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

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.

Hotel Room Questions to Ask Before You Book

Room Size and Layout

• 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?

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?

Medical Supplies

• Do you need medical supplies (incontinence products, gloves, etc.) shipped to the hotel in advance?
• Is there a refrigerator in the room for medications?
• Where is the nearest pharmacy?

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 for 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.

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

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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