Clubmates Travel
Supported Travel Planning Checklist
Posted on August 21, 2026 by Matilda Negri
Reading time about 13 minutes
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What should you check when planning supported travel for a person with disability?
Booking supported travel involves much more than choosing a destination and finding an accessible hotel. A place can describe itself as “accessible” and still not meet the needs of the person travelling.
Every traveller is different. Before a ClubMates experience, we learn about the person first, then look at the practical details that could affect their comfort, safety, independence and enjoyment.
Use this checklist when planning supported travel for a person with disability, whether you are a participant, family member, carer or Support Coordinator.
1. The Traveller's Support Needs
Before looking at hotels, flights or activities, we need to understand the person who is travelling. We look at what they can do independently, where they need assistance, what their usual routines look like and what might be different when they are away from home.
This includes personal care, communication, mobility, decision-making, behaviours of concern, sensory needs and the level of support required throughout the day. We also consider whether overnight support is needed and what support ratio will be appropriate.
Have we checked: daily support needs, personal care, communication needs, sensory needs, behaviours of concern, routines, overnight support and the appropriate support ratio?
2. Mobility and Accessibility
“Wheelchair accessible” does not tell us enough. Someone may use a manual wheelchair, power wheelchair, walker or other mobility equipment, and each can create very different requirements.
We look at how the traveller will get into accommodation, bathrooms, vehicles, attractions and other places on the itinerary. We also consider distances, surfaces, steps, gradients and how much physical activity is involved.
For travellers with higher mobility needs, planning may also involve hoists, commodes or other equipment. These details need to be investigated before the person leaves home, not discovered when they arrive.
Have we checked: mobility equipment, transfers, steps, lifts, bathroom access, shower access, walking distances, surfaces and any equipment that needs to be hired or transported?
3. Accommodation
An accessible room needs to be suitable for the individual traveller, not simply labelled accessible by the hotel.
We check the traveller’s room requirements before departure and arrange the appropriate accommodation. Depending on the person, that might mean checking the bathroom layout, shower, bed configuration, space around the bed, lift access, room location or whether support crew need to be nearby.
We also look at whether the traveller is suited to twin-share accommodation and, if so, who they may be most comfortable sharing with. When pairing passengers, we consider things like support needs, routines, personality, sleep habits and how well people are likely to get along, because sharing a room can be a great way to build friendships naturally during the trip. If twin share is not suitable, a single room can be arranged instead so the accommodation setup works for the individual.
Have we checked: bedroom layout, bathroom facilities, shower access, room location, lifts, common areas, where support crew will be staying and whether they will share a room?
4. Transport
Transport can look very different depending on the experience, so we check what each traveller needs before deciding what vehicles and travel arrangements will work. On many of our bus trips, our accessible coach has a hydraulic lift that can accommodate passengers using manual or powered wheelchairs, while our trailer gives us space to carry walkers, hoists, commodes and other mobility equipment. We also use smaller minibuses and 4WDs for certain experiences, especially in regional and remote areas, so we need to make sure the traveller’s mobility and support needs match the vehicles available. If they do not, we look at other suitable options rather than putting someone in a situation that will not work for them.
We have a detailed wheelchair checklist that passengers complete at the time of booking, covering things like wheelchair dimensions, battery type and how the chair is assembled, so we can prepare properly before reaching the airport. We also plan for the experience of moving through busy airport environments, including security, boarding and waiting areas, particularly for passengers who may have anxiety, behaviours of concern, autism or an intellectual disability and need extra support in unfamiliar or crowded settings.
For cruises, we also check whether the cabin will suit the passenger’s mobility needs and whether they can safely get on and off the ship at each stop. Some ports use smaller tender boats to get passengers to shore, so we also check whether these boats and any shore excursions are suitable for wheelchairs or other mobility needs.
Have we checked: the suitability of the vehicle for the traveller’s mobility needs, space for equipment, wheelchair dimensions and battery type, airport assistance, security and boarding support, and whether the transport environment is suitable for any anxiety, sensory needs or behaviours of concern?
5. Activities and Experiences
We do not just choose activities because they are fun. During our consultations, we look at the traveller’s interests, support needs, goals and the outcomes they would like to work towards, then match them with a suitable experience or help design one around them. Our itineraries are planned with inclusive and accessible activities in mind, with opportunities to build confidence, independence, social connection and everyday skills while still having a great time.
