Activation / Advance agreement and coordination
Put your agreed departure plan into action
When flights stop, a conflict escalates or your family needs to leave earlier than expected, the difficult part is often getting several people to act together. Someone must confirm the situation, reach the decision-maker, organise the agreed work and keep those travelling informed.
EXOBASIS prepares that coordination with you in advance. Your agreement names the situations covered, contact windows, authority, expenditure and delivery arrangements. For an immediate threat to life, use the local emergency services; this enquiry starts the preparation of an agreed support arrangement.
Your assignment with EXOBASIS
A known process before the urgent call.
- Agreement
- Named support cases, people and decision-makers
- Readiness
- Verified contacts, payment authority and specialist acceptance
- Delivery
- Coordinated actions and a documented handover
What you receive
You receive a case-specific activation arrangement and the commissioned preparation behind it: contact procedures, authority, expenditure rules, specialist handovers and the agreed test. The proposal identifies any response capacity that must be reserved.
Calling on an already agreed readiness arrangement requires the contingency plan created or reviewed by EXOBASIS and the ongoing care with readiness that supports it. A new individual mandate is agreed for its specific task: necessary preparatory work is determined by the assignment, not by a blanket care requirement. Initial preparation and setup belong to Phase 1 and 2 or the specific individual assignment; ongoing readiness is part of care in Phase 3; the actual event work is charged from the activation signal in Phase 4.
- Defined support
- The case and tasks are understandable before you commission them.
- Verified decision routes
- Identity, substitute authority and spending approval are agreed.
- Connected delivery
- Transport, receiving arrangements and specialist work fit the same case.
Define the situation you want help with
The assignment starts with a specific support case: bringing forward an already prepared departure, coordinating family members travelling separately, arranging arrival after transport disruption or connecting you to an accepted specialist service.
We identify the people covered, present location, intended destination, relevant documents and the preparations already completed. The personal departure and contingency plan provides the broader sequence where you need one. Existing plans can also form the basis of the agreement.
If you already hold a contingency plan created or reviewed by EXOBASIS together with ongoing care and agreed readiness, you call on that prepared arrangement when the covered situation arises. You can also commission specific support as a new assignment, including emergency assistance: we agree the task, review any preparation you bring, establish the necessary preparatory work and set the scope and billing for that mandate. Contact windows, authority, alternatives and available capacity are confirmed and bound before the assignment is accepted.
Agree when to act and what must still be confirmed
You decide which developments should trigger a review, an agreed action or a pause. A cancelled service, a change in official advice or the loss of a required permission can affect different parts of the plan. We establish which source will confirm the change and who decides what follows.
Ongoing preparation support keeps the agreed documents, permissions, contacts and local arrangements under review and is the standing prerequisite for activation. Before an event, we check their recorded status and resolve the prerequisites that still need confirmation.
Before a departure is carried out, the relevant carrier, transit requirements, destination entry conditions and receiving arrangements need current confirmation for everyone travelling. If a route is unavailable, the next step is a reassessment of the prepared alternative and the arrangements for staying put in the meantime.
The FCDO's crisis guidance advises British nationals to maintain their own emergency plans, current travel documents and transit permissions, rather than expect government evacuation. We make those dependencies part of the case you commission.
Know whom to contact and when
The support agreement records the contact channel, time zone, staffed windows, acknowledgement procedure and named cover. It also specifies the fallback if the primary coordinator cannot be reached or the operational base is affected. The first response window is 24 hours (Core), 12 hours (Complete) or 6 hours (Extended), year-round in real hours. First response means confirmed acknowledgement and the start of guided coordination, not immediate execution.
For the Complete scope and correspondingly chosen extensions, the overall frame from the agreed activation signal to arrival at the commissioned base runs within 72 hours, with the first response falling within that window. We test the agreed contact sequence before it becomes part of your preparation. Your family knows which message to send, how receipt is confirmed and when to use the next contact.
Readiness and event work are separate commitments: readiness is part of ongoing care, while the activation work itself is charged separately from the first hour. Routine maintenance and reserved response capacity are separate commitments; your agreement identifies the capacity actually arranged.
Confirm identity and decision-making authority
An urgent message still needs to come from someone entitled to act. We agree how the caller is verified, who may authorise the work and who can substitute if the main decision-maker is unavailable. A pre-agreed callback or other verification method reduces the risk of acting on an impersonated instruction.
For children, dependant adults, medical information and third-party payments, the relevant consent and authority are established beforehand. Instructions, contact records and the information needed by the accepted provider are held in the agreed protected working arrangement.
Set spending authority before urgency makes it difficult
Transport, accommodation, specialist support and changes to bookings may require rapid payment. We agree what can be authorised, by whom and through which payment route. A spending threshold tells the coordinator when a further decision is needed.
We also prepare for the main payer being unreachable. The alternative is an accepted authorisation and payment arrangement, not a shared password or an assumption that a family member can use another person's account. Quotes, approvals and committed costs are recorded as the work proceeds.
Match security evacuation to an accepted specialist service
Security evacuation, political evacuation and medical assistance have different triggers and delivery requirements. If your case needs a specialist provider, EXOBASIS organises the selection and acceptance around the people, locations and scenario concerned.
An evacuation membership needs to be read as a contract: who is eligible, where cover applies, which event activates it, who decides, which costs are included and where transport would take you. A family resident abroad may have different requirements from a short-stay traveller. The provider's acceptance and current ability to perform the work belong in the arrangement.
For a Dubai or wider UAE departure, the provider's transport plan must connect to each traveller's exit, transit and entry position. We coordinate the agreed information and handover. If health is part of the case, health cover and available care must be addressed alongside transport.
Keep everyone informed through handover
During agreed activation, we record the confirmed facts, decisions, instructions, costs and status of each task. Family contacts receive the updates agreed with you. The receiving person or provider confirms the handover at the next stage.
Afterwards, we reconcile outstanding work and identify what the experience changes in your preparation. Ongoing maintenance can incorporate updated contacts, documents, arrangements and another practical test.
Collaboration and what follows
During the assignment
How we work together
You identify the people and situations to cover. We coordinate the preparation with your authorised contacts and the selected providers, then organise the agreed test. Calling on the agreed readiness arrangement requires your existing contingency plan, created or reviewed by EXOBASIS, together with ongoing care and readiness. Sensitive locations and detailed instructions are exchanged privately.
After the handover
The next practical step
Where you already hold a contingency plan and ongoing care with readiness, we define the activation agreement around those arrangements. For a new task, including emergency support, we agree what the assignment requires: preparation you have can be reviewed and used, and any necessary preparatory work is determined by the task itself. The personal plan is available where the assignment needs that broader sequence.