Many families welcome the opportunity of NDIS-funded respite care or Short-Term Accommodation (STA), but may feel nervous about leaving their loved one in a new environment. Proper planning can make a big difference. Good preparation is more than just packing a bag – it turns a break into a well-supported stay. It means keeping routines and safety front-of-mind so participants feel calm and carers feel reassured. For participants with disability, a well-organised STA or respite stay becomes a truly safe, short-term accommodation experience – one where every detail is tailored to their needs.

At Ray Foundation Group, we believe a successful respite or STA stay starts well before the trip begins. Our team works with families to cover every essential detail – from daily routines and medical needs to communication and personal care. We know that such planning can reduce anxiety and create a more positive experience for everyone. This is not just a place to stay, but a planned support experience in a home-like environment, fully aligned with NDIS guidelines.

Why Good Preparation Matters

Accessing respite and STA is about more than just taking a break – it’s a structured support that helps participants and their carers stay well. Every detail of a stay (from who is caring for the person to how meals are given) contributes to safety and comfort. Careful preparation helps build skills and confidence. As Ray Foundation Group notes, short stays are structured and supervised so that participants feel “rewarding, not overwhelming”, aiming for them to return home more confident and refreshed. For participants, a well-prepared stay can be a chance to develop everyday skills and independence in a new setting. They may learn to manage routines, socialise with peers, or try new community activities in a supervised, supportive way.

For families and carers, thorough preparation brings peace of mind. When the support team understands the person’s needs and routine, carers know their loved one is safe and cared for. Planned stays allow families to rest or attend to other responsibilities without worrying. In fact, Ray Foundation Group notes that with good planning, carers enjoy “peace of mind knowing your loved one is safe and supported while you get a much-needed break” and even “quality time at home without caregiving duties”. This is exactly what a good respite experience should deliver – allowing caregivers to recharge and continue providing care with renewed energy.

Before any respite or STA booking, sit down with the provider and discuss everything. Some key topics to cover are:

The participant’s daily routine and personal care needs.
Any medical conditions and all medications.
How the participant communicates and any behaviour triggers.
Dietary requirements and meal routines.
Sensory preferences and comfort items.
Planned activities and social preferences.
Transport arrangements (getting to and from the stay).
Cultural or family traditions to maintain.

Covering these points will help create a detailed support profile for the stay. Ray Foundation Group can guide families through each of these topics, ensuring nothing is overlooked. By sharing these details upfront, you help the support team prepare a safe, personalised plan for the stay.

Daily Routines and Personal Care

Before booking a stay, explain the person’s usual daily routine and preferences in detail. This includes wake-up time, meal times, rest breaks and bedtime rituals. Describe how the person likes to start and end their day, and mention any favourite bedtime snack or morning activity that can make the new setting feel more familiar. Also explain personal care needs – for example, whether the person showers in the morning or evening, whether they use a bed rail or shower chair, or need extra time to dress. Let the team know if any reminders or prompts (like an alarm clock or visual schedule) are used at home, so staff can use the same cues. Even small details like a favourite pillow or night light can help the person feel safe and settled in a new place.

For example, if the participant always uses an alarm clock, a particular pillow, or keeps a night light on, bring those items along so the new place feels familiar. Mention if the person has any late-night routines (like a midnight snack or reading a book) so staff can respect those habits. Also explain personal care details: does the person need incontinence care, and if so what type of products they use? Share information about assistive devices – for instance, if the person wears glasses or hearing aids, keep extras handy and tell staff how they manage vision or hearing. These details ensure the participant’s comfort and safety in personal care.

Medical Conditions and Medication

Provide the support team with complete health information and medication details. Include a list of any medical conditions (such as epilepsy, diabetes or asthma) and carry any required medical devices (like inhalers or braces). All medications should be in their original pharmacy-labelled packaging, and you should provide a written medication chart showing dosage, timing and how each is given. Bring enough medication to cover the stay plus a little extra, and note any emergency meds (like EpiPens, insulin or seizure medication) with clear instructions.

