Roles, Responsibilities & Authority
Primary responsible person: Mark Abraham. Date: 17/12/2025. Status: partially completed. Review each requirement, record evidence and sign off below.
Organisational framework and SMS structure
- Mercury Travel Limited operates as a booking agent and itinerary designer rather than a direct tour operator. The company does not employ guides, own vehicles, or directly conduct on-ground activities.
- Tours are coordinated through carefully selected third-party contractors and other PCBUs who hold primary operational responsibility for guiding, transportation and activity delivery.
- The SMS provides overarching safety governance, coordination and oversight, while acknowledging that day-to-day operational safety is delivered by contracted providers.
1. Office-based policy and management component
- Held centrally by Mercury Travel directors (Mark Abraham and Ravit Abraham).
- Includes policy documents, risk assessments, contractor selection criteria, monitoring procedures, incident reporting protocols and compliance records.
- Serves as the framework for safety planning, contractor vetting, itinerary risk review and continuous improvement.
2. App-based operational component (Travelkey app)
- Provides real-time, accessible safety information to guides, drivers and clients.
- Contains tour-specific hazards, daily safety checklists, emergency contacts, weather/DOC alerts and procedural guidelines.
- Enables immediate updates and ensures all on-ground participants have current safety documentation at their fingertips.
How the components are related
- The office-based policies set the standards, requirements and oversight mechanisms that all contracted providers must meet.
- These standards are translated into practical, tour-specific content uploaded to the Travelkey app, ensuring the SMS framework is directly applied in the field.
- Daily coordination (led by Ravit Abraham) bridges the two components: office monitoring feeds real-time adjustments into the app, while app usage and contractor feedback inform office-level reviews.
- This integrated structure creates a cohesive SMS where Mercury Travel provides governance and coordination, while contracted PCBUs deliver operational execution under Mercury's documented requirements.
Contractor and agency obligations
- All contractors (guides, drivers, activity providers) and overseas partner agencies must sign formal agreements confirming their understanding and acceptance of their specific roles and responsibilities within the tour (including reporting and use of the Travelkey app).
- Contractors must maintain their own robust safety management systems (preferably Qualmark-endorsed or equivalent) for the activities they directly operate.
- Signed confirmations are retained as evidence of compliance and reviewed as part of Mercury Travel's contractor selection and monitoring process.
- This structure ensures clear accountability, effective risk management and consistent safety standards across all tours coordinated by Mercury Travel Limited.
SMS requirements
Mark Abraham to review each requirement.
Action required: Agreement signed and confirmed by contractors
Recorded: 16/12/2025 — Will continue with all upcoming tours.
Action required: Review position descriptions
Recorded: 17/12/2025 — Mark has been appointed as Technical Advisor along with Blair Withers. Ravit Abraham has confirmed she understands her roles as described in the Mercury Travel Overview.
Action required: Check agreements
Recorded: 16/12/2025 — The MOU for our agencies has been signed and sighted for the current tour and future tours. The current guide on tour has signed an agreement stating adherence to Mercury Travel's SMS.
Action required: Mark Abraham assigned
Recorded: 10/11/2025 — Ongoing, with a full review on 01/05/2026.
Action required: Mark Abraham assigned
Recorded: 01/05/2026 — Tour review of each trip and review of SMS implementation, incident reports and goals for SMS improvement.
Action required: Mark Abraham assigned
Recorded: 01/05/2026 — This will be done during the review period.
Responsibility assignment matrix
Mark Abraham holds primary authority for all items below.
Documented in: Ongoing with Adventuremark
Approval: Ongoing — will update once compliance is reached
Documented in: Will be done on the specified date
Approval: 01/05/2026
Documented in: Ongoing and updated with all incidents
Approval: Reviewed as part of the annual review on 01/05/2026
Evidence requirements
Location / file: Mercury Travel Overview — within SMS documentation on Mark Abraham's computer, backed up remotely
Location / file: Within SMS documentation on Mark Abraham's computer, backed up remotely
Compliance status summary
Final approval
Sign-off
Draw your signature above using a mouse, stylus or finger.
Submits to the admin area under "Mercury Travel".