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

  • Writer: Visionary Respite
    Visionary Respite
  • Jan 23
  • 10 min read


















Imagine dropping your loved one off at their first NDIS short-term respite stay, only to

realise you've forgotten their essential medication, comfort items, or important documentation. The anxiety of wondering if they have everything they need can overshadow what should be a restorative break for both of you. This isn't just inconvenient—it can disrupt their care routine, cause unnecessary stress, and in some cases, require an emergency return home to collect forgotten items.


First-time NDIS short-term respite can feel overwhelming for families across Sydney, Melbourne, Brisbane, and regional Australia. While some last-minute items can be purchased or borrowed, proper preparation ensures your loved one feels comfortable, safe, and supported from the moment they arrive. A comprehensive checklist eliminates guesswork and gives both participants and carers peace of mind.


In this guide, we'll explore what to pack for respite care, essential documentation requirements, comfort items that ease transitions, and when to consult with your NDIS support coordinator or respite provider for personalised guidance.



What Is NDIS Short-Term Respite?


NDIS Short-Term Respite (previously called NDIS Short-Term Accommodation) provides temporary stays away from home in supported environments. It serves multiple purposes:


• Carer respite - Gives primary carers essential breaks to rest, work, or attend to personal matters 

• Skill development - Participants practice independence in supported settings

• Social connection - Opportunities to engage with peers and new activities 

• Transition preparation - Tests longer-term accommodation options 

• Emergency coverage - Addresses sudden carer unavailability or family crises


Understanding respite as more than just "time away" helps frame it as a positive development opportunity rather than a separation experience.



Essential Items to Pack for NDIS Short-Term Respite


Documentation and Administrative Essentials


  • NDIS Plan and Service Agreement: Bring a printed copy of your current NDIS plan, particularly pages showing your STA funding allocation. Include the signed service agreement with your respite provider. These documents clarify what supports are covered and help staff understand approved funding levels. Keep originals at home and pack certified copies.


  • Medical Information Sheet: Create a comprehensive one-page medical summary, including diagnosed conditions, allergies, current medications with dosages, treating specialists with contact details, and Medicare/private health insurance numbers. Gold Coast and Brisbane families should include hospital preferences if multiple options exist in their area.


  • Medication Management Plan: Pack a Webster pack or clearly labelled medication in original pharmacy containers. Include a medication authority form if you want staff to administer medications. NSW and Victorian regulations require specific documentation for medication administration—check with your Melbourne or Sydney provider about their requirements.


  • Communication Profile: If your loved one is non-verbal or has unique communication methods, provide a communication dictionary. Include photos, symbols, or phrases they use, along with their meanings. Document how they express pain, discomfort, happiness, or specific needs.


  • Emergency Contacts: List primary contacts with mobile numbers, work numbers, and availability windows. Include backup contacts if primary carers are unreachable. Add your NDIS support coordinator's contact details and your local GP's after-hours number.



Personal Care and Comfort Items


Clothing for All Weather 

  • 2-3 full outfits per day (account for spills or activities) 

  • Pajamas or nightwear 

  • Comfortable indoor and outdoor shoes 

  • Jacket or jumper (air conditioning varies by facility) 

  • Hat and sunscreen for Queensland respite stays 

  • Underwear and socks (pack extras) 

  • Specialised clothing if required (compression garments, AFOs-compatible pants)



Toiletries and Personal Hygiene 

  • Shampoo, conditioner, and body wash (familiar brands reduce sensory stress)

  • Toothbrush, toothpaste, and dental care items

  • Deodorant and skincare products

  • Hairbrush or comb

  • Nail clippers

  • Incontinence supplies if needed (specify brands in notes)

  • Menstrual products with clear usage instructions

  • Electric razor rather than disposable razors (safety consideration)



Comfort and Familiarity Items

  • Favourite pillow or blanket (familiar scents ease transitions)

  • Comfort toy, weighted blanket, or sensory item

  • Family photos in unbreakable frames

  • Music player with preferred playlists

  • Books, magazines, or communication devices

  • Fidget toys or stim items

  • Nightlight, if used at home


Medical Equipment and Assistive Technology


Mobility and Daily Living Aids


Pack any equipment your loved one uses daily: wheelchairs (check if the facility provides charging), walkers, communication devices with chargers, hearing aids with spare batteries, glasses with protective cases, and orthotics or braces. Label everything with permanent marker or engraved tags.


