First-Time NDIS STA Checklist: What to Pack and Prepare

Preparing for your first NDIS Short Term Accommodation stay can feel overwhelming. What do you pack? What documents matter most? How do you prepare your participant? How much detail should you provide to the support team?

The answer is: thorough preparation reduces stress for everyone. When support workers have clear information about the participant's routines, preferences, and needs, they deliver more confident, consistent, and person-centered care. This checklist guides you through everything you need to do before the stay begins.

Before You Pack: Confirm the Details

Before gathering anything, confirm these practical details with the provider:

• Arrival and departure times — what time should you arrive and when will the participant be ready for handover?

• What the facility provides — does the provider supply bedding, pillows, towels, toiletries, or are these your responsibility?

• Dietary accommodations — what meals does the provider prepare, and what dietary information do they need?

• Equipment compatibility — if your participant uses a wheelchair, communication device, hearing aid, or other equipment, confirm the facility can support it

• Technology and personal items — can the participant bring a phone, tablet, music player, or other devices?

• Medication protocols — how does the provider receive and administer medications? Do they need original pharmacy packaging?

• Check-in procedures — what is the handover process when you arrive?

Clear answers to these questions prevent packing unnecessary items and ensure you bring what actually matters.

Essential Documents Checklist

Before packing clothing and personal items, gather critical documents. These are non-negotiable:

Support Profile

The single most important document. This should include:

• Daily routine (wake time, bedtime, meal times, activity times)

• Communication style and preferences

• Known triggers or situations that cause stress or anxiety

• What helps the participant feel calm or settled

• Behavioral patterns or responses to change

• Sensory preferences or sensitivities

• Mobility, personal care, or equipment needs

• Sleep habits, comfort items, or routines that support rest

If you do not have a formal support profile, create a detailed one-page summary before the stay. The more specific you can be, the better.

Medication List

• Complete list of all medications, supplements, and PRN (as-needed) medications

• Dosages and administration times

• Any side effects or contraindications the provider should know about

• Administration instructions (with food, at bedtime, etc.)

• PRN guidelines (when to give, frequency limits, symptoms)

• Pharmacy contact details in case questions arise

Do not assume pharmacy labels are sufficient. Support workers need written clarity from you.

Emergency Contacts

• Your phone number and backup contact

• Medical contacts (GP, specialist, hospital)

• Next of kin or other emergency contacts

• Authorization for emergency medical treatment (if applicable)

NDIS Plan Documents

• A copy of the current plan (or relevant pages)

• Plan goals that relate to the stay

• Funded supports and how community participation or skill-building is funded

Medical History and Health Information

• Recent health or behavioral changes

• Current health conditions

• Allergies or intolerances

• Immunization status (if relevant to facility policies)

• Past hospitalizations or significant health events

• Contact details for the participant's GP or specialist

Behavior Support Plan (if applicable)

• If the participant has a formal behavior support plan, provide a copy

• If not, describe what usually helps when the participant is stressed, anxious, or dysregulated

• List known triggers and effective calming strategies

Therapy Instructions (if applicable)

• Physiotherapy, occupational therapy, or speech pathology guidance

• How to support ongoing skill practice during the stay

• Any exercises or activities that should be included

Clothing and Personal Items Checklist

Everyday Clothing

• 3–4 complete daily outfits (allowing for spills, weather changes, or extended stays)

• 2 pairs of sleepwear (in case of accidents or laundry)

• Underwear and socks (7+ pairs, depending on stay length)

• Footwear for various activities (everyday shoes, outdoor shoes, slippers)

• Outerwear appropriate to season (jacket, raincoat, sweater)

• Hat and gloves if weather requires them

Label Everything

Use a permanent marker or name labels to mark every item. Items go missing during respite stays—clear labeling ensures items get returned to your participant.

Comfort Items

• Favorite blanket or quilt

• Pillow from home (optional if facility provides)

• Stuffed animal or comfort object

• Fidget toy or sensory item

• Family photo or visual comfort items

• Familiar music playlist (on phone or device, if allowed)

• Any ritual or comfort object that helps the participant settle

Comfort items, especially familiar ones, significantly ease anxiety during initial stays.

