Chapter 1
Preparing to travel abroad for work
Introduction
This chapter provides practical, culturally informed guidance for women preparing to travel abroad for professional purposes. Preparation will vary depending on whether you are traveling for a conference, a short mission, a longer-term assignment, or a relocation to a new country with a different cultural and professional context. This chapter is intended primarily for professional women undertaking international work travel for the first time or in unfamiliar settings, including short- and medium-term assignments, conferences, field missions, and relocations. While experienced travellers may find some sections familiar, the guidance prioritizes clarity, safety, and confidence-building.
This chapter is organized into three sections: (A) Preparation and pre-departure, (B) Navigating airports and flights, and (C) Arrival and safety considerations.
The guidance is primarily designed for short- to medium-term professional travel, particularly first-time assignments in unfamiliar settings. This may include travel between high-income and lower-income countries, across regions, or within the same geographic area. While the focus is mainly on air travel, many of the considerations also apply to travel by road, rail, or bus.
Throughout this chapter, particular attention is paid to how cultural norms, gender expectations, and professional roles intersect and influence safety, credibility, and daily decision-making for professional-women.
Local customs, gender norms, and professional expectations can differ significantly from what you are used to and may shape how you are perceived and treated in both professional and public settings. Awareness of these dynamics before arrival supports personal safety, smoother interactions, and professional credibility. In some contexts, clothing choices signal professionalism, authority, or respect; packing adaptable items such as layers, closed shoes, and culturally appropriate professional attire allows flexibility across meetings, offices, and field environments.
Adapting to life and work in a new environment can trigger culture shock, which often unfolds in stages, from initial enthusiasm to disorientation and eventual adjustment. Recognizing this as a normal process can help professional women maintain confidence, perspective, and effectiveness during the early phase of an assignment.
Effective preparation for professional travel extends beyond logistics. Understanding cultural and gender dynamics, anticipating professional expectations, and planning for health, safety, and connectivity enable women to travel with confidence, adaptability, and authority.
Important!
Make sure you know where you will be going after you arrive at your destination. Familiarize yourself beforehand with the location of the hotel and offices or meeting places you will go to, the distances and what is the best way to travel there. It is helpful to know the distance between the airport and your hotel and to check more or less how long it will take. This can be helpful when booking your return to the airport considering the distance and time of the day (traffic) when booking your ride back to the airport.
Before departure, the following questions provide a structured framework to support informed preparation.
Key questions to consider before you travel
1. What should you research about the country and your destination, including political, cultural, and gender contexts?
2. Is the country currently safe and stable for travel, and how might local conditions affect women professionals?
3. What will the climate or season be like when you arrive, including during stopovers?
4. What is the purpose of your work travel, and what role will you play?
5. Will you remain in the capital city or travel to field locations that require additional planning?
6. Have accommodation and transport been arranged, with attention to safety and reliability?
7. Are there visa or entry requirements, including for layovers, and is your passport valid for the required period?
8. Is organizational security clearance or mandatory training required?
9. Are vaccinations or specific health precautions required, including those relevant to women’s health?
10. What contacts, connectivity, and communication tools are required to maintain safety and continuity of work?
- Preparation and Pre-departure:
Some more details on these questions and things to consider:
(1) What should you research about the country and your destination?
Depending on your mission, you may want to research:
- Local languages
- Political context (including recent/upcoming events, elections and any relevant history)
- Gender context (women’s rights legislation, women’s organisations, reported levels of gender-based violence, etc.)
- Laws related to sexual orientation and gender identity
- Health context (recommended or required vaccines, common diseases, food and water safety, etc.)
- Geography and cultural norms
It is also essential to identify and record emergency contacts, including:
- Police, ambulance, fire services
- Your country’s embassy or consulate
- Your organisation’s security focal point (if applicable)
(2) Is the country currently safe and stable for travel?
Before travelling, determine whether the country is generally considered safe or if it is experiencing political instability, civil unrest, or armed conflict. If there have been recent incidents, or if the country has a history of conflict, adjust your preparation accordingly.