Have we checked: the traveller’s interests, goals, support needs, accessibility requirements and whether the planned activities are a good fit for the outcomes they want to achieve?
6. Medication and Health Support
Before travel, we collect an up-to-date medication list for every passenger and confirm how much support they need with their medication. Some passengers self-administer and only need prompting, while others need our trained support crew to administer medication provided in a Webster pack. When we administer medication, a second crew member sights and checks it, and the administration is recorded for compliance. We also collect details of any PRN medication that may be needed during the trip, and where more complex health support is required, such as diabetes-related care, we can arrange for a registered nurse to be part of the support crew.
Have we checked: the current medication list, level of assistance required, Webster pack, PRN medication, prompting or administration needs, and whether specialised clinical support is required?
7. Food and Dietary Requirments
Meals are a big part of travel, so dietary requirements need to be considered across the entire itinerary rather than at one restaurant.
We look at allergies, intolerances, preferences and texture-modified diets. ClubMates support crew are also trained to follow the IDDSI framework where required. For longer experiences, this can mean checking multiple restaurants, accommodation providers and meal arrangements before departure.
Have we checked: allergies, dietary requirements, food preferences, texture requirements, meal support and whether suitable food will be available throughout the experience?
8. Communication and Sensory Needs
Not every accessibility requirement is visible. Airports, festivals, restaurants, unfamiliar hotels and busy attractions can all present communication or sensory challenges.
We consider how the person communicates, how they express choices, what situations may cause distress and what helps them feel comfortable. This might affect the pace of the itinerary, how information is explained or when the person needs some quieter time.
Have we checked: communication preferences, sensory sensitivities, triggers, coping strategies, familiar routines and how the traveller communicates when they need help or a break?
9. Behaviours of Concern
During the booking process, we collect information about any behaviours of concern and, where applicable, request the passenger’s Positive Behaviour Support Plan. This helps our crew understand possible triggers, recognise when behaviour may be communicating a need, and know what strategies are most appropriate to support the person. We also review any restrictive practices that may be required so they can be managed in line with the passenger’s plan and our compliance responsibilities.
Have we checked: known behaviours of concern, triggers, communication cues, support strategies, the Positive Behaviour Support Plan and any approved restrictive practices?
10. The Support Crew
Once we understand who is travelling and what support they need, we match them with the most suitable support crew. Different passengers benefit from different personalities, so sometimes that means a confident, controlled leader, sometimes a fun and social crew member who can help bring the group together, sometimes someone gentle and reassuring for a more anxious traveller, or someone strong and adventurous for a more active experience. For individual trips, we can also arrange a one-on-one meeting before departure so the passenger and support worker can get to know each other first. Whatever their style, our support crew are trained to stay calm, resilient and adaptable when plans change.
Have we checked: the right personality fit, relevant skills and experience, support ratio, compatibility with the passenger, and whether a pre-trip meeting would help?
Does This Experience Suit the Person?
The most important part of planning supported travel is making sure the experience is genuinely right for the person. During our consultation, we learn about what the participant wants to do, their interests, support needs and their existing NDIS goals. We can then recommend experiences that are a natural fit, rather than trying to make a participant’s goals fit a particular trip.
Choice and control stay with the participant. Someone might want more opportunities to socialise, become more confident away from home, build independence or participate more in the community. We look at what they already want to achieve and help them choose an experience where those outcomes can happen naturally, while making sure the right supports are in place.
Sometimes that means recommending one of our existing group experiences, and sometimes an individual experience may be more suitable. The destination comes second. The person, their choices, their goals and the support they need come first.
Before You Book, Ask These Questions
You do not need to know how to solve every accessibility or support issue yourself. But you should feel confident that the person organising the experience has asked the right questions.
If you are considering supported travel for a person with disability, talk to ClubMates about their needs before choosing an experience. Our team can help work through the practical details and explain what support may be required.
Call ClubMates Travel on 1300 158 003 or speak with our team about planning the right supported experience.
Take the Checklist with You
Planning supported travel comes with a lot of moving parts. Download our Supported Travel Planning Checklist to save, print or share with a participant, family member, carer or Support Coordinator.
About the Author: Alicia Stamford
Alicia spent her childhood watching her mother struggle with accessibility whilst she attempted to travel the world in a wheelchair. She is passionate about sharing the importance of venturing into the world and getting out of your comfort zone to build resilience and independence. When she is on tour, you will probably find her dancing with passengers on tour or in her Marketing Manager role at disability events around Australia.
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.