Medical Devices and Supplies


Bring feeding tubes with spare parts, ostomy supplies with extras, diabetes management equipment, seizure rescue medications, asthma inhalers and spacers, EpiPens (check expiry dates), and continuous glucose monitors or insulin pumps with clear operating instructions.


Specialized Equipment


If your loved one uses CPAP machines, oxygen concentrators, or specialised positioning equipment, confirm with the Perth, Adelaide, or other regional facility whether they can accommodate these devices. Some providers include equipment in their services; others require participants to bring their own.


Preparing Your Loved One for Their First NDIS Respite Stay


Emotional and Psychological Preparation


Social Stories and Visual Schedules


Create a photo story showing the respite location, their room, common areas, and staff members. Visual schedules reduce anxiety for participants with autism or intellectual disabilities. Many Melbourne and Sydney NDIS STR providers offer pre-stay tours—request one at least a week before the booking.


Gradual Introduction Process


If possible, arrange a short visit before the overnight stay. Have lunch at the facility, meet key staff, and explore the space. This familiarisation reduces first-day anxiety significantly.


Positive Framing


Frame respite as an exciting opportunity rather than a separation. Focus on activities they'll enjoy, new friends they might meet, and skills they'll practice. Avoid phrases like "we need a break from you"—instead, say "you're going to have fun while we take care of some things at home."



Practical Preparation Steps


  • Test run routines - Practice their bedtime routine away from home, perhaps at a relative's house

  • Pack together - Let them choose comfort items to include (promotes ownership)

  • Create a countdown - Visual countdown calendar for the week before respite

  • Schedule check-ins - Arrange video calls if separation anxiety is significant

  • Plan the pickup - Give them a specific pickup time and follow through precisely


When to Consult Your NDIS Support Coordinator or STR Provider


Provider-Specific Requirements


Different respite facilities across Brisbane, the Gold Coast, regional Victoria, and NSW have varying policies. Contact them 2-3 weeks before your stay to clarify:


  • Food policies - Can you bring special diet foods? Do they accommodate cultural food preferences?

  • Medication protocols - What documentation do they require for medication administration?

  • Technology rules - Are mobile phones, tablets, or gaming devices permitted?

  • Visitor policies - Can family visit during the stay? What are the hours?

  • Activity schedules - What's included? Should they bring sports equipment or art supplies?

  • Laundry services - Will clothes be washed, or should you pack enough for the entire stay?

  • Prohibited items - What cannot be brought due to safety or policy reasons?


Complex Medical Needs Considerations


If your loved one has complex health requirements, schedule a pre-admission meeting with the clinical nurse or care coordinator. Discuss:



  • Nursing availability - 24/7 nursing coverage or specific shift times

  • Emergency protocols - Which hospital do they use, and ambulance response times

  • Specialised training - Staff competency with your loved one's specific conditions

  • Equipment compatibility - Power supply requirements for medical devices

  • Dietary management - Tube feeding, texture-modified foods, or allergy protocols



Downloadable Checklist: Complete Packing List for NDIS Short Term Respite


Documents (Pack in waterproof folder)

□ NDIS plan copy

□ Service agreement

□ Medical information sheet

□ Medication authority form

□ Communication profile□ Emergency contact list

□ Allergy action plans□ Photo ID for participant


Medications

□ All current medications in original containers

□ Webster pack if applicable

□ Rescue medications (seizure, allergy, asthma)

