Chapter 3
In the plane (or any other means of transport), in transit and arriving at your destination
Introduction
This chapter supports professional women during the next stages of international travel; time spent in transit, arrival procedures, and the transport to your destination from the airport. These phases often involve fatigue, time pressure, and unfamiliar surroundings, which can affect wellbeing, safety, and professional readiness.
Building on Chapter 1 (Preparing to Travel Abroad for Work), Chapter 2 (Packing-list), and Chapter 3 (In the plane (or any other means of transport), in transit and arriving at your destination) provides practical guidance to help you arrive prepared, alert, and confident. This Chapter will be followed by Chapter 4 (Cultural Norms and Professional Conduct). At the end of the Chapter you will find a number of personal experiences kindly shared by colleagues.
- While on the Plane and During Transit
Food and Beverages
Staying properly hydrated during travel is essential, as especially cabin air is typically very dry. Drink water regularly throughout the flight and avoid excessive consumption of alcohol or caffeine, both of which can contribute to dehydration and disrupt sleep.
Eat according to your own preferences and bodily needs rather than out of habit or schedule. Many airlines allow passengers to pre-order special meals (such as vegetarian, diabetic, low-sodium, or low-cholesterol options) at the time of booking. These meals are often served first, which can be advantageous if you plan to rest or sleep shortly after the meal service.
On some flights, particularly low-cost carriers, food may need to be purchased separately (often you can only pay by credit card). During long travel days there may be extended periods without access to meals. Carrying basic snacks and ensuring you have sufficient drinking water can help maintain energy levels and comfort during the journey. Remember that in many airport you can not carry liquids onboard (maximum 10 x 100 ml vials) therefore best to bring an empty water bottle. Many airport after security will have water fountains where you can fill up your water bottle.
Wellbeing and Comfort
Long periods of sitting can affect circulation and lead to stiffness or numbness. Performing simple in-seat or aisle exercises, such as ankle rotations, leg stretches, or standing briefly when permitted, can help maintain blood flow and reduce discomfort. Many airlines publish recommended in-flight exercises; these are worth reviewing before departure.
Rest and sleep are important for both physical recovery and mental focus. Adjusting your position, using relaxation techniques such as controlled breathing or short guided meditations, and limiting screen exposure before rest can improve sleep quality on board.
Comfort can be significantly enhanced by wearing loose, layered clothing that adapts to cabin temperature changes. Practical items such as a sleep mask, ear plugs, or noise-cancelling headphones can support rest and reduce fatigue.
If you feel uncomfortable with a neighbouring passenger, consider requesting a seat change from cabin crew when feasible. Options may be limited depending on flight occupancy and timing but raising concerns early and calmly can sometimes lead to a solution.
Time Management
Adjust your watch and electronic devices to the time zone of your destination once on board. Gradually adapting habits such as mealtimes, sleep, and medication schedules to destination time during the flight can help reduce jet lag and ease adjustment upon arrival.
Safety on Board
Familiarise yourself with the aircraft safety briefing and video, even if you are a frequent traveller. Identify the nearest emergency exit and keep your seatbelt fastened whenever seated, as unexpected turbulence can occur at any time.
In-Flight Entertainment and Mental Engagement
Most long-haul flights offer onboard entertainment such as films, television programmes, music, or games. In addition, bringing personal entertainment such as books, pre-downloaded podcasts, audiobooks, or films ensures you have options if onboard systems are unavailable.
Mental and physical engagement during the flight, such as light stretching, mindfulness exercises, or journaling, can also help maintain focus and reduce travel-related stress.
- During Transit
Layovers and Connections
Remain mindful of transit times and monitor gate changes closely. Adjust your watch or phone to local time to avoid missing connections, and allow sufficient time to clear security, customs, or immigration where required before reaching your connecting gate.
Airport Facilities and Amenities
Familiarise yourself with the airport layout, terminals, and signage. Many airports offer lounges or quiet areas that can be used for rest, work, or freshening up during long layovers. If you need to adapt your clothing to the cultural or climate expectations of your final destination, identify suitable facilities where you can change comfortably.
For extended layovers, airport hotels or designated rest areas may provide safer and more comfortable options than remaining in public spaces.
Security, Customs, and Shopping
Keep important documents and essential items easily accessible during transit. When purchasing duty-free goods or last-minute gifts, ensure that items are permitted in your destination country. Avoid buying restricted products such as alcohol, fresh food, or animal- or plant-based items that may be confiscated upon arrival.
Communication and Connectivity
Many airports provide free internet access, which can be useful for checking messages or updating travel details. Be mindful of data security when using public Wi-Fi, and monitor international roaming costs carefully if using your mobile network.
Rest, Nutrition, and Temperature Management
Eat balanced meals when possible and continue to drink water regularly. Rest whenever feasible, especially during long or overnight transit periods. Carry an extra layer of clothing, as temperatures in airports or during night travel may differ significantly from both your point of departure and your final destination.