Regardless of destination, basic safety habits matter:
- Avoid displaying jewellery or expensive items (e.g cameras, cellphones)
- Stay aware of your surroundings
- Identify areas that should be avoided (high crime, unrest, unsafe transport corridors)
Be cautious in crowded places where pickpocketing is common
- It can also be helpful to develop a simple emergency plan before departure:
- Share your itinerary with a trusted colleague or family member at home
- Keep emergency contacts easily accessible
- Identify safe places and reliable transport options
Sources and practical tools (examples):
Official government websites such as the U.S. Department of State’s Travel Advisories or the Government of Canada’s Travel Advice and Advisories provide regularly updated assessments of security conditions, including areas to avoid and current restrictions. You can also consult resources such as International SOS, Amnesty International, and local embassy websites for insights on political stability and human rights concerns. In addition, some travel insurance providers offer real-time safety alerts through their Apps. Expat or traveller communities (e.g., Facebook groups, Reddit, TripAdvisor forums) can sometimes offer practical, on-the-ground perspectives—although experiences vary, and information should be interpreted cautiously.
(3) What will the climate or season be like when you arrive (including stopovers)?
Consider what the climate or season will be like at your destination, including any stopovers, at the time of your arrival and throughout your stay. This will influence what you pack, how you dress, and how you prepare for work and daily activities (e.g, warm clothing, rain-coats, appropriate footwear, hot weather clothing).
(4) What is the purpose of your work travel?
The purpose of your work travel should be clearly defined before departure. It helps guide your planning, set expectations, and ensure your objectives align with those of your employer or organisation.
Whether you are attending a conference, conducting fieldwork, providing training, meeting with partners or clients, supporting a project launch, joining a negotiation, or taking part in an emergency mission, being clear on your role and responsibilities will contribute to a more productive and focused trip.
(5) Will you stay in the capital city or also travel to the field?
If you will be travelling beyond the capital city—especially into field locations—this will require additional planning (logistics, transport reliability, security considerations, contingency plans, and realistic timing).
(6) Has your accommodation and transport been arranged prior to travel?
Confirm accommodation and transport arrangements in advance whenever possible. Common options could include high-end hotels, guesthouses or sometimes, private accommodation. In many contexts, travellers are paired with a local driver to move around safely and efficiently.
Where relevant, confirm:
- The exact address of your accommodation,
- Who is meeting you (name, contact, vehicle details),
- The meeting point and timing (including if your flight arrives late at night or early morning).
(7) Are there visa requirements (including for layovers), and is your passport valid?
Check country-specific visa requirements, mandatory electronic registrations or digital arrival cards including for any stopovers. Visa rules may differ depending on nationality and whether you travel with an official passport (e.g., UN Laisser-Passer) or a standard passport.
In most cases, passports must be valid for at least six months (covering the full stay period). It is important to confirm visa and stay requirements early. Airlines are responsible for the passengers they transport and may check visa eligibility before boarding. Some countries also require you to have proof of a return flight and impose high fines if the maximum stay is exceeded.
Visas can take time to issue. Also consider that not all countries have embassies or consulates everywhere—you may need to request it online, send your passport or travel to another location to obtain a visa. Especially the last option will require timely planning.
(8) Is security clearance required?
Some organisations (including the United Nations and the World Bank) may require security clearances for specific countries (e.g., through UNDSS). In addition, staff and consultants may need to complete mandatory online courses (e.g., BSAFE), typically taking a couple of hours.
(9) Are vaccinations or specific health precautions required?
Are there mandatory vaccinations for the country you are travelling to? Which health issues should you take into consideration? Do you need malaria prophylaxis?
Each country usually provides a list of health requirements. A list of countries that require an International Health Certificate for Yellow Fever Vaccination can be found on CDC website.
Check whether your vaccinations are up to date. Remember that some vaccines take time to confer immunity, so plan well in advance. Do not forget your vaccination certificates (yellow book).
Depending on destination, you may want to review risks related to malaria, dengue, yellow fever, Zika (especially if pregnant or planning pregnancy), rabies, typhoid, cholera, and HIV.
The following resources are often used:
Medication and health planning:
- If you take medication (or may need it), bring enough for your entire stay. Prescriptions can be hard to obtain abroad, and counterfeit medications can be a risk in some contexts.
- Bring prescriptions with you in case you need to extend your stay.
- Keep essential medication in your hand luggage so you are not left without it if checked baggage is delayed.