□ Medication schedule document

□ Contact details for prescribing doctors


Clothing

□ Underwear (enough for duration + 2 extras)

□ Socks (enough for duration + 2 extras)

□ Day clothes (2-3 outfits per day)

□ Pajamas (2 sets)

□ Jacket/jumper

□ Shoes (indoor and outdoor)

□ Hat and sunscreen


Personal Care

□ Toothbrush and toothpaste

□ Shampoo and conditioner

□ Body wash/soap□ Deodorant

□ Hairbrush/comb□ Skincare products

□ Incontinence supplies (if needed)

□ Menstrual products (if needed)

□ Nail care items


Comfort Items

□ Favourite pillow or blanket

□ Comfort toy or weighted item

□ Family photos

□ Music player with headphones

□ Books or magazines

□ Sensory/fidget items

□ Nightlight (battery-operated)


Equipment

□ Mobility aids (wheelchair, walker)

□ Communication device + charger

□ Hearing aids + batteries

□ Glasses + case□ Orthotics/braces

□ Medical devices (as required)

□ Spare parts for equipment

□ Chargers for all electronic devices


Optional Items

□ Tablet or phone (if permitted)

□ Favourite snacks (check food policy)

□ Sports equipment for activities

□ Art supplies

□ Board games or puzzles

□ Swimming gear (if pool available)


Download the checklist here:




What NOT to Pack for NDIS Short Term Respite


Understanding what to leave at home is equally important:


  • Valuable jewellery or heirlooms - Risk of loss or damage

  • Large amounts of cash - Most facilities discourage this; small amounts for vending machines only

  • Weapons or sharp objects - Even decorative items may be prohibited

  • Alcohol or non-prescribed substances - Policy violations

  • Inappropriate media - Age-appropriate content only

  • Excessive electronics - Check facility limits on devices

  • Perishable foods - Unless specifically approved for dietary needs

  • Pets - Unless pre-arranged as approved support animals

  • Prohibited materials - Aerosols, candles, or other fire hazards


Post-Packing Communication with Your NDIS Respite Provider


Send a Pre-Arrival Email


Two to three days before the stay, send a confirmation email to the Sydney, Melbourne, Brisbane, or regional facility, including:


Subject Line: "[Participant Name] - Arrival Checklist for [Date]"


Email Content:


  • Confirmed arrival time

  • Transportation method

  • Special notes since last communication

  • Any recent changes to medications or health status

  • Reminder of specific dietary requirements

  • Emergency contact availability during stay

  • Preferred communication method for updates (phone, email, SMS)


Drop-Off Day Briefing


Arrive 15 minutes early for check-in. During handover:


  • Walk through the packed items with the staff

  • Highlight any recent changes in behaviour or health

  • Share current mood or concerns

  • Demonstrate any specialised equipment if staff are unfamiliar

  • Leave written instructions for complex routines

  • Say goodbye confidently (prolonged emotional departures increase participant anxiety)

  • Confirm pickup time and required notice period



Supporting Your Loved One During Their NDIS STR Stay


Maintaining Connection Without Interference


Scheduled Check-ins: Arrange specific times for video calls or phone conversations. Daily evening calls work well for many families. Avoid excessive check-ins that prevent your loved one from engaging with respite activities.


Communication with Staff Most Gold Coast, Brisbane, and Melbourne NDIS respite providers send daily updates via SMS or email. Respect their communication protocols—avoid calling multiple times per day unless there's a genuine emergency.


Trusting the Process First often includes adjustment periods. Minor homesickness is normal. Providers are trained in transition support and will contact you if intervention is truly needed.



