Most of us have that moment at work where we’ve had to book travel either for ourselves or a colleague. For employees who are disabled, Deaf, or neurodivergent, this process can feel more complicated, but it doesn’t have to be. With thoughtful planning, you can ensure that every employee travels safely, comfortably, and with confidence.
We’ve listed six top tips to help you get started on booking access travel
1. Ask
Accessibility isn’t one-size-fits-all, as people will have different needs. The best way to support your colleague is to ask what they need and listen attentively. Knowing the name of the condition they have doesn’t tell you what their needs are, so it’s important to ask about their access-specific requirements.
2. Choose Accessible Transport Options
There are many accessible transportation options depending on how you travel. Each company has their own policies, staff and systems in place. So it’s essential to research in advance.
Some examples could be:
- Flights: Priority boarding, accessible waiting areas, airport wheelchairs, aisle seating, and safe storage for mobility aids.
- Trains: Ask about ramps, accessible toilets, and assistance at both departure and arrival stations. Some providers may offer guidance for visually impaired individuals, and some stations will have accessible waiting areas that are quieter.
- Taxis: Contact providers to confirm the availability of wheelchair-accessible vehicles and check if there are accessible drop-off points near your destinations.
3. Prioritise Accessible Accommodation
It’s not just about the journey, but also about where you stay. Booking accessible hotel rooms is essential. Best practice is to ask your colleague what they need from a hotel room ahead of booking.
This could include:
- Step-free access from the entrance to the room or choosing ground-floor rooms.
- Grab rails, roll-in showers, lowered sinks and accessible switches
- Fire alarms with visual and/or vibrational alerts for D/deaf colleagues.
- Does the hotel cater to dietary requirements for conditions like coeliac disease?
4. Plan for Neurodivergent colleagues
It’s estimated that 15% of the UK population is neurodivergent, so chances are that you may have someone on your team who is.
Travel can be highly stressful for those colleagues, so consider:
- Avoiding tight travel schedules and allowing extra travel time.
- Choosing quiet hotels or train carriages.
- Being understanding if colleagues need headphones or downtime during travel.
- Providing clear itineraries with timings in advance to reduce confusion or panic.
5. Communicate with Providers in Advance
Make the actual phone call. Don’t rely solely on apps or emails if you don’t have confirmation of an accessibility request. It’s worth confirming what you need and when directly with airlines, trains companies or hotels directly to confirm what you need and when.
Interested in reading more blogs about disability and neurodivergence? Visit our blog page to find more stories, tips and advice.
6. Give Feedback
Travel can be unpredictable, and sometimes things happen that cannot be accounted for. However, it’s worth feeding back to a company if you have had exceptionally good or bad experiences.
This can help to reward staff who are working hard to make sure that travel is as accessible as possible, but it can also help to highlight where there is room for improvement.
Want to make your business or organisation as accessible as possible? We offer disability awareness training that can be tailored to your business needs, from one-hour Lunch and Learns to Full Day Deaf Awareness Training.
Visit our training page to learn more