If the person sees a doctor or therapist regularly, provide those contacts for emergencies. Note any medical devices too (like nebulisers or feeding pumps). For example, if the participant uses an insulin pump, clarify how to operate it or who to call if it alarms. Explain any behaviour or health signs to watch for – such as early symptoms of a seizure, or signs of low/high blood sugar. Clarifying these ahead of time helps staff act quickly if needed, preventing avoidable risks. Finally, share any existing emergency or care plans (for example, a seizure first-aid plan or feeding guidelines), so staff know exactly what to do. Confirm that the provider has staff trained to administer medications safely. Taking these steps means the participant’s health needs will be managed properly during their stay.

Communication Preferences and Behaviour Support

Tell the team how the person communicates, makes choices, and expresses needs. If the participant uses words, signs or gestures, describe these clearly. If they have a communication device or picture board, show staff how it works. Also discuss any known triggers for distress or challenging behaviour, and the strategies that usually help calm the person (for example, offering a fidget toy, using a favourite phrase, or giving them quiet time).

Include any communication aids, like phrase cards, sign language or a specific picture board. If the person is verbal, let staff know if they sometimes use made-up words or need questions repeated. For instance, maybe saying the person’s name softly from the front or a gentle hand on the shoulder is best to get their attention. If the person covers their ears or turns away when upset, note that as a sign of distress. By explaining these cues and supports, staff can understand the person better and respond appropriately to any frustration or confusion.

If the person has a positive behaviour support plan in place, provide a copy. Preparing a participant support profile that lists daily routine, communication style, preferences and known triggers can really help the team deliver consistent, participant-centred care from day one. Clear communication like this enables the support staff to help the person quickly and calmly if they become anxious or upset, reducing challenging moments.

Meal and Dietary Needs

Explain the person’s eating habits and dietary needs. Note any allergies, intolerances or special diets (such as gluten-free, vegetarian or culturally significant foods). Describe the person’s likes and dislikes. For instance, do they love certain fruits or have a comfort food? Do they dislike a particular texture or spice? If the STA or respite service provides meals, check whether they can accommodate these requirements. Otherwise, plan to send favourite foods or snack items from home.

A useful tip is to confirm “what food and snacks to send, and whether the provider can accommodate all dietary needs”. Consider special dietary supplements or timing. For example, if the participant usually has a nutritional drink in the morning, pack it and write it on the meal plan. Also mention how the person drinks liquids – if they need a straw or thickener. Some people with disability have strict eating schedules, like needing breakfast by 8am. Communicating this prevents them from getting hungry or refusing other food. Also discuss hydration: if the person doesn’t drink enough on their own, make sure someone reminds them. By planning meals ahead, you ensure the participant’s nutrition and comfort needs are met without any surprises.

Sensory and Environmental Comfort

Mention any sensory preferences or sensitivities the person has. For example, do loud sounds, strong smells or bright lights cause distress? If so, request accommodations – such as a quieter room or low lighting. Bring along familiar comfort items from home – a weighted blanket, favorite pillow or soft toy – to help the person feel secure in a new place. Label these items clearly so they don’t get lost. You might also explain if the person needs personal space or gentle verbal prompts rather than physical guidance. All these details help staff create a soothing environment that feels familiar.

Think about the overall environment: if the STA has different noises (like an echoing hallway), plan how to cope. Perhaps bring noise-dampening headphones or ask for quiet hours. If meals are served buffet-style and that overwhelms the person, request plated meals or assistance. Similarly, in communal areas, see if the person can take sensory breaks in a quiet room when needed. As one helper suggests, use simple strategies like a familiar ringtone or calm music playlist during busy times. These preparations help prevent sensory overload and keep the participant comfortable.

