Special Needs Travel: What to Know Before Booking

Planning a Trip with Special Needs? Here’s What to Ask Before You Book

Traveling with a loved one who has special needs—whether it’s a physical disability, developmental difference, or sensory sensitivity—can be both incredibly rewarding and incredibly overwhelming. The right destination can bring joy, freedom, and connection. The wrong one? Stress, exhaustion, and a “never again” mindset.

As a Certified Autism Travel Professional, I specialize in helping families navigate the unique challenges of accessible and inclusive travel. Whether it’s a mobility aid, dietary restriction, communication need, or sensory sensitivity, I’m here to make sure nothing gets overlooked.

Here’s a guide to the must-ask questions before you book that resort, cruise, or tour—so your trip can be more joy, less chaos.

1. Is the Property or Cruise Line Truly Accessible—or Just “Kind of” Accessible?

Accessibility isn’t one-size-fits-all. Some places check a box but fall short in the real world.

Ask:

• Are there wheelchair-accessible rooms with roll-in showers and wide doorways?

• Do elevators service all levels, including pools and restaurants?

• Are there accessible transportation options from the airport or port?

Why it matters: That “garden view room” might be a three-flight walk-up. Let’s avoid that.

2. Is the Staff Trained in Special Needs or Autism Awareness?

You want staff who know how to respond to meltdowns with compassion—not confusion.

Ask:

• Is the resort or cruise line certified by an organization like IBCCES?

• Are staff trained in de-escalation, visual supports, or nonverbal communication?

• Is there a go-to person onsite who can assist in a moment of need?

Why it matters: Training equals understanding. It turns "we can try" into "we’ve got you."

3. What Dining Accommodations Can Be Made?

Special diets, allergies, or sensory sensitivities to texture and smell? All important.

Ask:

• Can menus be customized or simplified in advance?

• Is there a buffet alternative or room service option?

• Are allergy protocols in place—and are they taken seriously?

Why it matters: Mealtime should be relaxing, not a source of daily anxiety.

4. Are There Quiet Zones or Sensory-Friendly Spaces?

Crowded, loud spaces can quickly overwhelm travelers with sensory sensitivities.

Ask:

• Are there quiet lounges or cabins in low-traffic areas?

• Can you request sensory kits (fidget toys, headphones, weighted blankets)?

• Are there low-stimulation activity options available?

Why it matters: Everyone needs a break from stimulation—and a space to recharge.

5. What Are the Policies on Medical Equipment or Assistance Animals?

Traveling with medical gear or a service animal comes with a long list of questions.

Ask:

• Are CPAP machines, feeding pumps, or oxygen tanks allowed?

• Is refrigeration for medication available in the room?

• What are the policies for service animals on board or at the resort?

Why it matters: Surprises at check-in? Hard pass.

6. What Support Is Offered During Transportation?

Getting to and from your destination is half the battle.

Ask:

• Are airport transfers wheelchair accessible?

• Can early boarding be arranged for flights or cruises?

• Will assistance be available with baggage or during security screening?

Why it matters: A calm start sets the tone for the entire trip.

7. Can You Speak to Someone Familiar with Special Needs Travel?

Not every booking agent or front desk staff member will know the right answers. You want someone who gets it.

Ask:

• Is there a dedicated accessibility coordinator or guest services contact?

• Can I speak to someone who has worked with special needs travelers before?

Why it matters: You don’t have time for guesswork—you need clarity.

Bonus Tip: Don’t Do It Alone

This is where I come in. I ask these questions (and dozens more) for you. I work directly with resorts, cruise lines, and tour operators to ensure your specific needs are met—and anticipated. I know the certifications that matter, the properties that deliver, and the hidden challenges that aren’t listed on the website.

Planning accessible travel doesn’t have to be overwhelming. With the right support, it can be empowering, exciting, and full of those "we actually did it!" moments.

Let’s Create a Travel Experience That Works for You

If you or someone in your family has special needs, you deserve a vacation that feels like a vacation. Let’s talk about your needs, your hopes, and your ideal travel style—then make it happen, together.

Reach out today and let’s start building something beautiful.