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Tips to Lead Every Trip With Empowerment & Ease
Hosting a group trip means balancing excitement with responsibility. During our recent webinar, longtime TrovaTrip Host Bethany Taylor joined us to share her tried-and-true safety strategies for leading confidently in any destination. With 14 all-women adventure trips under her belt, and from backpacking through Joshua Tree to summiting Mount Kilimanjaro, Bethany knows that preparation is the foundation of every great experience.
Her philosophy? Safety shouldn’t feel fear-based, it should feel empowering. “When Travelers know you’re prepared, it gives them peace of mind,” Bethany shared. “Preparation builds trust, confidence, and community.”
👉 View the deck for Safety Strategies for Group Trip Hosts.
Step 1: Prep Before You Go
The work you do before departure can set the tone for your entire trip. Bethany recommends:
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Enroll in the U.S. State Department’s STEP program. It’s free and ensures that Travelers receive important safety alerts while abroad.
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Map your “safe havens.” Identify local hospitals, embassies, and police stations near your accommodations, just in case.
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Back up key documents. Snap photos of passports, visas, itineraries, and emergency contacts so you always have a digital copy.
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Stay connected. Make sure you have an international data plan or eSIM so you can access the TrovaTrip app and communicate without Wi-Fi.
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Lead by example. Share your own prep list with Travelers to help them feel organized and ready.
“Setting the standard through preparedness makes everyone feel more secure,” Bethany explained. “It’s a small step that builds huge confidence.”
Step 2: Maintain On-Trip Communication
Once you’re on the ground, communication is key. Bethany encourages Hosts to:
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Implement a buddy system. It might sound simple, but pairing Travelers helps keep everyone accountable and connected.
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Meet your local Guide early. A quick pre-trip conversation helps establish roles, emergency procedures, and expectations.
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Set clear channels. Let Travelers know how and when to reach you and your Guide.
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Be mindful online. Wait until later to tag locations and avoid posting in real time for added privacy and safety.
Your energy as a Host sets the tone. Calm, confident communication helps Travelers stay grounded, even when plans change.
Step 3: Build Safety Into Connection
At your welcome dinner, you have the perfect opportunity to set expectations and create community. Bethany recommends introducing the group, reviewing the itinerary, and lightly covering safety and respect. “I tell my Travelers, ‘We’ve got each other’s backs,’” she said. “Safety should feel collaborative, not restrictive.”
Hosts should also reinforce TrovaTrip’s Community Guidelines and encourage openness around personal needs, health, or accessibility. “When Travelers feel seen and supported,” Bethany noted, “they travel better—and the group dynamic thrives.”
Step 4: Trust Your Instincts
Bethany’s golden rule: Preparation is protection.
The more you plan ahead, the more confidently you can adapt when things don’t go as planned. Whether it’s a delayed train, a twisted ankle, or an emotional moment, staying calm and flexible helps everyone navigate challenges with ease.
“Trust your gut,” Bethany emphasized. “If something feels off, bring it to your Guide or to Trova. You’re never on your own.”
Step 5: Take Care of Yourself, Too
Hosts are more than just your average world traveler—they’re leaders, motivators, and emotional anchors. Bethany reminds Hosts to set personal boundaries and manage their own stress. “You can’t pour from an empty cup,” she said. “Preparation helps you stay centered, even when things get unpredictable.”
Simple acts like staying hydrated, eating well, and getting rest make a real difference in your ability to lead with calm confidence.
Key Takeaway: Confidence Comes from Care
Hosting a trip is about more than logistics, it’s about creating safety through connection. As Bethany put it, “When Travelers feel safe, they have more fun. And when Hosts lead with confidence, everyone thrives.”
TrovaTrip continues to support Hosts with resources, training, and community tools to help you lead unforgettable adventures—empowered.
👉 View the deck for Safety Strategies for Group Trip Hosts.
About Bethany Taylor
Bethany Cora Taylor is a seasoned TrovaTrip Host, strength coach, and outdoor educator passionate about women’s adventure and empowerment. She’s led 14 all-women adventure trips with Trova and has two more planned.