When to Intervene or Pick Up Early

Warning Signs That Require Action


Contact the facility immediately if you hear:


  • Significant health changes (fever, injury, behavioural crisis)

  • Extreme distress that staff cannot de-escalate 

  • Medication errors or missed doses 

  • Unsafe situations or inadequate supervision

  • Participant requesting to come home persistently


Normal Adjustment vs. Genuine Problems


Normal Adjustment:


  • First-night nerves or mild homesickness

  • Takes time to warm up to new staff

  • Initially reluctant to participate in activities

  • Mentions missing home but engages when redirected


Genuine Problems:


  • Refuses all food and fluids for extended periods

  • Self-harming behaviors not typical at home

  • Aggressive outbursts significantly beyond baseline

  • Complete withdrawal with no staff engagement

  • Physical illness or injury


Trust your instincts—you know your loved one best. Reputable NDIS providers across Perth, Adelaide, regional Queensland, and Victoria welcome family concerns and work collaboratively to address issues.



Planning for Future NDIS Short-Term Respite Stays

Building Respite into Regular Routine

Many families find that regular, scheduled respite works better than sporadic bookings. Consider:


  • Monthly weekend stays - Predictable routine reduces anxiety

  • School holiday programs - 3-5 day stays during vacation periods 

  • Emergency respite arrangements - Pre-register for urgent availability

  • Gradual duration increases - Start with 1 night, build to 3-5 nights as comfort grows



Refining Your Packing System

After the first stay, you'll identify what was genuinely needed versus what went unused. Create a permanent "respite bag" that stays mostly packed with duplicates of frequently used items. Add a customised checklist specific to your loved one's needs.



Building Trust with Your NDIS STR Provider

Strong provider relationships make future stays smoother. After the first stay:


  • Provide feedback on what went well and what could improve

  • Share any new information about your loved one's needs

  • Ask for written summaries of activities and behaviours during the stay

  • Discuss goals for the next visit (skill development, social connection)

  • Maintain consistent booking relationships when possible



How Visionary Respite and Care Supports First-Time NDIS Respite Participants


At Visionary Respite and Care, we understand that first respite stays are significant milestones for families throughout Brisbane, Gold Coast, and across Queensland. Our experienced teams provide comprehensive pre-admission support, including facility tours, detailed orientation materials, and flexible communication options throughout your loved one's stay.


We welcome participants with complex needs, offering 24/7 nursing coverage, accessible facilities, and person-centred care plans developed in collaboration with families. Our Gold Coast locations feature comfortable, home-like environments designed to reduce anxiety and promote positive respite experiences.


If you're planning your first NDIS short-term respite stay, Visionary Respite and Care's support coordinators can guide you through the preparation process, answer questions about what to pack, and ensure your loved one's specific needs are accommodated. Contact Visionary Respite and Care today to arrange a pre-admission tour or discuss how we can support your family's respite goals throughout Queensland.



Frequently Asked Questions About NDIS Short-Term Respite Preparation


• What if I forget to pack something important?


Most respite facilities keep emergency supplies of common items like toothbrushes, basic clothing, and toiletries. Contact staff immediately if you realise something essential was forgotten—they can often arrange for you to drop it off or purchase it locally with reimbursement from your NDIS plan if appropriate.


• Should I label all items or just some?


Label everything possible with permanent marker or iron-on labels. Include participant name and contact number. This prevents loss and helps staff identify belongings during packing for return home.


• Can my loved one bring their own food due to dietary restrictions?


Most NDIS respite providers accommodate dietary requirements with advance notice. If specific brands or preparations are critical (texture sensitivities, cultural preferences), discuss this during pre-admission planning. Many Brisbane and Melbourne facilities welcome supplemental foods for complex dietary needs.


• What happens if medications run out during the stay?


Ensure you pack enough medication for the entire stay, plus 2 extra days. If an extended stay is required, most providers can arrange prescription refills with your GP's authorisation. Leave pharmacy contact details with staff at check-in.


• How do I pack for different seasons in Queensland vs Victoria?


Queensland NDIS respite facilities require sun protection year-round and lighter clothing. Victorian and NSW facilities need layering options—heated indoors, but cold outdoor activities in winter. Always pack for variable indoor air conditioning regardless of location.



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