1. ITUC-AP regularly convenes regional and subregional programmes that require international travel by participants. Although affiliates and participants have long been encouraged to obtain travel insurance, the absence of a mandatory requirement or enforcement mechanism has resulted in limited compliance.
2. Medical emergencies during past ITUC-AP events have created significant financial and logistical challenges, highlighting the need for a clear and enforceable policy. As ITUC-AP expands its programmes and engages a broader and more diverse group of participants, the risks to both participants and the organisation increase, making this issue a priority
3. This policy aims to protect ITUC-AP–covered participants in the event of illness, accidents, or medical emergencies throughout their travel and participation in ITUC-AP programmes; to reduce financial and operational risks for ITUC-AP; and to standardise requirements across all affiliates and events
4. Scope: This policy applies to all ITUC-AP-covered participants, defined as any participant attending ITUC-AP events whose travel, accommodation, or related expenses are funded or arranged, in whole or in part, by ITUC-AP.
5. Self-funded participants: While not mandatory, these participants are strongly advised to obtain travel insurance meeting the same minimum requirements. They will be advised of this in the invitation and confirmation protocols.
6. ITUC-AP events: Any programme, meeting, training, conference, workshop, or activity convened or hosted by ITUC-AP, including co-hosted events, that requires travel away from the participant’s home city/country. 7. A policy that meets the Minimum Coverage Requirements outlined in the next section, is valid for the entire duration of the trip (from departure to return), and is supported by verifiable documents clearly indicating the coverage details.
8. All ITUC-AP–covered participants must have valid travel insurance covering the full duration of their trip (including travel days). At a minimum, the policy must include:
9. ITUC-AP will verify proof of compliant insurance before confirming participation, including the issuance of tickets, or accommodation arrangements.
10. Accepted proof: An e-policy certificate or confirmation letter showing the participant’s name, policy number, and full period of cover (matching travel dates). The document must demonstrate compliance with the Minimum Coverage Requirements in Clause 8. Where documents are issued in a local language or contain unclear exclusions, ITUC-AP may request clarification or a translation to verify compliance with requirements.
11. On-site verification: At registration, participants must confirm emergency contact details and carry insurance documents (digital, or hard copy).
12. All participants will complete a Health Declaration Form as part of the nomination/confirmation process. The form will include an option to indicate if there are no relevant medical conditions affecting travel or participation.
13. Where a participant discloses a known or pre-existing medical condition, the information must be provided through the Health Declaration Form. It is intended to help assess fitness to travel, identify any necessary support arrangements, and encourage timely reporting of health issues during events.
14. If the Health Declaration Form indicates a condition that may affect travel or participation, the participant will also be required to provide a medical certificate from a licensed physician confirming their fitness to travel.
15. All health information provided will be strictly limited to what is necessary for duty of care and emergency coordination, and will be managed under the same standards as set out above.
16. Proof of travel insurance must be submitted together with participant nomination/confirmation forms using the Travel Insurance Compliance Form, which will capture the following details:
17. The ITUC-AP Secretariat will maintain this information in a secure, restricted-access system, with access limited to designated Secretariat staff responsible for programme administration and compliance.
18. Retention: Insurance and health declaration records will be retained only as long as necessary for the event and related post-event obligations (e.g., claims), and then securely deleted.
19. This policy takes effect for all ITUC-AP–covered participants starting 1 Jan 2026.