Insurance & Documentation
- Verify travel insurance covers pre-existing conditions (look for waiver clause; purchase within 14–21 days of first trip payment)
- Confirm medical equipment loss/damage is covered by your travel policy
- Check if medical evacuation coverage accounts for your mobility/accessibility needs
- Obtain physician letter for controlled substances (translated if international travel)
- Prepare medical summary card: diagnosis, medications, allergies, emergency contacts
Medications
- Fill all prescriptions with at least 2 extra weeks' supply beyond trip length
- Plan for time zone adjustments to medication schedules (consult prescriber)
- Arrange cold-chain storage for temperature-sensitive medications (insulin, biologics)
- Identify destination pharmacies and local brand equivalents for critical medications
- Pack medications in carry-on only — never checked luggage
Equipment Rental Research
- Research accessible equipment rental at destination (Special Needs Group, Scootaround, local providers)
- Confirm rental wheelchair/scooter is appropriate for destination terrain (sand, cobblestone, hills)
- Arrange equipment delivery to hotel before arrival
- Book backup CPAP/PAP device rental if bringing primary unit on flight
- Confirm international voltage/adapter compatibility for all equipment
Airline Wheelchair Policies
- Contact airline disability assistance desk (not general booking) to confirm wheelchair dimensions/weight limits
- Confirm battery type compliance (lithium-ion vs. sealed lead-acid, watt-hour limits)
- Request storage method details (upright vs. disassembled in cargo)
- Photograph wheelchair from all angles with date stamp before check-in
- Ask about loaner chair at destination if yours is delayed or damaged
- Request wheelchair assistance at departure, connection, and arrival airports
Hotel Accessibility Verification Call
- Confirm doorway widths: room entry (min 32"), bathroom, balcony
- Request photos of bathroom, shower entry, and room layout
- Verify roll-in shower (not just grab bars) if required
- Confirm accessible path: parking/drop-off → elevator → room
- Check bed height is transfer-friendly (20–23 inches ideal)
- Verify pool lift availability if swimming is part of the trip
Medical Supplies
- All prescription medications (carry-on only, original bottles)
- Over-the-counter medications: pain relief, anti-nausea, antidiarrheal, antihistamine
- Wound care supplies: dressings, antiseptic, medical tape, sterile gauze
- Portable thermometer and blood pressure cuff if needed
- Extra supplies for ostomy, catheter, feeding tube, or other ongoing medical needs
- Cooling vest or heat management supplies for temperature regulation conditions
Mobility Equipment
- Wheelchair/mobility device fully serviced and in good repair before departure
- Spare parts: extra inner tube, joystick, charger, battery
- Transfer belt, slide board, or other transfer aids
- Portable ramp for uneven surfaces (if applicable)
- CPAP machine, travel adapter, and distilled water if needed at destination
Accessibility Documentation
- Medical necessity letter from physician for all equipment and medications
- Copies of all prescriptions with generic names
- Travel insurance policy documents and emergency claim number
- Hotel accessibility confirmation (in writing)
- Airline wheelchair assistance confirmation numbers
- Equipment rental confirmation and delivery window
Emergency Contacts
- Primary care physician name and emergency contact number
- Specialist contact (cardiologist, neurologist, etc.) for urgent questions
- Local emergency number at destination (not always 911)
- Nearest hospital with relevant specialty care mapped on phone
- Travel insurance 24/7 emergency line saved in phone
Hospital & Pharmacy Locations
- Save nearest hospital/ER address and phone number (pre-research before departure)
- Identify hospital with your required specialty (not just the nearest ER)
- Locate 2–3 pharmacies within reasonable distance of your hotel
- Confirm whether your travel insurance is accepted or requires out-of-pocket then reimburse
- Note English-speaking medical staff availability at target hospital
Transportation Accessibility
- Identify accessible transportation options (accessible taxi, paratransit, WAV Uber)
- Download local transit app and verify step-free routes
- Pre-book accessible vehicle for airport transfer
- Research beach wheelchair rental if visiting coastal destinations
- Identify accessible excursions in advance (not all tours are wheelchair-accessible)
Daily Energy Management
- Build rest periods into every day's itinerary (not just at the end)
- Cluster activities by proximity to minimize travel fatigue
- Visit high-demand attractions at opening (fewer crowds, less fatigue impact)
- Keep flexible bookings where possible (same-day modification without penalty)
- Communicate daily schedule needs to travel companion(s) in advance
Rest Day Planning
- Build at least 1 full rest day into trips of 5+ days
- Identify low-key, low-energy options for symptomatic days
- Confirm room service or easy meal delivery options at your hotel
- Know where to get IV hydration or urgent care if needed
- Give yourself permission to change the plan — the trip exists for you, not the itinerary
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Debbie Reid, RN & Darla Schmaltz, RN — WanderWell Travel