Personal Security and Safety
Remain vigilant about personal belongings, including travel documents, electronic devices, and professional equipment. Stay alert in all environments—on the plane, in corridors, and in restrooms—and regularly check that you have not left any items behind.
Local Currency
If appropriate and safe, consider exchanging a small amount of currency or using an ATM upon arrival or during transit to cover immediate expenses such as transport, tips (where customary), or minor purchases.
- Arrival at Your Destination
Immigration and Entry Procedures
Before travelling, confirm immigration requirements, including visas, entry forms, and health declarations. By arrival, you should already know whether a visa is required, as outlined in Chapter 1.
Carry printed and digital copies of key documents, including:
- Invitation letters or conference agendas
- Host or organisation contact details
- Driver or pick-up information, if arranged
Some countries require advance online registration, health declarations, or QR codes. Airlines may deny boarding if these steps are incomplete. Always rely on official government websites rather than third-party visa services, which may charge excessive fees or provide inaccurate information. Also make sure you have the required documentation for the transit country.
Currency and Practical Arrangements
Exchange currency or use an ATM upon arrival where safe and practical. Keep small denominations accessible for transport, tips (where customary), or minor expenses.
Transport from the Airport
The safety of public transportation varies widely. Professional women travelling alone should prioritise reliable and reputable transport options.
Where possible:
- Arrange airport transfers in advance.
- Avoid hitchhiking and late-night travel.
- Use licensed taxis or app-based ride services that provide trip records and real-time tracking (e.g. Uber, Grab in parts of Southeast Asia).
- Avoid overcrowded or completely empty train cars or buses.
Make sure you have printed out the address of your hotel or destination as often phones will not work or you might have run out of battery. Also good to have the address written in local language or scripture so you can hand it to the driver. If possible, negotiate the price beforehand and make sure you have some cash or credit cards taken. Also check the distance from the airport to your final destination. Make sure your purse, documents and computer remain with you and are not placed in the boot of the car. Try to note down the name and number of the taxi for any future reference (lost item or for complaints)
Arrival at Accommodation
Arrange accommodation in advance, particularly for the first night, when unfamiliar surroundings may increase vulnerability. On arrival at your hotel or guesthouse, obtain essential safety and logistical information from reception while avoiding unnecessary disclosure about your stay. While staff are generally professional and welcoming, personal safety relies primarily on preparation, situational awareness, and informed judgement.
On arrival ask for internet passwords, breakfast times, gym times and information about the area.
Use room safes where available and test them before leaving valuables inside. Lock doors and windows when inside the room and when leaving. Portable safety devices such as door wedges or alarms may provide additional reassurance.
Situational Awareness and Personal Safety
Remain aware of local norms and trust your instincts. Avoid displaying valuables and be prepared to use assertive body language and a firm voice if faced with unwanted attention. Being safe is more important than being polite.
Know the location of emergency services, keep your phone charged, and consider enabling location-sharing with a trusted contact. Further safety guidance is provided in Chapter 5 (Health, Safety, and Wellbeing).
Having your hotel room cleaned
I experienced in a hotel in the Philippines that you had to hang a sign outside your room saying “Make up my room please” as cleaning staff is not permitted to enter your room without your permission. In some hotels there are small buttons at the door that if you press it appear “ Do not disturb” or “Clean the room”. Sometimes in case you do not press “Clean my room”, your room will not be serviced. Some hotels even offer discounts if you do not have your room cleaned or prefer not to have the towels changed as this will safe on water and detergent. During COVID-19, some hotels had no cleaning services during your stay and only the room would be cleaned and disinfected (thoroughly) after you left.
Additional Resources
- Caroline’s Rainbow Foundation provides travel safety tips and information for travellers to over 350 destinations.
ANNEX :
While on the Plane – Key Checklist
- Hydrate regularly and limit alcohol and caffeine.
- Wear comfortable, layered clothing and use comfort aids (mask, ear plugs).
- Move periodically to support circulation.
- Adjust watches and devices to destination time.
- Familiarise yourself with safety procedures.
- Bring offline entertainment and essential snacks.
During Transit – Key Checklist
- Monitor connection times and gate changes.
- Keep documents and valuables accessible.
- Use airport lounges or quiet areas to rest when possible.
- Stay alert in public spaces and do not leave items unattended.
- Use secure Wi-Fi or limit connectivity to essential tasks.
Arrival at Destination – Key Checklist
- Have printed and digital copies of immigration documents ready.
- Use pre-arranged or reputable transport from the airport.
- Exchange small amounts of currency safely if needed.
- Secure accommodation and limit personal information shared.
- Remain alert to surroundings and local norms.
Personal Safety and Professional Readiness
- Trust your instincts and prioritise safety over politeness.