- Consider whether you need a medical declaration for certain medication or instruments (e.g., pacemaker).
- If you have allergies or medical conditions, make this information readily accessible (e.g., phone “Medical ID”, SOS bracelet, or medical jewellery).
Always ensure you have health insurance that covers your destination, including medical evacuation (medivac) if relevant, as well as travel insurance.
(10) What contacts, connectivity, and communication tools are required to maintain safety and continuity of work?
Ensure you have access to important contact information and a reliable internet connection during your stay.
Useful contacts to keep on hand include:
- Local emergency services (police, ambulance, fire)
- Insurance providers
- Family/emergency contacts
- Your country’s embassy or consulate
- Accommodation provider
- Employer or local office contact
- Assigned local driver/guide (if relevant)
Consider leaving copies of key documents (credit cards, ID, itinerary) with someone you trust at home.
What is your plan for phone and internet coverage? (see more below under practical information)
Check whether your phone subscription enables roaming in the destination country, whether you can top up from abroad, and whether you plan to use:
- Prepaid SIM options,
- An eSIM – a digital SIM that allows you to activate a cellular plan from your carrier without having to use a physical nano-SIM (example of carriers include Airalo, Vodafone),
- Or a local SIM card purchased upon arrival.
Check costs with your local carrier (roaming can be extremely expensive) and whether your employer/sending agency will cover communication costs as expenses.
A power bank in your carry-on luggage can be useful for recharging your phone while travelling. However, some airlines restrict power banks (none allowed, or only up to a certain Amp-hours/Watt-hours).
Be mindful that you may not always have a strong internet signal (or any internet access at all) especially if setting up a local plan takes time. There can also be challenges connecting to open/public Wi-Fi due to data security policies (your institution’s or the host organisation’s rules).
Practical steps that often help:
- Back up important files before departure.
- If needed, download key files to a password-secured USB or external drive.
- Download maps in advance and consider offline navigation tools such as MAPS.ME, HERE WeGo, or MapFactor Navigator to access navigation without internet.
- Ask colleagues about destination-specific apps (e.g., WeChat, Uber, Bolt, Grab in parts of Southeast Asia).
- Download documents or media you may want during flights or transit, especially if in-flight internet is paid.
Also keep your destination address and essential details written in a notebook. If your phone battery dies or your device is lost, having this information on paper can make it much easier to reach your destination or seek help.
(11) Have you verified that all details on your airplane ticket are correct?
Verify that all the information on your airplane ticket is correct, including:
- your full name (as it appears on your passport),
- travel dates,
- departure and arrival times,
- destinations and flight numbers,
- connection times and airport changes.
Spelling mistakes can result in being denied boarding or needing to purchase a new ticket. Also check the class you are booked into, as this affects baggage allowance and in-flight services. Being thorough at this stage helps avoid unnecessary disruptions.
Additional practical information before you leave
- Prepare your travel documents
- Ensure your passport is valid for at least 6 months and check visa requirements for your destination. Carry printed and digital copies of your documents, including your flight ticket and insurance.
- What to pack: essentials, carry-on vs. checked luggage (see details below)
- Pack light and smart, keepessentials like medications, chargers, and valuables in your carry-on. Follow airline size and weight rules for checked bags.
- Understanding baggage limits and liquid restrictions
- Airlines have strict rules about how much you can bring and what liquids are allowed (usually under 100ml in hand luggage, stored in a clear plastic bag).
- Currency exchange and budgeting
- Know the local currency and bring a small amount in cash. Inform your bank of your travel dates to avoid card issues abroad.
- Setting up your phone for international use (see below)
- Decide whether to buy a local SIM card or activate international roaming or buy an e-SIM (does not require any physical SIM card). Download maps and translation apps in advance. (see more below)
Booking Your Flight
Whether you book your flight or it’s arranged through a travel agency will depend on your employer’s policies. In most cases, flights are booked based on cost-efficiency, which may not always align with the fastest or most convenient routes. Always check layover durations and the safety and reliability of the airlines and transit airports involved in your journey.
Plan to arrive well ahead of any meetings or in-country travel to give yourself time to adjust to time zone changes, climate, and cultural differences. Avoid arriving in the middle of the night, very early in the morning, or during local rush hours, if possible. Weekends are often a good option for arrival, as traffic tends to be lighter, and you may have time to rest before starting work.