Hygiene and Toileting Essentials

Personal Hygiene Products

• Toothbrush and toothpaste

• Soap or preferred body wash (unless the facility provides)

• Shampoo and conditioner (unless facility provides)

• Deodorant (unless facility provides)

• Skincare products (if the participant uses specialized items)

• Hair brush or comb

• Nail care items (if participant uses them)

Continence and Toileting Supplies

• Continence products, pads, or pull-ups (confirm quantity with provider)

• Wipes (unless facility supplies)

• Any specialized products or creams for skin care

• Feminine hygiene products (if applicable)

Optional but Helpful

• Preferred hand cream or lip balm

• Sunscreen (if the facility will do outdoor activities)

• Insect repellent (if staying during mosquito season)

Confirm what the facility supplies to avoid packing duplicates.

Medication Management Checklist

Medications are critical. Treat this section with extra care:

Medication Preparation

• Gather all medications in original pharmacy-labeled packaging (this is essential for safety and legal reasons)

• Create a written medication schedule showing:

- Medication name, dosage, and frequency

- Time of day to administer

- Food requirements (with food, on empty stomach, etc.)

- Any interactions or side effects the provider should watch for

- PRN (as-needed) guidelines with clear instructions on when and how often to give

Administration Documentation

• If the participant takes complex medications or has a strict routine (e.g., insulin, seizure medication), create a simple administration log showing:

- What was taken at home before the stay

- When the next dose is due

- Any recent changes in medication or dosage

Provider Confirmation

• Confirm with the provider that they are authorized and trained to administer the participant's medications

• For participants on controlled substances or specialized medications, clarify protocols in advance

Emergency Medication Information

• If the participant carries an EpiPen, inhaler, or other emergency medication, ensure the provider knows exactly where it is and how to use it

Medication errors are rare when documentation is clear. Ambiguity creates risk—be thorough and specific.

Equipment and Assistive Devices Checklist

If your participant uses equipment, confirm compatibility and bring clear instructions:

Mobility Equipment

• Wheelchair (if used) with maintenance tools or charger

• Walker or mobility aid

• Instructions for use and troubleshooting

• Contact details for equipment supplier if repairs are needed

Communication Devices

• AAC (augmentative and alternative communication) device with charger

• Instructions for use

• Backup communication method (written words, picture cards)

• Technical support contact if device malfunctions

Sensory or Medical Equipment

• Hearing aids (with battery spares or charger)

• Glasses or contact lenses with solution

• Hoist equipment (if the facility does not provide)

• Pressure care equipment (if applicable)

• Any other specialized equipment

Clear Instructions

• Write simple, step-by-step setup and troubleshooting instructions

• Include photos if helpful

• Leave contact details for technical support

• Ensure the provider confirms they understand the equipment before the stay

Equipment malfunctions create stress for both the participant and support workers. Clear instructions prevent many problems.

Critical Documents and Records

Emergency Authorization

• Medical authorization form (if required by facility or for specific procedures)

• Authorization for emergency treatment

• Guardianship or enduring power of attorney documentation (if applicable)

Therapy or Support Documentation

• Behavior support plan

• Therapy recommendations or exercise instructions

• Recent medical reports or assessments (if relevant to current support needs)

Support Coordinator Contact

• Name and contact details of the support coordinator (if the participant has one)

• Plan manager contact (if applicable)

Preparing the Participant: Before the Stay Begins

Preparation is not just about packing—it is also about preparing your participant emotionally and practically:

Use Simple Language

Tell the participant in advance (timing depends on their understanding), "You are going to stay with provider name from day to day. You will sleep there, eat meals there, and do activities. I will pick you up on day."

Visual Preparation

• Show photos of the facility if available

• Use a visual schedule or social story if the participant uses these

• If possible, arrange a pre-visit so the participant can see the space

Practice Separation (if helpful)

If the participant has not been away from home, practice short separations in advance (a few hours with another trusted person).

