Planning Accessible Trips: A Guide for Disabled Travelers & Families

Step 1: Choose Your Destination

Not all destinations are created equal when it comes to accessibility. Your choice should balance personal interests with practical infrastructure realities. Consider these factors:

Infrastructure: Does the destination have curb cuts, accessible public transport, and widespread elevator availability? Northern European cities like Copenhagen, Amsterdam, and Oslo typically excel here, while some developing destinations may present significant challenges despite having willing hosts.

Information availability: Can you find reliable, recent accessibility information online? Destinations with active disability tourism organizations (like the UK, Germany, and Australia) make research infinitely easier. If you're finding limited information, that's data in itself.

Accessible tour operators: Are there local companies specializing in accessible tours? Having expert guides who understand adaptive equipment and pacing can transform a trip from stressful to enjoyable.

Climate and terrain: Extreme heat can be exhausting for many disabled travelers, while cold weather presents different challenges for manual wheelchair users. Hilly cities like San Francisco or Lisbon require careful route planning. Beach destinations may offer relaxation but limited mobility on sand.

Step 2: Research and Verify Accommodations

"Accessible" on a booking site often means wildly different things. A hotel might label a room accessible because it has grab bars in a narrow bathroom, but the doorway is too narrow for your wheelchair. Never trust filters alone — always verify directly.

Questions to ask (via email or phone):

• Bathroom: Is there a roll-in shower (zero threshold)? What are the exact measurements of the shower opening? Where are grab bars located? Is there a fold-down shower seat?
• Doorways: What are the widths of the entrance, hallway, and bathroom doors? (You need at least 32 inches/81cm for most wheelchairs, ideally 36 inches/91cm)
• Bed: What is the bed height? Can it be adjusted? Is there space to maneuver on both sides?
• Elevator: Is there an elevator, and is it large enough for a wheelchair and attendant?
• Parking: Is there accessible parking on-site? How far from the entrance?
• Pool/facilities: If there's a pool, is there a lift or ramp? Are spa facilities accessible?

Request photos if possible. Ask to speak with someone who has seen the room, not just a booking agent reading from a script. If the hotel can't answer basic questions, that's a red flag.

Using booking platforms: Booking.com, Airbnb, and other sites have accessibility filters, but use them as starting points only. Read all reviews mentioning accessibility — both positive and negative — and reach out directly to confirm details. Some Airbnb hosts are excellent about documenting accessibility features with detailed photos and measurements; others copy-paste generic text. Do your homework.

Step 3: Book Accessible Transport

Transportation is often the most stressful part of accessible travel, but advance planning and knowing your rights can make it manageable.

Flying:

• Request assistance 48-72 hours in advance through the airline's disability desk (not the general call center). Specify exactly what you need: boarding assistance, aisle chair, gate-check wheelchair.
• Gate-check your wheelchair when possible rather than standard luggage check — it reduces handling and gets it to you at the gate upon arrival. If you must check it with luggage, attach clear instructions and your contact info.
• Take photos of your mobility device before handing it over. Document any damage immediately upon retrieval.
• Allow extra time at airports. Security can take longer, and airline assistance doesn't always run on schedule.
• Pack essentials in carry-on: Medications, cushions, catheters, and anything critical should never go in checked luggage.

Trains:

European trains are increasingly accessible, but advance booking is essential. Most rail systems require 24-48 hours' notice to arrange ramp assistance at stations. High-speed trains (Eurostar, TGV, ICE) have designated wheelchair spaces that must be reserved. Regional trains may have one wheelchair space per train — calling ahead ensures you get it.

Car Rental:

Renting adapted vehicles requires significant advance notice — often weeks or months. Hand controls, wheelchair lifts, and other adaptations are specialized equipment. Companies like Avis, Hertz, and local specialists offer adapted vehicles, but availability varies widely by location. Confirm the exact adaptations upon arrival before signing paperwork.

Taxis and Rideshare:

Accessible taxis vary dramatically by city. London's black cabs are famously wheelchair-accessible; in many U.S. cities, wheelchair-accessible vehicles must be pre-booked through specialized services. Uber and Lyft have accessibility features in some markets (Uber WAV, Lyft Access) but aren't available everywhere. Research local options before you arrive and save contact numbers for accessible taxi companies.