If your flight arrives in the early morning, check whether your hotel offers early check-in to avoid waiting until the standard 3 p.m. room availability. Similarly, for departures—especially after long events—late check-out can be a valuable option to allow for rest, a shower, or last-minute preparations before a long or overnight flight.
If flying business class and your ticket includes lounge access, take advantage of amenities like showers, particularly useful during long layovers or after overnight flights.
Tips for Choosing Your Airplane Seat
Your seat choice can significantly impact your comfort during the flight. Consider the following:
- Avoid middle seats where possible—they offer the least space and privacy.
- If you prefer easy access to the aisle for stretching or using the restroom, choose an aisle seat.
- For better rest and something to lean on, awindow seat is ideal.\
- Taller passengers may prefer seats with extra legroom, such as those at emergency exits or in the front row.
- Be aware that at emergency exits or bulkhead seats, you often cannot store anything under the seat in front of you during take-off and landing.
- Try to avoid seats near the toilets or galleys, where people may gather, creating noise and disturbance.
If you’re traveling with someone, one useful trick is to book the window and aisle seats in the same row, leaving the middle seat empty. If the flight isn’t full, that seat is less likely to be filled, and if someone does sit there, they’re often happy to swap for an aisle or window.
Most long-haul flights have adjustable headrests with flaps to support your head. While bulky neck pillows may be inconvenient, inflatable pillows or even a rolled-up sweater can offer similar comfort without taking up much space.
If business class isn’t an option, some airlines offer “Economy Comfort” or premium economy seats with more space and amenities, which can be worth the extra cost for long-haul travel.
Currency Exchange Before Departure
It is advisable to exchange a small amount of local currency before departure, so you have some cash on arrival, for example to take a taxi. While airport exchange counters typically offer less favourable rates than banks or ATMs in the destination country, they provide a safe and convenient environment for obtaining initial funds. Avoid exchanging money with unofficial street vendors abroad, as this may be illegal and can expose you to scams. For real-time exchange rates and safe conversion options, see XE Currency Exchange.
Duty-Free Purchases
If purchasing duty-free goods, especially alcohol or tobacco products, be aware of import restrictions in your destination country. Countries such as the United States and Australia have strict regulations, and exceeding allowed limits may result in confiscation or fines. Customs and Import Regulations and the IATA Duty-Free Guidelines for details on specific restrictions.
Prohibited and Restricted Items
Review our Customs and Import Restrictions page and learn about your destination’s customs restrictions on prohibited and illegal items. Depending on the country, these may include over-the-counter medications, all forms of drugs and controlled substances, alcohol, contraceptives, religious items, and literature, even though they might be allowed in the United States. Also, certain literature or movies might be prohibited (especially in North Korea) or carrying chewing gum in Singapore. The United States of America currently requires you to open your social media channels before obtaining a visa and/or entering the country!
Ensure that you are not carrying any items banned or restricted in your destination country. These further include:
- Agricultural products such as seeds, fresh fruits, vegetables, and animal-based foods.
- Wooden items that may carry pests.
- Certain plants, plant matter, or biological materials.
Countries like Australia and the U.S. enforce strict biosecurity laws. Refer to Customs Declarations and Prohibited Goods for guidance, or consult official customs websites such as:
Mobile Connectivity Abroad
Consider purchasing an international SIM card or verifying your mobile provider’s roaming policies. Ensure that the SIM card is compatible with the mobile network in your destination country. Some SIM cards may offer global roaming with competitive rates. eSIMs (embedded SIMs) let international travelers get mobile data abroad without buying or swapping a physical SIM card. By scanning a QR code before or after arrival, you can activate a local or regional data plan instantly on a compatible smartphone, avoiding airport kiosks and expensive roaming fees. eSIMs are especially convenient for short trips or multi-country itineraries, as plans can be added, switched, or removed digitally while keeping your primary number active for calls and messages. Check for Mobile and Internet Access Abroad for provider comparisons and setup instructions.
