First-Time NDIS Short-Term Respite Checklist: What to Pack and Prepare

Kirsty Savage
Mar 28
6 min read

Getting ready for a first NDIS Short Term Respite stay involves more than just packing a bag. Good preparation makes a real difference to how the participant settles in, how support workers can meet their needs, and how confident families feel handing over care. Without a checklist, it is easy to miss something important.

This guide gives you a practical, step-by-step checklist covering everything to pack and prepare before an NDIS Short Term Respite stay. Whether it is the participant's first stay or a return visit, having a thorough preparation routine reduces last-minute stress and sets a positive tone from the start.

Before You Pack: Confirm the Details With the Provider

Before preparing anything, confirm the following with the provider:

The exact start time, address, and contact name for arrival
Whether the participant needs to bring bedding, towels, or toiletries, or whether these are provided
What food and snacks to send, and whether the provider can accommodate all dietary needs
Whether the participant's specific equipment (wheelchair, hoist, communication device) will be accommodated
Who to call if something needs to be changed or there is a concern during the stay
What the handover process looks like at the end of the stay

Having this confirmed in advance avoids gaps on arrival day.

Clothing and Personal Items Checklist

Pack enough clothing for the full length of stay, plus one or two spare sets in case of accidents or spills.

Enough outfits for each day of the stay, plus two spare changes
Comfortable sleepwear
Underwear and socks (more than the number of days if the participant uses continence products)
Appropriate footwear for indoor and outdoor activities
A warm jacket or jumper even in warmer months (facilities can vary in temperature)
Hat and sunscreen if outdoor activities are planned
Any specific clothing supports such as compression garments or orthotics

Label all clothing with the participant's name to prevent items being lost or mixed up.

Hygiene and Toileting Items Checklist

Check whether the facility provides toiletries or whether you need to bring your own.

Toothbrush and toothpaste
Shampoo, conditioner, and body wash (if not provided)
Deodorant
Hairbrush or comb
Any continence products the participant uses (nappies, pads, pull-ups)
Skin care products or barrier creams outlined in the participant's care plan
Feminine hygiene products if required
Nail file or clippers if the participant needs regular nail care

If the participant has specific hygiene routines or sensory sensitivities around textures and products, include a note explaining what works and what to avoid.

Medication Checklist

Medication management is one of the most critical parts of respite preparation. Do not leave this to the last minute.

Original packaging for all medications with the pharmacy label visible
A complete medication list with dosage, timing, route of administration, and storage requirements
A medication administration record or instruction sheet for complex regimes
PRN (as-needed) medication with clear written instructions on when and how to use them
Enough supply to cover the full stay plus a day or two extra
Any inhalers, EpiPens, or medical devices with instructions for use
Written consent for the provider's medication administration if needed under the participant's plan

Confirm with the provider before the stay that they have the training and approval to administer the participant's medications.

Equipment Checklist

List any equipment the participant uses daily and confirm in advance whether the facility can accommodate it.

Manual or powered wheelchair and charger
Communication device and charger
Hearing aids and spare batteries
Glasses or vision aids
Hoists or transfer belts (check whether the facility has compatible ceiling hoists or floor hoists)
Specialised seating or positioning equipment
Bed rail or safety equipment if used at home
CPAP machine and power adapter if used overnight
Feeding equipment or modified utensils if required

Bring clearly written instructions for using any specialist equipment so support workers can operate it safely.

Comfort and Sensory Items Checklist

Familiar items can significantly reduce anxiety during a first or unfamiliar stay.

A favourite soft toy, blanket, or pillow from home
A preferred music playlist on a charged device
Sensory fidget toys or comfort items
Books, magazines, or activity materials the participant enjoys
Noise-cancelling headphones if the participant is noise-sensitive
A small photo of family members or familiar people if this helps the participant feel grounded
A social story or visual schedule about the respite stay if this is part of the participant's communication toolkit

Documents and Information to Give the Provider

This is the part that most often gets overlooked in the rush of packing. Give the provider a written copy of each of the following:

Participant support profile covering daily routine, communication style, preferences, and known triggers
Emergency contact list (at least two contacts with phone numbers)
Behaviour support plan if the participant has one
NDIS plan details or funding confirmation relevant to the stay
Any relevant medical history or health conditions that affect support delivery
Swallowing or eating guidelines if the participant has a swallowing assessment
Any specialist therapist instructions relevant to the stay (physiotherapy exercises, speech strategies)

These documents help the support team deliver consistent, safe, and participant-centred care from the moment the participant arrives.

Preparing the Participant for the Stay

Practical preparation matters, but so does emotional and communication preparation for the participant.

Talk about the stay in advance using simple, calm explanations of what will happen
If available, use social stories or visual cues to explain what the respite setting will look like
Show the participant photos of the facility if the provider can share them
Explain who will be looking after them and that their family will come back to collect them
Arrange a pre-visit to the facility if the provider offers this
Avoid framing the stay in a way that suggests something is wrong or the family is leaving them

For some participants, preparation needs to begin days or even weeks before the stay. Speak with the participant's support team about the best approach for the individual.

When It May Help to Speak With Visionary Respite and Care

If you would like guidance tailored to the participant's specific needs, Visionary Respite and Care can walk you through the preparation process, confirm what to bring, and ensure everything is in place before the stay begins.

Explore our respite care services, review assistance with self-care, or reach out to the team to ask questions before the first booking.

FAQ

What are the most important things to prepare before a first NDIS Short Term Respite stay?

The most important items are the participant's support profile, medication list with packaging, emergency contacts, and any equipment the participant uses daily. These ensure the support team can meet the participant's needs safely from day one.

Does the participant need to bring their own bedding and towels?

This varies between providers. Some residential facilities provide bedding and towels as part of the service. Others ask families to bring them. Confirm this with the provider before packing.

What if I forget something important at the start of the stay?

Contact the provider as soon as you notice the gap. Most providers can work with families to get essential items to the participant during the stay if needed. For critical items like medication, act immediately.

Should I call the participant during the stay?

This depends on the participant. For some, regular contact with family helps. For others, frequent calls can make settling in harder. Discuss this with the provider and consider what has worked in the past. The provider can advise based on what they observe during the stay.

How far in advance should I start preparing?

Start preparing the documents and participant profile at least two weeks before the stay. Packing can happen in the final few days. If it is the participant's first stay, beginning the preparation and conversation even earlier gives time to address any concerns.