Step 4: Plan Activities and Tours

The heart of any trip is what you do when you get there. Planning accessible activities requires research into each specific site, venue, or experience — not just the city as a whole.

Research each attraction individually: Museums, historic sites, and natural parks all have varying levels of accessibility. Many major museums now offer virtual tours on their websites, which can help you assess whether it's worth visiting in person. Look for detailed accessibility statements — the best ones include maps, photos, and specific information about slopes, surfaces, and rest areas.

Questions to ask venues:

• Is there level access or a ramp? (Avoid venues that only offer "staff assistance with steps")
• Are all exhibits/areas accessible, or only some floors?
• Are there accessible restrooms? Where are they located?
• Is there seating throughout? (Critical for visitors with limited stamina)
• Can wheelchairs/mobility devices navigate comfortably? Any narrow passages?
• Are there sensory accommodations (quiet hours, low-light options, etc.)?

Book accessible tours: Organized tours can remove much of the logistical burden. Look for tour operators who specialize in accessible travel — not just companies that "can accommodate" disabled travelers as an afterthought. Specialized operators understand pacing, equipment, and the difference between "technically accessible" and "genuinely enjoyable."

Have backup plans: Even with perfect planning, things can go wrong. A site might be temporarily closed for renovations, weather might make an outdoor activity impossible, or you might simply be more tired than expected. Identify alternative activities near each planned stop — quieter museums, accessible parks, or simply scenic cafés where you can rest and regroup.

Step 5: Pack Smart and Prepare Documentation

Packing for accessible travel requires more planning than typical trips. You're not just packing clothes — you're preparing for medical needs, equipment maintenance, and unexpected challenges.

Medical and Mobility Supplies:

• Pack double: Bring twice as many medical supplies as you think you'll need. Medications, catheters, dressings, and other essentials may be hard to replace abroad.
• Carry documentation: Letters from your doctor explaining your condition, medications, and equipment can smooth airport security and customs. Include prescriptions and generic drug names (brand names vary internationally).
• Equipment spares: Wheelchair repair kits (tire patches, Allen keys, duct tape), extra batteries for power chairs, spare cushion covers, and backup mobility aids if possible.
• Medical contacts: Research hospitals and pharmacies near your accommodation. Know how to access emergency services in the local language.

Comfort and Convenience:

• Portable ramp: Lightweight folding ramps can help with small steps at restaurants, shops, etc.
• Cushion and back support: Even if your accommodation promises accessible seating, bring what you know works.
• Cooling/warming items: Cooling vests, heat packs, or other temperature regulation tools if your disability affects thermoregulation.
• Snacks and water: Accessible restaurants may be sparse; having snacks ensures you're not stuck hungry.

Digital Tools:

• Wheelmap: Crowdsourced map of wheelchair-accessible places worldwide
• AccessNow: Community-driven accessibility reviews and navigation
• Google Maps: Recently added wheelchair-accessible transit routing in many cities
• Translation apps: Communicate accessibility needs in local languages

Step 6: Communicate Your Needs Clearly

Clear, proactive communication is your most powerful tool. People want to help, but they often don't know what you need unless you tell them. Being specific and assertive isn't demanding — it's ensuring you get what you've paid for.

Before You Arrive:

Send confirmation emails to your hotel, tour operators, and transport providers a few days before arrival. Reiterate your accessibility requirements and ask for acknowledgment. Example: "Confirming our reservation for a roll-in shower room (Reservation #12345). Please reply to confirm this room is available and meets the specifications we discussed."

Upon Arrival:

Inspect your accommodation immediately. Check doorways, bathroom access, bed height, and promised features. If something isn't as described, address it immediately — don't wait until you've unpacked. Politely but firmly request a room change or solutions. Document everything with photos.

During Your Trip:

Don't assume people understand your needs. At restaurants, ask specific questions: "Is there a step at the entrance?" not "Is this accessible?" At attractions, speak to staff before buying tickets if you have concerns. Most people are willing to help if asked clearly.

Stand your ground: If you've booked an accessible room and arrive to find it's not as described, you're within your rights to demand what you paid for. Be polite, but don't accept "We'll do our best" when you've specifically booked accessible accommodations. Document issues, request managers, and escalate if necessary.