Currency Safety and Awareness
In some countries, high street exchange rates may appear attractive but carry risks of fraud or counterfeit bills. Do not be tempted by rates that seem “too good to be true,” especially if offered in unofficial settings. Use bank ATMs or licensed money changers whenever possible.
- Navigating the Airport
- Arriving at the airport: when to arrive for international flights
- Arrive at least 3 hours before your flight to allow enough time for check-in, security, and reaching your gate without stress.
- Check-in: online vs. in-person, luggage drops
- Check in online or at the airline counter. At check-in, you’ll drop off your checked luggage and receive your boarding pass, which shows your gate number and seat assignment.
- Security screening: what to expect and how to prepare
- Passengers proceed through a security checkpoint, where they must present their boarding pass and passport, remove electronics and liquids, and walk through a scanner.
- Airport signage and finding your gate
- Airports have clear signs, often in multiple languages, showing directions to check-in counters, security, baggage claim, restrooms, and gates. After security, look for large flight information screens showing your flight number, departure time, and assigned gate. Gates are typically labeled by a combination of letters and numbers (e.g., Gate B14). Follow signs to your gate and wait in the gate area, where boarding announcements will be made.
- What to do during a layover or delay
- Use the time to rest, eat, or check emails if Wi-Fi is available. Make sure to remain hydrated and also use the time to charge your phone or lap-top. Always stay updated by watching gate screens and listening for announcements, especially in case your gate changes. Note that many airports do not always provide loudspeaker announcements so make sure you check yourself. Also consider that switching gates can require long walks so best to wait near your next departure gate.
On the Airplane
- Boarding process and seat etiquette
- Boarding happens in groups. Check your boarding group on your boarding pass. Normally you need to show your identification (passport) together with your boarding pass before boarding the plane so have your passport accessible. In the plane check the rows and identify your seat. Store your carry-on above or under the seat and be respectful of your neighbours’ space.
- In-flight announcements and safety procedures
- Listen to crew announcements—they give updates on flight time, weather, and safety instructions. Watch the safety video at the start. Best to keep your seatbelt on during the flight for safety.
- Tips for long flights: staying hydrated, sleeping, and stretching
- Drink water often, walk a bit if the flight is long, and bring a neck pillow and eye mask for rest.
- Understanding customs forms (if needed)
- Some countries require forms for customs or health checks. Fill them out clearly and keep your passport handy.
- Arrival in a New Country (Chapter 3 further expands on this topic)
- Immigration and customs: what to expect and required documents
- An officer will check your passport and ask basic questions about your trip. Have your visa, return ticket, and accommodation info ready.
- Collecting your luggage
- Follow signs to “Baggage Claim” and find the carousel with your flight number. Check the tags to make sure you grab the right bag.
- Meeting a pre-arranged driver or transport service
- If someone is meeting you, they’ll often hold a sign with your name near the exit. Confirm details in advance.
- Money exchange, SIM cards, and airport assistance
- Airports usually have currency exchange counters and phone shops. Look for help desks if you have questions.
Safety & Support Tips
- Staying calm and asking for help if you’re lost or confused
- Airport staff are trained to assist travelers—don’t hesitate to ask if you’re unsure where to go.
- Key airport staff to approach (information desks, airline reps)
- Look for official counters or airline representatives for flight info, help with lost baggage, or gate changes.
- Keeping your belongings secure
- Always keep your passport, money, and phone with you. Don’t leave bags unattended.
- What to do if your baggage is delayed or lost
- Go to the airline’s baggage desk near the carousels. File a report and keep the reference number for updates.
Other issues to consider and resources:
- Time zone, electricity/appropriate plugs/chargers, internet, will your phone work (check coverage of providers in destination country), laptops (check if you can take your work laptop or require specific permission) power banks can help you out when your batteries are low and you have no access to electricity, check options for mobile hotspot if wifi at destination or enroute is available or not secure!
- Check ticket routing, overlay time, are changes of airports required within the same location? Be aware that arrival times at the destination are in local time, and arrange for airport pick-up in advance!!
- Language: a card with local translations of basic terms, Google Translate App on your phone, and check features for translating different scripts by using the camera feature of your phone. It is always good to learn some basic words in the language of your destination country, such as: Hello, Good morning, Thank you, Goodbye, etc.
