Trip details
Purpose and destination
Travellers, and whether anyone is travelling alone
Departure and expected return, with dates and times
Route, including alternates
Furthest point from help, and estimated time for help to reach it
Nearest medical facility, and its capability
Communications, assessed honestly
Assume mobile coverage will fail somewhere on this trip. The question is what happens then, not whether it is likely.
- Mobile coverage mapped along the route, with the gaps identified rather than assumed away
- A communication method that works in the gaps: satellite phone, satellite messenger, HF or UHF radio, personal locator beacon
- Backup method available and independent of the primary one
- Devices charged, with charging available in the vehicle, and spare batteries carried
- Traveller has been shown how to use each device, and has actually used it once
- Devices tested before departure, not just carried
- Emergency beacon registered, in date, and the traveller knows what happens when it is activated
- Someone reliable holds the plan and knows what to do if contact stops
Journey management and check-in
The check-in schedule is only a control if a missed check-in triggers action. Write the escalation before departure.
Grace period before a missed check-in is treated as overdue
Who declares an overdue traveller, and who they call first
After-hours contact, tested and current
| Check-in point | Expected time | Method | Who receives it | Action if missed |
|---|---|---|---|---|
| Departure | ||||
| En route | ||||
| Arrival on site | ||||
| Departure from site | ||||
| Return |
Overdue response plan
Write this now, while nobody is missing. The worst time to design a search is during one.
Stage 1, immediately overdue Attempt contact on all methods, check with site, confirm the grace period has passed
Stage 2, contact not established Notify the manager, contact people along the route, prepare route and vehicle details
Stage 3, escalation Contact emergency services on 111 and provide route, vehicle, beacon registration and last known position
Information pack held by the contact Route, vehicle registration and description, traveller details, medical information, beacon ID, satellite number
Vehicle and supplies
- Vehicle suited to the terrain and recently serviced
- Fuel range exceeds the longest leg with a margin, and refuelling points confirmed as open
- Spare tyres appropriate to the route, with the tools and the ability to change one
- Recovery equipment carried, and the traveller can use it
- Water carried for the full trip plus a substantial margin
- Food, shelter and warm clothing for an unplanned overnight stop
- First aid kit appropriate to remoteness, not a standard office kit
- Navigation that does not depend on mobile data, plus a paper map
- Fire extinguisher, and awareness of fire conditions and restrictions
Environment and site hazards
- Weather forecast checked, including conditions that can cut the route
- Flood, fire, storm or snow risk assessed, with go and no-go criteria agreed in advance
- Heat or cold exposure assessed, with hydration and shelter planned
- Road conditions confirmed, including unsealed sections and seasonal closures
- Wildlife and animal strike risk considered, especially at dawn and dusk
- Driving at night avoided where practical, and justified where not
- Site-specific hazards known: who else is on site, hazardous plant, isolation on arrival
- Cultural protocols and land access permissions confirmed where they apply
Risk table and sign-off
Traveller signature and date
Manager approval and date
Nominated contact, briefed and holding the plan
| Hazard | Rating before controls | Controls | Rating after | Accepted (Y/N) |
|---|---|---|---|---|