Accommodation Matters

 

What are the key factors in selecting accommodations abroad? Housing styles and standards differ around the world. Even nomenclature changes, for example, booking a “double” hotel room in France does not mean the same thing as booking a “double” hotel room in the U.S.. Educate yourself about the local housing context and set expectations about how the housing context differs from the U.S. for travelers. This issue provides an overview of considerations related to accommodations abroad.  Accommodations in Host Families have significant complexity and will be addressed in a separate discussion.

Key Considerations

Proximity to the program location and/or public transport are essential to understand when identifying options for accommodations. Also consider what type of preferred housing is a best fit for you or a group (hotel, homestay, dorm, inn, lodge, etc.), the local crime rate, and what kind of safety features are included, like an around the clock staffed front desk or a locked gate. 

When universities organize or inform travel participants about accommodations abroad in any way, the university assumes a higher duty of care: a higher level of responsibility to travelers and a higher level of liability for the university. Duty of Care includes the expectation that university planners will understand and evaluate: 

1. Safety: What is safety like in the area where lodging is located? Is it secure?  Duty of Care requires that universities evaluate whether accommodation meets basic safety standards to protect travelers from potential harm. Examples include: understanding neighborhood crime; locked front doors; locked individual doors; a secure place to store valuables, such as safes; In some regions, security measures and/or emergency response services may differ significantly from the U.S. In such locations, it may be necessary to analyze options available and make decisions about mitigating risk.  In identifying accommodations abroad, travelers should review local safety guidance through embassy websites and local sources, and seek advice about securing personal belongings, and being aware of local surroundings.
2. Accessibility: Will accommodations support all travelers, including those with disabilities or other specific needs?  Infrastructure and accessibility standards vary globally. If a traveler has specific mobility or medical needs, verify accommodations in advance and explore alternative arrangements if necessary.
3. Suitability of accommodations: Do accommodations align with the cultural norms, expectations, and logistical requirements of the department/program sponsoring the travel and of travelers?  Travelers may be unfamiliar with local customs and risks, and may be more vulnerable in a foreign environment.  Departments and programs have a responsibility to inform travelers about local customs and risks, and to calibrate responses to both SCU policies and procedures, and also to local norms.  This may necessitate conversations to provide guidance to travelers.

Not all locations abroad will align with expectations based on a U.S. cultural experience.  This may be due to local conditions, infrastructure, or regulations. It is important to provide context and to set traveler expectations so that they can also make an informed choice.  If an informed choice cannot be made, or the travelers cannot be informed on the risks of the selected accommodations, departments/programs should consider utilizing a vetted third party provider or allow participants to choose their own accommodation, with guidance.

Planning Ahead

Plan ahead by researching types of accommodations and reading reviews of potential options. Whether you are providing suggestions for independent housing or booking accommodations yourself on behalf of travelers, ask your in-country contacts or partners for advice. 

It is important to keep in mind that accessibility and safety standards vary widely across the globe. If any travelers need physical accommodations, confirm in advance that the property offers necessary facilities such as elevators, ramps, or accessible bathrooms.

When securing housing through shared economy websites like Airbnb or VRBO/HomeAway, it is not always possible to have confidence that you and your belongings will be secure and that you will be living in a safe and healthy environment. Although rare, incidents of violent crime associated with the use of properties rented through sites like this are possible.

Paying for Accommodations

How should you pay for accommodations for travelers?  SCU faculty/staff traveling on university business or supporting departmental travel may be able to obtain a Travel Card from the University Finance Office. The traveler may need to inquire about raising the limit if securing accommodations for a group. 

When Abroad 

A traveler's accommodation should be a safe haven and travelers should conduct a room inspection upon arrival:   

• Room Scan: Look behind curtains, under beds, and in closets. This simple check helps you identify any hidden dangers or items left behind by previous guests. It ensures there are no potential hazards, like hidden valuables, dangerous objects, or unwanted intruders. Ensuring the room is clear of any potential threats creates a sense of security during your stay.
• Functional Equipment: Test phones to ensure that they are functional. Verify that fire alarms and carbon monoxide detectors are present and operational, as they are crucial for alerting you to smoke or carbon monoxide. Make sure fire extinguishers are accessible and in good condition. 
• Locks and Privacy: Security is a top priority when traveling. Ensure that all entry points, including doors, windows, and bathrooms, have secure locks to protect your privacy and personal safety. Check the curtains to confirm they offer full coverage to prevent prying eyes. 
• Hidden Cameras: Some travelers are concerned about the risk of hidden cameras, which could compromise privacy. Be aware of any unusual or suspicious devices, especially in areas like the bathroom or bedroom. While it’s important not to tamper with any items, if you spot something suspicious, report it to hotel management immediately
• Emergency Exits: In case of an emergency, knowing the nearest escape route can save critical time. Be sure to locate emergency exits and study the posted evacuation plans. 

If there is a room choice, the floor and location of the room can enhance safety during emergencies. For example, rooms between the third and sixth floors offer a balance of security and emergency access. These levels are high enough to prevent easy break-ins but still reachable for fire ladders if needed.

Living in safe housing means that the travelers physical and mental well-being are protected, and that they feel confident that their belongings are secure. Finding a secure place to rest is an important step and it can take some time to consider all the various needs and variables. Selecting the best fit of accommodation will not only enhance the travel experience, but it will also provide the traveler with a peace of mind. 

Have a question?

We are here to help - reach out to us at associateprovostglobal@scu.edu. 

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Key links and resources for university-sponsored international travel:

• Attend a presentation: Introduction to International SOS; February 19 or February 27, on Zoom.
• Understand Department/Program responsibilities for University-Sponsored International Travel: Program Coordinator Roles and Responsibilities 
• Preview the International Travel Proposal: SCU International Travel Proposal 
• Plan for International Travel Proposal deadlines: 2024-25 International Travel Proposal Deadlines.
• Are you a faculty or staff member traveling abroad individually for research or work?: Register Your Faculty/Staff Travel through the 1-Minute Travel Registry to ensure SCU travel insurance.

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Atlas is our university-sponsored global travel newsletter to offer guidance and resources for departments and programs in planning and supporting university-sponsored international travel.

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