Activities and Recreation

Share the person’s interests, energy levels and social comfort to plan suitable activities. Do they enjoy outings like park visits or museums, or prefer quieter pastimes like crafts or reading? Let the provider know how social the person is – whether they usually enjoy group activities or prefer one-on-one interaction. Clarify how much structure or free play they need each day.

If the provider has a schedule, review the itinerary in advance. Family support groups note that reviewing the itinerary with participants beforehand gives them a sense of predictability and eases anxiety. For example, if the stay will include a beach walk and a movie night, talk about these activities beforehand so the participant has something to look forward to. Tell the provider if any staff-led activities should be skipped (for example, if the participant dislikes water games, let them know). On the other hand, if there’s an activity the person loves (like a movie night or board games), ask if it can be included. This joint planning ensures the participant enjoys the right balance of fun and relaxation.

Also mention any therapy goals or skill-building tasks you’d like continued. For instance, if building independence with shopping is a goal, maybe staff can practice a small purchase at a local store. This helps participants gain confidence and encourages progress even while you are away.

Transportation and Logistics

Confirm travel arrangements to and from the accommodation. Will the provider supply transport, or will a family member drive them? If the participant uses a wheelchair or other mobility aid, make sure it can be safely transported. Discuss how long the trip is and any stops needed (for example, for rest or medication). Check all contact details and directions in advance – one checklist advises verifying the “exact start time, address, and contact name for arrival”.

If the journey might be difficult (long distance or car ride), plan for comfort. Pack a travel pillow, snacks or medication for motion sickness. Discuss seating – does the person do better in the front seat or back? Ensure the vehicle has any needed straps or seatbelts adjusted for the person’s safety. Also talk about contingencies: if plans change (traffic delays, a family member running late), who should the provider call? Having a back-up contact at home or a plan B makes these situations safer.

Additionally, plan any visits or check-in calls during the stay. Decide together on how often family can call or visit, and whether that fits with the participant’s comfort. Having these logistics sorted beforehand avoids confusion and helps the person transition smoothly.

Cultural and Personal Preferences

If the participant has cultural, religious or personal routines, share those as well. This might include prayer times, cultural foods or greetings, and language preferences. If the person prefers a support worker of a particular gender for personal care, say so. Likewise, if they have any privacy or family contact preferences (such as wanting a daily check-in call), discuss these early. In short, a good provider should “take time to understand what matters to you” and tailor the support accordingly. For example, if the person observes certain traditions (like removing shoes indoors or eating a special dessert on Sundays), let the team know so those customs can be honored. The more context you give about your loved one’s identity and values, the more respectful and helpful the stay will be.

Creating an NDIS Respite Checklist

Writing a personalised checklist can help you stay organised and cover all details. Include both the information to discuss and the physical items to pack. You might list the same topics above (routines, health, communication, etc.) plus a packing list of clothes, toiletries, electronics and comfort items. Below is an example checklist you can adapt:

Daily Routine & Care – Describe schedules, personal care needs, wake/sleep times, and any special routines.
Health & Medication – List medical conditions, medication schedule (with dosages), allergies, and emergency contact numbers.
Communication – Note preferred ways to communicate (words, signs, devices) and key phrases or signs used by the participant.
Behaviour Support – Include known triggers, calming techniques, and a copy of any existing behaviour support plan.
Meals & Diet – Record dietary requirements, favourite/avoided foods and any feeding supports (like thickened liquids).
Sensory Comfort – List comfort items to bring (blanket, toys, headphones) and any sensory preferences (quiet, low light, etc.).
Activities – Mention favourite activities, energy levels and any planned outings or routines to continue.
Transport – Confirm pickup/drop-off arrangements, travel aids (wheelchair/car seat), and schedule details.
Cultural & Personal – Note important cultural, language or privacy preferences, family visit plans or traditions.
Packing List – Finally, itemise what to pack: clothing, footwear, bedding/towels (if needed), toiletries, chargers, documents, and anything else the person needs.

