Hotel and Travel Planning with Special Needs: Your Pre-Trip Checklist

Traveling with a child or adult with special needs doesn’t have to be stressful — but it does require planning. The earlier you start, the smoother the trip. The single most important step: contact the hotel directly before you book, not after. Hotels are required to offer accessible rooms, but what counts as “accessible” varies significantly from property to property. A direct call to the local hotel — not the national reservation line — gives you the most accurate picture of what is actually available.

Here is a structured checklist to help you plan every aspect of your trip.

Travel Questions to Ask Before You Book

Medical Documentation and Medications

• Letter from physician detailing diagnosis, medications (with list of generic medications)and medical needs.
• Insurance cards, travel insurance documents (if used>, ensure travel insurance covers pre-existing conditions
• Emergency contact list with phone numbers and email address
• Plan ahead, create a list of nearby medical facilities and Pharmacies
• Vaccination records if needed
• All medication packed in original labeled containers with an extra supply of medications, maybe an extra 2 weeks. always carry on medications.

Medical Supplies - Determine the availability of supplies at your destination.

• Do you need medical supplies (incontinence products, gloves, wound care, etc.) you may want to ship them to the hotel in advance as supplies may not fit in a suitcase or may not be available at your destination..
• Is there a refrigerator in the room for medications? Bring cold packs, if needed.

How are your traveling? By planes, by car, by boat?

• If traveling by plane, contact your expected carrier and airport to learn their requirements for traveling with medical equipment as soon as posible. The goal is No Surprises! It is very difficult to adjust to an unexpected requirement When you are at the airport.
• Plan to arrive 2 hours earlier when traveling with a special needs family member.
• Confrim wheelchair assistance when checking in
• Bring snacks and made sure all medications travel as carry on.
• Request pre-boarding
• Reach out to TSA eary to learn of their policies for medications and traveling with medical equipment.
• Know your rights under the Air Carrier Access Act when traveling in the US, reach out to carriers regarding rights internationally.
• Ask about access to each plane, jet bridge or stairs.
• Travel by Car - research route and have a printed copy, just in case you loose internet connections.
• Update your vehicle;s maintenance, check tires including the spare
• Determine the space needed for the trip, add a car top carrier if needed.
• Learn where accessible entrances and parking is for tourist sites you may visit.
• Identify where nearby Pharmacys and Hospitals are located
• Plan rest stops and bring snacks and water.
• Pack enough supplies to cover a few extra says.
• Travel by boat check in with company to understand the space and accessibility of the ship/boat.
• Consider the viability of shore excursions to make sure they are accessibile.
• Make sure the room can accomdate the medical equipment you are traveling with.
• Determine accessibility to pool, restaurants and exiting the boat including emergency situations.

Hotel Room Questions to Ask Before You Book

Room Size and Layout

• Request a 1st floor accessible room. (roll-in shower, grab bars, wide doorways)
• Can you easily maneuver a wheelchair around the furniture?
• Is there room for a patient lift if needed?
• Is a first-floor room available or preferred?
• If using Hotel transportation check to see if it is accessibile and meets your needs.
• Confirm be height for easy transfers
• Check accessibility to amenities and restaurants also are the elevators accessible.

Doorways and Elevators

• Are doorways wide enough for your wheelchair or mobility device?
• If not on the first floor, what is the elevator interior size?

Bathroom

• Is a roll-in shower or barrier-free shower available, or only a standard tub?
• Is the bathroom large enough to use a shower/commode chair?

Room Confirmation

• Ask to see photos of the actual room you are booking — images on hotel websites are often from a different location or room type.

Companions and Caregivers

• Do you need an adjacent room or a suite large enough for your full party?
• Are you traveling with a service dog and need a pet-friendly room?

Pro Tip: Adaptive Specialties can ship products directly to your hotel or vacation destination. If you need a shower chair, incontinence supplies, or other adaptive equipment at your destination but do not want to travel with it, contact us in advance and we will coordinate delivery for your arrival.

Equipment to Consider to bring on Your Trip

Bed — Ask the hotel whether a power overlay or rental hospital bed can be arranged for your stay if needed.

Shower and Hygiene — The Nuprodx Folding and Rolling Shower/Commode Chair disassembles to fit in an FAA-approved carry-on suitcase. The Etac Rufus Folding Shower Chair is a compact tub and shower chair that is easy to transport.

Patient Lifts — If a lift is needed, confirm with the hotel that the room has adequate space and under-bed clearance. The New Molift Smart 150 Floor Lift folds compactly and is available with a TSA-approved hard-sided case for air travel.

Mobility and Scooters — The EW-Remo 4-Wheel Folding Scooter folds in under 10 seconds with a wireless remote and transports easily in the trunk of an SUV or van.

Beach and All-Terrain — The Hippocampe All Terrain Chair is ideal for sand, trails, and even skiing. It collapses into a travel bag and weighs only 37 pounds.

Adaptive Strollers — Traveling with a child with special needs? Our adaptive strollers include several models that comply with Disney World’s size requirements.

Packing Checklist

• Medications (never in checked luggage)
• Chargers and replacement batteries for all electric equipment
• Power strips
• Emergency contact information
• Skin care and hygiene necessities
• First aid kit
• Comfort items (personal blanket, favorite toy, photo of a pet)
• Insurance cards and medical documentation

We’re Here to Help Sorting through travel equipment options — what folds, what fits, what your airline will allow, what the hotel can accommodate — is a lot to navigate. Our team helps families plan for travel all the time and can point you toward the right portable solutions for your specific situation. We can also ship products directly to your destination so you arrive to everything already in place. Call us: 877-808-4540 (Mon–Fri, 9–5 ET) Email us: contactus@adaptivespecialties.com Or contact us online ›

Planning a trip with a special needs family member? Share this checklist — a little preparation goes a very long way.

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