- Keep your phone charged and enable tracking or location sharing.
- Know emergency numbers and nearby services.
- Plan rest before professional engagements when possible.
What needs to be considered? Please add in track mode so we can go back to you with any questions. Also to include references to other chapters and external links
Text boxes with some personal experiences
My First Trip to Rome, Italy
My first journey to Rome from Africa was for an international conference where I was to present my research. Unfortunately, the trip began with a series of stressful events.
After landing, my initial struggle was finding the correct airport gate for the bus to my hotel. The hotel itself was situated about five kilometers from the conference center, so for my five-day stay, the receptionist provided me with directions to the nearest train station for my daily commute.
The real challenge began on the first morning. Finding the right platform at the station was difficult, and by the time I located it, I was already tired. A large, restless crowd had gathered. When the train arrived, a frantic push to board ensued. In the surge, I was shoved violently, nearly falling over. As I fought to keep my balance, my handbag was ripped open. In that moment of chaos, my purse containing all my cash, my passport, and my credit cards was stolen. Before I could even process what had happened, the train doors closed and it pulled away.
I was forced to get off at the next station and make my way back to report the theft to the police. There, I met a kind gentleman who gave me a crucial piece of advice. He suggested I check the garbage bins near the platform where I had boarded. He explained that thieves often discard documents and cards quickly to avoid being caught with identifiable items. Following his tip, I searched the area and, to my immense relief, found my purse in a bin. My passport and credit cards were still inside; only the money was gone.
The final hurdle was financial. I had to call home to arrange an emergency money transfer, which proved to be another challenge, as I needed someone locally to receive it on my behalf.
While my research presentation was successful, the memory of my first trip to Rome is forever marked by that single, harrowing day of loss and unexpected kindness.
My First Mission Travel to West Africa – Managing Airport Arrivals, Safety, and Stress
I travelled to West Africa from Europe for a regional work meeting, and although the mission itself was highly valuable, the arrival remains one of the most stressful travel experiences I have had.
It had been a long journey, and upon arriving late in the afternoon, I immediately faced several hurdles. The airport was relatively small, and at the time I did not yet have a UN laissez-passer, which meant that the various immigration and arrival procedures took longer than expected. As the formalities continued, the airport gradually emptied until I found myself among the last remaining passengers.
I had also made the mistake of packing a checked-in suitcase, which added further delays at baggage collection. By the time I finally exited the airport, it was already dark outside, which immediately added to my sense of unease.
To add to the stress, the driver who had been pre-arranged by the hotel did not arrive as expected. I ended up waiting outside the airport in the dark for an hour, and in that moment the wait felt much longer. Outside the airport, there was a large crowd of men gathered near the exit area, some of whom started talking to me and moving closer while I was waiting. Being alone, tired, and unable to immediately identify my driver significantly increased my sense of vulnerability and caused my stress levels to rise further.
My immediate instinct was to reach out to a fellow traveller who had been on the same flight and ask if I could wait with him, which gave me some reassurance and a greater sense of safety. Unfortunately, my eSIM was also not functioning properly, which meant I was unable to call the hotel to confirm the pick-up arrangements or seek assistance.
In the end, everything worked out and the driver eventually arrived, but by the time I reached the hotel I was so stressed and exhausted that I felt physically unwell.
Looking back, this experience reinforced for me how important it is to plan for contingencies during mission travel: ensuring multiple ways to communicate, sharing expected arrival times with colleagues, remaining alert, and being able to react quickly with the right instincts, while also establishing a clear back-up plan in case something goes wrong.
My First Conference Travel to Southern Africa – Lessons on Delayed Luggage
This was my first work mission trip, during which I was facilitating the participation of a government delegation in a global congress in Southern Africa, travelling from Europe. Given the importance of the meetings and the tight schedule, I had planned to arrive the day before to be fully prepared.
Unfortunately, upon arrival, I learned that my suitcase had been delayed in transit. With the meetings due to begin the following morning, this immediately created stress, as I no longer had access to my essentials, including professional clothing, medication, and toiletries.
Fortunately, I had travelled in formal clothes, which meant I was still appropriately dressed to welcome the delegation the next day. Rather than allowing the situation to become a source of embarrassment, I chose to acknowledge it lightly, with a touch of humour, when greeting them. This helped ease the situation and allowed the interaction to start on a positive and human note.
Luckily, there was a shopping mall next to the hotel, which allowed me to quickly buy a few essentials and outfits for the first day or two. However, I also recognised that this was largely a matter of circumstance and may not always be possible depending on the destination.
My suitcase eventually arrived three days later, by which time the first and most important days of the congress had already taken place.
This experience taught me the importance of always travelling with a carry-on bag containing key contingency items, including medication, chargers, important documents, and at least one spare change of professional clothes. It also reminded me that staying composed and handling unexpected challenges with calmness and humour can help maintain professionalism under pressure.