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Checklist · 8+ travellers with a coordinator

Large group / corporate retreat

Once you cross 8 people, logistics is the product. Name-tags, a single coordinator, and pre-negotiated rates matter more than which restaurant.

Sections:🧾 Documents & money — never leave without📣 Coordinator kit🛡️ Safety & awareness⛑️ Health & safety🔌 Tech

Documents & money — never leave without

  • Passport valid 6+ months past your return date
  • Photo + digital copy of passport, stored separately from the original
  • Travel visa or entry permit printed + emailed to yourself
    Even e-visas — bring a paper copy.
  • Driver's licence + International Driving Permit if renting a car
  • At least two payment methods (e.g. Visa + Mastercard)
  • Cash in the local currency for tips, taxis, markets
    ~US$100 equivalent is usually enough.
  • Travel insurance policy PDF + emergency contact number
  • Printed hotel reservation for immigration forms
  • Vaccination card if required for entry
    Check your destination's current rules 2 weeks out.

Coordinator kit

  • Roster with everyone's name, emergency contact, dietary needs, allergies
  • Printed schedule + laminated name-tags
  • Group transfer booked end-to-end (airport → hotel → venue → airport)
  • One hotel contact named + their direct phone number
  • Group dinners pre-confirmed + pre-paid where possible
  • A slack / WhatsApp group with 'announcements-only' pinned post
  • Backup plan for the most sensitive session if WiFi fails

Safety & awareness

  • Share your itinerary with a trusted person at home
  • Register with your embassy (US: STEP; UK: FCDO; CA: ROCA) for emergency contact
  • Know the local emergency number (911, 112, 999, etc.)
  • Identify your nearest embassy / high commission + its address
  • Don't flash jewellery, watches, or cash publicly
  • Use licensed taxis or app-based rides (Uber / Bolt / local equivalent)
  • Avoid walking alone after dark in unfamiliar areas
  • Carry a dummy wallet with expired cards + small cash for worst-case muggings
  • Know the local scam patterns for your destination
    A 5-minute search before the trip saves hours.

Health & safety

  • Prescription meds in original labelled bottles
    Bring a few days extra in case you're delayed.
  • Basic medkit: painkillers, antihistamines, rehydration salts, plasters
  • Insect repellent (DEET ≥25% in tropics)
  • Sunscreen SPF 30+ and after-sun
  • Reusable water bottle (plus know if tap water is safe)
  • Hand sanitiser + a few disposable masks
  • Doctor's note for controlled substances / needles if applicable
  • Emergency numbers saved: local police, embassy, travel-insurance 24h line

Tech

  • Phone charger + universal power adapter
  • Portable battery pack (10,000mAh+)
  • Offline maps downloaded (Google Maps / Maps.me)
  • Airline + ticket apps installed + logged in
    Boarding-pass wallet set up.
  • E-SIM or local SIM plan researched — don't rely on airport SIMs
  • Cloud backup of key documents (iCloud / Google Drive)
  • VPN app for public WiFi
  • Offline translation pack if you don't speak the language