- Presents to take (see section on cultural issues)
Be mindful of your surroundings, learn the local laws and customs, keep a low profile, and be prepared. Every traveller is unique, persons with special considerations – such as women, persons with disabilities, and LGBTQI+ travellers – may face additional challenges in other countries.
Organisations such as the International Lesbian, Gay, Bisexual, Trans and Intersex Association (ILGA) can also provide useful information: http://ilga.org/
Sometimes, despite good planning, things can still go wrong when you are abroad. Prepare for the unexpected by reading about how to plan for a crisis overseas before you go.
Travel Safety – Race and Ethnicity (state.gov)
Travel Advice – Department of Foreign Affairs (dfa.ie) for all countries (Irish ministry)
Travel advice and advisories – Travel.gc.ca (Canadian Ministry)
Information still to be checked and see what can still be included in any of the chapters
Safety and Security for U.S. Students Traveling Abroad — FBI
Information for Women Travelers (state.gov) (see below)
a) Women’s Health Abroad
Each country has its healthcare system and laws related to women’s health. Countries may criminalise some reproductive health services and may penalise pregnant individuals outside of marriage. Travellers should pack essential health items that may be unavailable or difficult to obtain at their destination, such as feminine hygiene products or contraceptives. For pregnant individuals, airlines may not permit you to fly during the later stages of pregnancy. For this reason, it’s a good idea to carry information from your doctor verifying that you are fit to fly. Be sure your travel insurance covers any pregnancy-related expenses. Additionally, LGBTQAI+ travellers may face additional obstacles accessing health resources. For example, transgender individuals seeking gender affirming care may not be able to access that care in every country. Visit our Your Health Abroad page to find additional information about health considerations abroad.
b) Prohibited Items
The Transportation Security Administration (TSA) has a list of prohibited items that cannot be carried on a plane. The list includes items such as firearms, explosives, flammable items, sharp objects, tools, self-defence items, and liquids over 3.4 ounces (100 ml). It’s important to note that even if an item is generally permitted, it may be subject to additional screening or not allowed through the checkpoint if it triggers an alarm during the screening process, appears to have been tampered with, or poses other security concerns. For more information on what you can and cannot bring on a plane, please visit the TSA website: What Can I Bring? All | Transportation Security Administration (tsa.gov)
c) Signs you will find at airports
At airports, signs are essential for guiding passengers safely and efficiently through the terminal. Here are some of the most important types of signs you might encounter, along with their meanings:
General Directional Signs
These signs help guide you to various parts of the airport.
- Check-in / Departures: Indicates where to go to check in for your flight.
- Arrivals: Points toward the area for incoming flights.
- Gates [A, B, C, etc.]: Directs you to your boarding gate. Letters and numbers specify concourses and gate numbers.
- Baggage Claim: Leads to the area where arriving passengers collect their checked luggage.
- Exit / Ground Transportation: Shows the way out of the airport or toward buses, taxis, trains, or car rental services.
- Meeting point
Security and Customs Signs
Help passengers follow legal and safety procedures.
- Security Checkpoint: Marks the location for security screening. You’ll need your ID and boarding pass here.
- Passport Control / Immigration: Where international travelers show passports and visas.
- Customs Declaration: For international arrivals to declare goods brought into the country.
Service and Amenity Signs
Provide information about airport facilities.
- Restrooms (🚻): Indicates toilet facilities.
- Information (ℹ️): Where to ask for help or get directions.
- First Aid / Medical Assistance: Shows where to find emergency medical help.
- Lounge / VIP Lounge: Directs premium passengers to dedicated waiting areas.
- Wi-Fi / Charging Stations: Identifies tech support areas.
Warning and Prohibited Signs
Indicate restrictions for safety and security.
- No Entry: Prohibits access, usually for authorized personnel only.
- No Smoking / No Vaping: Indicates non-smoking zones.
- Danger – Restricted Area: Alerts travelers to stay away due to security or safety concerns.
- Liquids Limit (100ml/3.4oz): A reminder at security about carry-on liquid restrictions.
Baggage and Boarding Signs
Guide travelers on handling their luggage and boarding the aircraft.
- Oversized Baggage: For items that don’t fit on normal belts.
- Carry-on Size Checker: Used to ensure your bag fits airline limits.
