Clubmates Travel
How to Plan and Book Supported Travel With ClubMates Travel
Posted on January 2, 2026 by Matilda Negri
Reading time about 11 minutes
Planning a trip can feel overwhelming when disability support, accessibility, staffing ratios and NDIS funding all come into play. Many people tell us they want to get away, meet new people, try something different, or build confidence – but they are not sure where to start, who to trust, or how the NDIS fits in.
At ClubMates Travel, our role is to remove that stress. We specialise in supported travel for adults with disabilities, with a strong focus on social and community participation, independence and capacity building. Every trip is carefully planned, supported by trained travel support workers, and guided by one dedicated consultant from start to finish.
This blog walks you through exactly how booking and planning a trip with ClubMates works, using the same steps outlined in our brochure, but with a little more detail and reassurance along the way.
Step 1: Choose a Trip or Design One That Suits You
The first step is simply getting in touch.
People contact us in different ways – through our website, social media, email or a phone call. Some already know which trip they are interested in. Others just know they want to do something but are not sure what yet. Both are completely fine.
Once you make contact, you are assigned one dedicated travel consultant for that trip. This is important. It means you are not passed around between different people. Your consultant gets to know you, understands your needs, and stays with you throughout the entire planning process.
Your consultant will talk with you about:
- The type of experience you are looking for
- Whether you prefer a group trip or a more individualised experience
- Accessibility needs and mobility requirements
- How many people are usually on the trip
- Whether it involves flights, cruising or road travel
- If a passport is required
- What kind of environment you feel most comfortable in
If none of our scheduled trips feel like the right fit, we can also design an individual supported trip around your goals and preferences.
Step 2: Complete a Booking Form
Once you have chosen a trip, we start the formal booking process.
For new passengers, our office team helps pre-fill much of the booking and application information with you. You are never expected to navigate this alone. If you need help understanding questions or gathering information, we take the time to guide you through it.
The booking form helps us understand:
- Support needs and preferred staffing ratios
- Medical information and medications
- Mobility information and medications
- Communication preferences
- Any behaviours or triggers we should be aware of
- Emergency contacts
For NDIS participants, we also review goals and supports to make sure everything aligns with current NDIS rules and payment integrity requirements. This protects you and ensures claims are done correctly.
Step 3: Receive a Clear, Transparent Quote
Once we understand your support needs, your consultant prepares your quote.
You will always receive two invoices:
- A travel invoice for out of pocket costs
- An NDIS invoice for claimable supports, itemised line by line
Together, these invoices make up the full cost of the trip. There are no hidden extras later.
We take time to explain:
- What is claimable through Core Supports
- What is paid privately
- How staffing ratios affect cost
- When payments are due
If you want spending money included for easier budgeting, this can usually be added to the travel invoice. Travel insurance details are also provided at this stage.
Step 4: Secure Your Spot
To lock in your place on the trip, a deposit or full payment is required.
This step is especially important for trips involving flights or cruises, where availability can change quickly. Your place is not secured until a payment has been made.
Payment plans may be available on request, and your consultant can talk you through suitable options.
Once your deposit is paid, your spot is locked in and no one else can take it.
Step 5: Receive Your Booking Pack
After payment, you receive a complete booking pack that includes:
- The application form
- The 2 invoices, the travel and the NDIS invoice
- The itinerary
- Travel insurance details
If you need help completing or returning paperwork, our team is always available to assist. We also process travel insurance and manage the logistics so you do not have to chase multiple providers.
Important Information for Flights and Mobility Equipment
If your trip involves flights and you use motorised equipment such as:
- Electric wheelchairs
- Hoists
- Large battery powered devices
You will need to provide battery wattage information. This is a recent aviation requirement and is essential for airlines to safely transport equipment. We will guide you on where to find this information, usually on the battery itself or in manufacturer documentation.
Step 6: Get Ready to Travel
Around three to four weeks before departure, we send out pre-trip information, so everyone feels prepared and confident.
This includes:
- Where and when to meet us
- Who will be supporting you
- Packing lists and clothing suggestions
- Medication handover details
- Final reminders and contact information
Passengers may be met at a nominated pickup point, such as an airport or group meeting location. A family member, carer or house staff member can assist with luggage, medication and paperwork handover if needed.
Everything is clearly planned so there are no last-minute surprises.
Step 7: After You Return Home
Support does not stop when the trip ends.
Once you return home:
- Medication signature sheets are returned if medication was managed
- Spending money is fully itemised if we supported finances
- A feedback survey is sent so we can keep improving
- Photos and videos from the trip are shared so memories can be revisited and shared with loved ones
Many passengers tell us these photos and videos help reinforce confidence, independence and pride long after the trip is over.
Step 8: We Lodge the NDIS Claim
After the trip, we lodge the NDIS claim for supports delivered, based on what was agreed and approved before departure.
