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The Caregivers' Guide to Traveling: How to Navigate Airports with Passengers with Special Needs | Frommer's Olena Yakobchuk / Shutterstock

The Caregivers' Guide to Traveling: How to Navigate Airports with Passengers with Special Needs

If you're flying with someone who has mobility or cognitive challenges (such as dementia), set yourself up for success. An inclusive travel expert explains the best ways to prepare to navigate airport terminals together.

If you are a caregiver traveling with your care recipient, navigating the airport can be daunting. But with a little know-how and strategic planning, you can turn airport navigation into an empowering experience. 

Dr. Carol Sargent, a disability travel consultant, says, "Through travel, you learn to problem-solve creatively and adapt to new circumstances quickly, all of which are valuable skills when you get home."

So, take a deep breath, and let's get started on our journey.

Before you go, familiarize yourself with the airport. 

Most airports’ official websites let you explore the passenger terminal layouts, including the location of accessible restrooms, dining options, check-in, security, lounges, and gates. Some airport websites, like JFK in New York City, even estimate the time it takes to walk between various points. 

If you find screen-based maps difficult to read, call the airport for route guidance. You will need to tell them your airline, boarding or deplaning time, and departure or arrival terminal. They can tell you the distances and the estimated time it takes to walk or take a courtesy ride from check-in to the gate.

If distances are long, most airports have electric carts to transport you within the terminal. To request one, call the airport's general number at least 48 hours before the trip. You could also ask for complimentary wheelchair services upon arrival at the airport, but if you wait that long, you run the risk of all chairs being in use. So, don't take the chance—ask ahead for wheelchairs as well when you first purchase your airline ticket. 

Relax—you have rights.

You'll find that most airports are more inclusive than you might expect. All but the smallest ones are staffed to support people with mobility challenges and equipped to handle complaints and emergencies. 

In the United States, travelers with disabilities, like any passenger, have the right to complete access to all services and facilities at the airport. Everyone’s rights are protected under the Americans with Disabilities Act (ADA), which is strictly observed everywhere in the U.S. where the major airlines fly.

If you're traveling internationally, you have similar rights. Check out The Montreal Convention on damage compensation, the European Persons with Reduced Mobility, and for the United Kingdom, Access to Air Travel for Disabled Persons. Most countries or regions will have their equivalent agreements.


(Photo credit: vetre / Shutterstock)

Get a Sunflower Lanyard to signal special needs.

Passengers with Alzheimer's, dementia, or another invisible disability can join the Sunflower Lanyard Program, which provides identifiers like a pin, bracelet, or lanyard (pictured above) that tells airport staff that additional, discreet attention may be required. The program is available in most airports worldwide.

Arrive at the airport with enough time.

Leaving for the airport at the right time is a balancing act. You don't want to get there early and become agitated while waiting, but you also don’t want to risk arriving late and missing the plane. 

Check flight times and delays ahead of time with your airline or a major flight status app, then allow at least one and a half hours to get from the curb to your gate for domestic flights and 3 hours for international flights. Add an hour to those times if you plan to check in an electric wheelchair or other devices you cannot take on board.

If there is a flight delay or you arrive extra early, don't stress—decompress. Visit your airport's Quiet Room, Meditation Room, or Chapel—most large airports have at least one.

You can also take advantage of the art and entertainment that many major airports offer. You might be surprised to discover the relaxing amenities that your airport might already provide. For example, the San Francisco Airport (SFO) has 20 curated galleries spread across 4 terminals. Philadelphia International Airport (PHL) stands out for 20 exhibits shown across all its terminals, including an 85,000-square-foot mural, How Philly Moves.

Pack for smoother security inspection.

Airport savvy starts when you pack. It's the first step to getting through security smoothly. 

Label all the medical supplies that might be unfamiliar to inspectors, including IV bags, syringes, pumps, freezer packs, and other accessories. The Transportation Security Administration (TSA) has special handling rules for some pills and solid medications; you may request that some items be inspected by hand instead. 

If you're traveling with an oxygen concentrator, don't forget the batteries, and check with the manufacturer to see if the device is safe for flying. Some batteries are not allowed to be checked in baggage and must be carried instead.

Also make sure both the caregiver and the care recipient hydrate before going through security because water bottles, even ones with electrolytes or energy boosters, are usually confiscated even though there might be a medical need. Packing electrolyte powder and buying water when you pass security is an option. Many sports stores sell hydration lozenges and power bars that will get through security.

An often-overlooked necessity is medical documentation, including prescriptions, doctor's notes, and healthcare directives. Online platforms such as Motivity Care provide a secure, HIPPA-compliant process so that the information is available digitally only to people whom you approve. The forms Motivity provides also prompt you to enter information you may not have thought about recording, such as insurance details and allergies. 

Check to see whether your assistive devices require special handling.

Check-in rules for assistive devices are set by the U.S. Department of Transportation (DOT). Airlines are required to allow you to store most foldable wheelchairs and assistive devices in the passenger cabin. However, battery-powered wheelchairs may need to be checked. Checking assistive devices is free of charge, and devices must be returned in the same condition. If they aren't, you can make a claim. 

Minimize the chance of misrouting or damage by requesting tags that display handling instructions, air itineraries and routing, and the assistive device's weight and battery type. Some owners of specialized equipment also like affixing a tracking device such as an Apple AirTag, which can share an item’s exact location with many airlines’ baggage departments should it get misplaced.

If you find yourself in a hassle over equipment stowage, alert a Complaint Resolution Official (CRO). Every airline must have a CRO available by telephone or in person. If the CRO can't help, call the DOT's Aviation Consumer Protection Division's Hotline at 800/778-4838. 

Fly through security like a pro.

Forestall long waits at security lines by getting approved for TSA PreCheck before you travel. If you qualify, you won't need to remove shoes, laptops, small liquids, light jackets, or belts at the airport. 

Once at security, inform a TSA security staff member of your care recipient's needs. The TSA Cares program provides Passenger Support Specialists who will handle the process with you for faster and easier entry, including private or exemption from screening. It will save you time and explanations if you apply online for a Notification Card to show TSA staff that special treatment is warranted because of disability. 

If you have questions before the trip, call the TSA Help line at least 72 hours prior to traveling. 855/787-2227, or email at TSA-ContactCenter@tsa.dhs.gov, or online. 


(Photo credit: Bill45 / Shutterstock)

Take advantage of your early boarding rights.

You are entitled to priority boarding, special seating, and assistance with boarding, deplaning, and making flight connections. Read the DOT's Disabilities Bill Of Rights. It's an impressive list, from allowing assistive devices on board to providing seating accommodations. 

Use your airport's passenger assistance program. 

Airport volunteer services are designed to reduce stress for all travelers. Find yours at the Airport Foundation Volunteer Program. Some of their support includes providing directions, pointing out needed services, escorting you to accessible bathrooms, and helping defuse problematic moments with gentle help and caring. 

The Phoenix Sky Harbor Volunteer Assistance Program earned its facility the title of The Friendliest Airport in America, and it even offers webinars on dementia travel.

When you see what a big difference a caring volunteer can make in navigating a stressful day of flying, you may be inspired to become a volunteer yourself. Apply with your local airport's group, which you can find on the Airport Foundation Volunteer Program's website
 

Adriane Berg is an expert in boomer and senior travel, host of The Ageless Traveler Podcast, co-director of Ageless Tourism, author of The Caregivers Travel Guide and Luxury Travel For Less, Representative to the United Nations from The International Federation on Ageing, winner of the JourneyWoman Solo Travel Award 2024. Website: AdrianeBerg.com.
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