.
You should note that challenges can go beyond legal status and extend to cultural perspectives, and you should recognize that laws and attitudes change frequently. So make sure your toolkits, training and action plans are regularly updated as needed.
Issues for the International Lesbian, Gay, Bisexual, Trans and Intersex Association (ILGA) a global report map laws around the world that impact the LGBTQ+ community.
In addition to checking U.S. Department of State country-specific pages, it is a good idea to provide your employees with the appropriate contact information for the US Embassy. The embassy can provide assistance in emergency situations, including when an employee feels unsafe, is under threat, or is experiencing a health or legal problem. The embassy can also connect your employees with local health care or legal aid resources.
3. Plan your trip in advance
When possible, allow your employees to reserve accommodations and restaurants, arrange transportation and activities, and plan other trips before the trip begins. This way, you can better ensure they are booking with reputable companies and selecting LGBTQ+ friendly options.
You'll also want to consider additional security measures in advance. Although employers generally provide medical and security protection to all employees traveling abroad, you may also want to provide legal support and develop a specific action plan in case legal issues arise. or cultural. For example, in some areas it may be safer for an LGBTQ+ person to contact their employer's legal counsel or travel risk manager before contacting local authorities.
Make sure employees know where the embassy is located and also take general travel precautions, such as keeping a different credit card in their accommodation in case their bag or wallet is stolen and keeping a digital copy of their passport separately from their phone.
4. Consider individual circumstances and respect privacy
Remember that each employee is unique and their own risks vary. You may or may not know the specific circumstances impacting their travel plans and experiences. It is therefore important to give employees as much information as possible, refrain from making assumptions about their personal lives and give them the opportunity to ask questions.
As part of any pre-travel briefing or discussion with an employee, you should take appropriate steps to ensure that their concerns are addressed and that they are comfortable with the assignment. For longer-term assignments, you may also need to take steps to provide for the employee's family.
Give them the opportunity to raise reasonable objections to the mission. Although international assignments may be considered an excellent avenue for career development, an employee may be unwilling to accept the assignment if informed of an unwelcoming or potentially dangerous environment.
You should approach these conversations with professionalism and respect for the employee's privacy – and be careful not to unintentionally discriminate against employees based on their sexual orientation or gender identity by being overprotective. Even if you have the best intentions, you should not restrict opportunities because of an employee's protected status under U.S. anti-discrimination laws, such as Title VII of the Civil Rights Act of 1964.
If an employee declines an assignment for security reasons, you may have other opportunities in different international countries that might be acceptable to the employee. Have an open dialogue and don't make assumptions about a person's professional preferences or ability to handle the assignment based on their sexual orientation or gender identity. Let them lead the conversation in this regard.
5. Train your employees and managers
Depending on the international assignment, you may want to provide safety and culture training to employees before departure.
- Offer the training to all employees who will be traveling, rather than selecting specific people to attend. Make employees aware of barriers that may exist, particularly if their destination has different laws than the United States
- Managers should be prepared to address employee concerns or direct them to the appropriate contact in your organization. They should also be trained to understand the risks associated with international assignments and the situations employees may encounter abroad.
- Cultural training is also a useful tool and may involve a review of local customs, etiquette, communication style, language skills and common expressions, and social attitudes.
- During training, you can remind employees of your travel policies and procedures, as well as company expectations while employees are doing business abroad.
- Remember to focus on a safe and successful trip and make sure employees have all the proper contact information and a plan of action in case they encounter any problems. Let employees know that you are there to support them.