Using this checklist approach (sometimes called an NDIS respite checklist), families find it easier to prepare. It turns a complex planning process into manageable steps. You can adjust it to suit your loved one’s specific needs and the type of stay planned.

Preparing the Participant Emotionally

A little emotional preparation can make the stay go smoothly. Talk positively about the upcoming trip and highlight fun parts. Explain what will happen using simple language or visual aids – for example, you could show photos of the home or activities beforehand. If possible, arrange a short visit to the facility so the person can meet some staff and see their room. This helps make the place feel familiar.

Reassure them that family will come back and explain who will be looking after them. Avoid framing the visit as “going away” or a punishment; instead emphasise the exciting parts (like new activities or making friends). Research shows that encouraging conversation and familiarity can reduce anxiety. With these steps, the participant is more likely to arrive confident and ready to enjoy their stay.

During the Stay: Settling in Safely

Once the participant arrives, the key is to ensure a smooth transition. Staff should welcome them, give a quick tour of the accommodation, and introduce any other participants or roommates. Ask the support worker to review the agreed plan on arrival – check the person’s room setup, medication schedule, meal plan and daily activities. If anything seems off (for example, if medication doses or snack times don’t match what you provided), raise it immediately so corrections can be made.

Encourage the participant to unpack their belongings and arrange their comfort items in the room. This helps them feel more at home. Keep communication open: let staff know if the participant needs time to adjust. The first day might include more downtime as everyone gets to know each other. If the participant likes familiar routines, try to keep aspects of their home routine even during the stay (such as a favourite breakfast cereal or bedtime story). Over the following days, staff will typically follow the planned schedule, checking in regularly on the participant’s mood and comfort. Families can also check in with brief calls if appropriate (but coordinate this with staff, as some participants settle better without many distractions). Overall, trust that the provider will aim to keep the stay as restful and fun as possible, while ensuring safety and structure. A little flexibility and patience on day one can set the tone for a positive experience.

After the Stay: Reflection and Next Steps

When the stay is over, take time to review how it went. Talk with your loved one about their favourite parts – this builds a sense of achievement and eases any lingering anxiety. Ask what they enjoyed or what could be better next time. Also, connect with the provider to give feedback on the experience. Were routines followed correctly? Was communication smooth? Did any new issues arise? Providing feedback helps everyone improve future stays.

If any unexpected problems occurred (missed medication, anxiety outbursts, etc.), discuss ways to address them for next time. It might be as simple as tweaking a routine, bringing additional comfort items, or modifying the handover process. Remember that every stay is a learning opportunity: even if it wasn’t perfect, the participant is gaining confidence and independence. Families often find that over time, as everyone adjusts, each subsequent stay feels easier.

Ray Foundation Group encourages you to maintain open communication. Our team can talk through the experience with you, celebrate the successes, and plan any changes for future respite or STA stays. The goal is continuous improvement so that each stay is safer and more beneficial than the last.

How Ray Foundation Group Can Help

At Ray Foundation Group, we know planning for respite or STA can feel overwhelming. Our caring team is here to support you at every step. We can help answer questions about funding, staffing, and the stay itself, and work with you to create a personalised planning checklist and itinerary. We listen to your concerns – whether they’re about routines, communication needs or cultural preferences – and build a plan that fits your loved one. All our support staff are trained in positive behaviour support, first aid and person-centred care, so you can trust your loved one is in good hands.

Choosing Ray Foundation Group means choosing a trusted, registered NDIS provider with years of experience. We follow all NDIS quality and safety standards to give families confidence. From the initial enquiry to the final handover, we make sure details are clear and supports are ready. If you have more questions or need help preparing for a stay, please get in touch. We’re happy to talk through any part of the process and ensure everyone is ready for a safe, fun and rewarding experience.

Ready to learn more? Contact Ray Foundation Group for guidance on planning your next NDIS respite or STA stay. Our friendly staff can work with you to make the experience as smooth and secure as possible.