Avoid Framing as Punishment

Never frame the stay as something the participant is being sent to because of misbehavior or as punishment. Frame it positively: "You are going to have fun activities, meet new people, and I will be thinking of you."

Bring Comfort Items

Familiar items (blanket, toy, photo) provide emotional security during the transition.

The Two-Week Pre-Stay Planning Timeline

For best results, start preparation early:

Two Weeks Before

• Contact the provider to confirm all practical details

• Begin gathering documents

• Create or update the support profile

• Compile medication information

One Week Before

• Organize clothing and personal items

• Label everything

• Review the support profile for accuracy and detail

• Prepare a clean, organized bag or suitcase

Three Days Before

• Do a final check against this checklist

• Confirm medications are in proper packaging

• Brief the provider on any last-minute updates

• Talk with the participant (if age and understanding appropriate)

Day Before

• Pack remaining items

• Final check of documents and medications

• Relax and prepare yourself mentally

Day of Arrival

• Arrive at agreed time

• Hand over all items to the provider

• Walk through the support profile and key details verbally (do not just hand over documents)

• Make sure the provider confirms they have all information

• Say goodbye clearly and calmly

Common Packing Mistakes to Avoid

• Packing too much. You do not need a week's worth of clothes for a weekend. Providers often have laundry facilities.

• Leaving out critical information. Assume nothing. Write it down. Detailed support profiles prevent misunderstandings.

• Not labeling items. Unlabeled items frequently go missing. Label everything.

• Assuming the provider knows standard routines. What is obvious at home is not obvious to a new support worker. Be explicit.

• Forgetting medications or leaving them in unsuitable packaging. Medications must be in original pharmacy-labeled bottles with clear instructions.

• Not communicating changes. If the participant has a new medication, anxiety trigger, or behavior pattern since the booking, tell the provider before the stay begins.

When to Speak With Visionary Respite and Care

If you are preparing for your first NDIS STA stay and feel uncertain about what to pack, what information to gather, or how to prepare your participant, Visionary Respite and Care can guide you through the process.

The team can help with:

• Creating a detailed support profile if you do not have one

• Organizing medication and health information

• Preparing your participant for the stay

• Answering questions about what the facility provides vs. what to bring

• Reviewing your preparation plan before the stay begins

Thorough preparation sets up everyone—participant, family, and support workers—for a successful stay. If you are unsure about any aspect, reach out. That is what the provider is there for.

Frequently Asked Questions

What is the single most important thing to bring or prepare?

The support profile. Detailed information about the participant's routine, communication style, preferences, and what helps them feel calm and settled drives everything else. Support workers can deliver confident care with a strong profile; without it, they are guessing.

Does the facility provide bedding and towels?

This varies. Always ask. Most facilities provide these items, but some ask families to bring them. Confirm in advance to avoid unnecessary packing.

What if we forget something important?

Contact the provider immediately. For most items, the provider can arrange delivery or make do. For medications or critical equipment, this is more serious—double-check before you leave.

How much contact can I have with my participant during the stay?

This depends on the participant's needs and the provider's policies. Some participants settle better with limited contact during the stay. Discuss this with the provider before arrival so you both have the same expectations.

When should I start preparing?

Ideally, begin two weeks before the scheduled stay. For first-time stays, consider starting even earlier so you have time to gather documents without rushing.

Should I include my participant in packing?

If the participant is old enough to understand and participate, involving them can help with the transition. Let them choose comfort items or watch you pack. This creates familiarity with the idea of the stay.

Resources

• Preparing for NDIS Respite Care - National Disability Insurance Agency

• NDIS Short Term Accommodation - National Disability Insurance Agency

• NDIS Quality Standards - NDIS Quality and Safeguards Commission

• Medication Safety in Supported Disability Care - NDIS Quality and Safeguards Commission

• Supporting Family Carers - Department of Social Services