- Boarding Group / Zone Signs: Organizes passengers for efficient boarding.
Flight Information Displays (FIDs)
Screens that show real-time flight information:
- Departures: Lists upcoming flights, gates, and boarding times.
- Arrivals: Displays landed or incoming flights and baggage carousel info.
- Delayed / Cancelled / On Time: Status indicators for flights.
Preparing to travel abroad for professional work is not only a logistical exercise but also a process of situational awareness, self-advocacy, and adaptation. For women professionals, advance preparation can reduce risk, enhance credibility, and support well-being. While no guide can anticipate every situation, thoughtful planning, cultural awareness, and flexibility remain the most effective tools for navigating unfamiliar professional environments.
Annex:
Hand-luggage or checked-in suitcase(s) (see Chapter 2 on packing list)
When preparing for your trip, it’s important to understand the difference between hand luggage (carry-on) and checked-in luggage. Hand luggage is the smaller bag you bring with you into the airplane cabin. It must meet the airline’s size and weight restrictions—typically small enough to fit in the overhead bin or under the seat in front of you. In this bag, you should pack essentials such as travel documents, valuables, medications, electronics, a change of clothes, and any items you may need during the flight or in case of delays.
Checked-in suitcases are larger bags handed over at the airline counter and transported in the plane’s cargo hold. These are subject to size and weight limits and exceeding them may result in additional fees. Since you won’t have access to checked luggage until you reach your destination, always keep essential items, such as medication, cash, clean underwear, toiletries, and contact numbers in your carry-on.
Depending on the length of your stay, the weather, and the type of clothing required, you may need to check in a larger suitcase. However, if you’re able to pack everything in your hand luggage, it can reduce stress and eliminate the risk of delayed or lost baggage. Having only carry-on luggage also makes you more flexible in case of re-routing or flight cancellations. If your checked bag is delayed, you might need to attend an important meeting in your travel clothes, find a nearby mall, or borrow something to wear. Airlines have different policies on compensation for lost or delayed luggage, which often depend on your class of travel (e.g., economy vs. business).
When packing, be aware that airport security rules typically only allow liquids in containers of 100 millilitres or less in hand luggage. Larger liquids and most cosmetics should go in your checked baggage or be purchased after arrival.
Choosing your luggage wisely can also make travel easier. A hard-shell carry-on suitcase is generally more durable and protects your belongings from being crushed. A suitcase with four wheels is easier to manoeuvre, especially through long airport corridors, and one with an expandable zipper gives you flexibility if you purchase items abroad. While dark-coloured bags are less likely to show dirt, it’s smart to mark your bag with a ribbon or tag for easy identification and to avoid confusion at baggage claim.
A handbag that doubles as a small backpack is especially useful for keeping your hands free. Choose one that can fit your laptop and has secure compartments for your phone, wallet, and travel documents. Keep your passport and essential documents in a designated, secure pocket that’s easy to access but protected from pickpockets, especially in crowded spaces like buses, trains, and metro stations.
To prepare for possible emergencies, leave copies of important documents and your itinerary with someone you trust at home. It’s also advisable to print out boarding passes, hotel reservations, invitation letters, and contact information in case your phone dies or you lose internet access. Remember, your phone may not have service upon arrival, or roaming charges may be very high—check this in advance, and consider turning off roaming before departure.
Finally, always keep your passport in the same secure spot, such as a zipped inner pocket or a small travel pouch with your other documents. Only remove it when necessary, and be especially careful during security screening to avoid misplacing it.
Some websites can provide some more insights into this debate. More info: Carry On or Checked Luggage: What’s Better – AirAdvisor
How to Decide Between Checked Luggage vs Carry-on Luggage (theprofessionalhobo.com)
Here are some links to travel advisories:
Some useful tips:
A Guide to Your First Time Traveling Alone in an Airport – Days to Come (tourradar.com)
-Some countries, like the US, provide travel and safety advisories on possible destinations for US citizens. This information is useful for all levels of safety. Check: helpful in emergencies (https://step.state.gov/ and https://www.state.gov/travelers/#americans-abroad )
-Travel advice for visiting EU countries: Travel advice (europa.eu)
–https://www.travelriskmap.com/#/planner/map a map for medical, security, and other advice