Planning a Secure Executive Visit to Poland: A Guide for Travel Managers

Poland is a stable, well-connected and pleasant country to visit, and for many executives it is also the gateway to Ukraine. A visit often involves several cities, public engagements and a tight schedule, which is why the person organising it needs more than a car and a hotel booking.

This guide is for executive assistants, chiefs of staff, family offices and travel managers who want the visit to run smoothly and the security to stay in the background.

Why plan security for Poland at all?

Most visits pass without incident, and security planning should reflect that. The main concerns are usually the ordinary ones: predictable arrivals, public exposure and the attention that comes with a senior role.

The regional context is also worth following. Poland borders a country at war, and in August 2025 Polish authorities said five Belarusian nationals were suspected of sabotage and espionage, as we discussed in Sabotage Signals in Poland. This does not make Poland a high-risk destination. It does mean that a good plan uses current information and keeps some flexibility.

What to send when you make the request

A first request can be brief:

• Who is travelling, and how many people

• Dates, cities and the programme, even if it is still changing

• Any current concerns

If the visit has a public side, such as a conference, a press appearance or a private event, say so early. It affects the advance work and the number of people needed.

Plan the arrival carefully

Arrivals are predictable moments, so they deserve particular attention. We meet clients at commercial airports and private aviation terminals and take them directly to their hotel, residence or first meeting.

When you review the arrangements, confirm:

• The name of the driver, and how the meeting will work

• That the driver is vetted and security-trained

• The vehicle, and what happens if the flight is delayed or diverted

• Who you can contact during the journey

For most visits, a high-specification vehicle is the right choice. Armoured vehicles are available on request, after GSC assessment and if available. Private aviation passengers can find more in our guide to ground transportation in Poland.

Think of the whole country, not one city

We are based in Warsaw and support visits across the country, including Kraków, Gdańsk and Sopot, Wrocław and Poznań, and Rzeszów. Business meetings, private events and journeys between cities can all sit in one plan.

This matters most when the programme moves. Each new city brings a new hotel, new venues and a new route, and each handover between separate suppliers is a place where information can be lost. With one plan and one team, nobody has to explain the programme twice.

Choose a proportionate level of protection

The level of protection depends on the person, the programme and the current risk. It may be one discreet operator or a full team with advance work at each venue. Options include:

• Close protection operators

• Advance work for hotels, venues and routes

• Protection for families and delegations

• Armed protection, where the law allows

A good provider should be able to explain why it recommends a certain level, and should be ready to recommend less when less is enough.

Plan onward travel to Ukraine early

If the programme may continue to Ukraine, mention it at the start. There are no flights into Ukraine, so the journey continues by road. The same plan can extend beyond the Polish leg, via Rzeszów, Przemyśl or other routes, to the border and beyond. It then includes a route assessment shortly before departure, along with evacuation and medical contingency plans.

Our guide to executive trips to Ukraine explains what changes once the journey crosses the border.

What you should receive

Whatever the size of the visit, you should end up with:

• A written plan agreed in advance

• Protection matched to the person and the risk

• Secure transport throughout the visit

• One point of contact from start to finish

Every visit is planned individually, and final scope and budget are agreed in writing. You can read more on our Poland travel security page.

If you are organising a visit to Poland, the first step is a confidential call. An NDA is available before any details are shared. Request a confidential call.