This means:
- No chasing invoices
- No confusion for families or coordinators
- No claiming before supports are delivered
It is simple, compliant and handled by our experienced team.
Common Questions We Hear
Which part of my NDIS plan is used?
- Most supports are claimed from Core Supports, particularly social and community participation.
Can STR or respite be used?
- No. Short Term Respite is no longer used for travel or anything considered a getaway. We align trips with current NDIS rules and focus on supported participation and capacity building.
Is there a cancellation policy?
- Yes. This is outlined clearly in the application form and booking documents.
Who can travel with ClubMates?
- We can support people with a wide range of needs. Staffing ratios are adjusted to suit each person, and your consultant will help guide you toward the most suitable trip.
Final Notes
Planning supported travel does not need to be complicated or stressful. With the right guidance, clear communication and experienced travel support workers, it becomes something to look forward to – not something to worry about.
If you are ready to explore what is possible, our team is here to guide you through every step, at your pace, with care and understanding.
Supported Travel Should Feel Easy
With the right guidance, supported travel becomes something to look forward to. Our team is here to guide you every step of the way, with care, clarity and experience.
China is one of those countries that keeps surprising people—especially when you see the landscapes that don’t even look real. Towering rainbow mountains, glass walkways over steep cliffs, mist-covered peaks that inspired movies like Avatar—China’s natural wonders feel like stepping into another world.
And guess what? With the right support and planning, these mind-blowing places can be explored by people of all abilities. At ClubMates Travel, we believe that accessible travel should be more than just getting from A to B—it should be about awe, wonder, and saying “I can’t believe I’m actually here.”
Here are a few incredible spots in China that look out of this world—and why they might just end up on your travel wishlist.
Zhangjiajie National Forest Park – The Real-Life Pandora
Ever seen floating mountains? Well, you’re about to. Zhangjiajie is a UNESCO World Heritage site and the inspiration behind the flying mountains in Avatar. Giant stone pillars rise up through misty clouds—it’s so surreal it feels like CGI.
There are cable cars and glass elevators that take you up into the peaks, and accessible walkways in many areas, making this a great option for travel for people with disabilities when paired with the right support crew.
The Rainbow Mountains – Zhangye Danxia Geopark
Imagine layers of red, orange, gold, and green rock stretched across rolling hills. These colourful formations look like someone took a paintbrush to the land. They’re even more breathtaking in person.
The Rainbow Mountains are best explored in daylight hours when the colours shine brightest. Some viewing platforms and paths are paved and can be navigated with mobility assistance. Like all our accessible holidays, having specialist travel support makes a huge difference in comfort and safety.
Yuanyang Rice Terraces – A Living Mirror
At sunrise or sunset, the rice terraces of Yuanyang reflect the sky like an enormous mirror. It’s peaceful, dreamlike, and incredibly calming—perfect for travellers who want to slow down, connect with nature, and just take it all in.
This spot is especially powerful for people who are working toward NDIS goals like mindfulness, emotional regulation, or confidence in new environments. With supported travel, it’s more than sightseeing—it becomes a sensory and emotional experience.
The Glass Bridge – Zhangjiajie Grand Canyon
If you’re feeling brave, there’s a 430-metre-long glass bridge suspended over the canyon. Yes—it’s see-through. But it’s also safe, sturdy, and absolutely unforgettable. For those not afraid of heights, this is an epic moment that will stick with you for life.
We understand that thrill-seeking looks different for everyone. At ClubMates, our support crew are trained to encourage, not push—so passengers can take part in activities at their own comfort level.
Jiuzhaigou Valley – China’s Fairytale Water World
Think turquoise lakes, sparkling waterfalls, and snow-capped peaks. Jiuzhaigou is a dreamscape—peaceful, scenic, and full of charm. It’s also one of the more accessible nature parks in China, with eco buses and walkways that help make the journey smoother.
This kind of environment is great for building confidence, promoting social participation, and feeling part of something beautiful.
Why China? Why ClubMates?
Travelling to a country as big and bold as China might feel impossible—but that’s where we come in. As one of Australia’s most experienced NDIS holiday providers, we specialise in international supported travel that opens up the world for people with disabilities. We design every itinerary to work toward common NDIS goals—things like independence, community access, resilience, and joy.
Our team handles everything: accessible hotels, ground transport, daily activities, and of course, personal support workers who are trained specifically for disability travel.
If you’ve ever dreamt of seeing the Great Wall, watching lanterns float across the sky, or standing in a place that feels like another planet—then maybe it’s time to get curious.
ClubMates makes accessible travel across the globe achievable, enjoyable, and unforgettable.
Talk to our team about our upcoming tours to China or ask about designing your own supported adventure. We’ll help you figure out how your supports work with your NDIS funding and what out-of-pocket costs you can expect.
Because no one should miss out on the wonders of the world—especially you.
