About the Author: Philip Stephens is a Sydney-based traveller, author, and manual wheelchair user who has explored more than 44 countries. After sustaining a spinal injury at 18 (C4-C5 injury), travel became one of the ways Phil learned how to move through the world on his own terms. His approach is grounded in planning, systems, and real-world experience, shaped by decades of international travel. In his blogs for beyond, Phil shares the practical routines and strategies that make complex journeys possible, from airports and equipment to funding and support on the road. He is also the author of My Lucky Break.
To read more of his stories or purchase the book, visit www.iamphilipstephens.com.
You can also follow him on Instagram - @philiponwheels.
Trip planning: securing accessible accommodation, managing insurance, and using travel agents
For years, I have been fascinated by foreign cultures and the simple wonder of seeing something different. Living in Sydney, I started small, a couple of trips within Australia, and then a few others over in the South Pacific. But the real turning point was when I was asked to visit my uncle in Canada. That was my first long-haul trip, navigating the US and Canada, and it was a total success. That one journey blew my horizons wide open; suddenly, ‘anywhere in the world’ felt like a real opportunity.
These days, I have a scratch map of the world framed above my bed. Whenever I get a bit bored, I find myself staring at it, looking for new destinations to uncover. I usually plan my travels during the Australian winter so I can escape the cold, which naturally leads me to the Northern Hemisphere. Asia and Europe are my personal favourites. I just love the variety of food and culture you find over there.
Over the years, I have developed a method of operations to get a trip off the ground. This is how I move from a dream on a map to a realistic itinerary.
Research and choosing a base.
Once I have settled on a destination, my first step is always the research. I spend a lot of time online figuring out what I actually want to see, but my primary focus is always on suitable accommodation. I start by looking for hotels that I can afford and that specifically advertise as being suitable for disabled guests. I have found that sorting the ‘where I'll sleep’ part first gives me the confidence to build the rest of the trip around this aspect.
Closely following this is figuring out how I am going to get there and what it might cost. For me, it’s not about the best airline by reputation, it’s about which airline works best for me and my budget. Because I’m 188 cm tall, legroom is a non-negotiable priority. I focus on airlines that offer substantial space and, where possible, direct flights to minimise the hassle of transfers. As I have gotten older and my situation has improved, I have made it my rule to fly business class on any long-haul flight over ten hours. It’s an investment in my physical well-being. Once I have a workable framework of the trip (accommodation and airline tickets), I can start to put together an overall budget that I think I can afford, and contact my travel agent.
Why a travel agent is mandatory
In all my years of travelling, I have only ever used three travel agents. I tend to find one, build a deep relationship, and stick with them until they retire. For me, having a great travel agent isn’t just a luxury, it’s mandatory.
A good agent takes the massive weight of dealing with hotels off my shoulders. They have direct arrangements and know how to talk to the reservations teams. My current agent understands my needs so well that I don't even have to explain the basics anymore, she just knows.
Now, using an agent doesn't guarantee a hotel won't mess up, but I think it significantly reduces the chances of a mix-up. On too many trips, I’ve arrived at a hotel only to be told my accessible room was "unavailable" or simply hadn't been allocated, despite the request. When that happens, I am not on my own when pushing for a satisfactory solution. If I am not getting anywhere, I don't have to argue in a lobby while tired. I just phone my agent back in Australia. Regardless of the time, she pulls whatever strings are necessary to argue on my behalf. I feel that hotels respond better to travel agents than regular guests, though that’s just my assumption.
The "roll-in" test and insurance
When choosing a hotel, my main concern is a wheelchair roll-in accessible bathroom. It’s surprising how many different versions of ‘accessible’ exist around the world, and many are not actually fit for purpose. I ask my travel agent to get specific photos and measurements of the bathrooms and showers directly from the hotel staff to determine whether it works for me or not. I never assume the photos on a website are accurate; I need to see the reality.
Another great thing about travel agents is that they can recommend travel insurance and sometimes get me a bit of a discount. I have four pre-existing medical conditions, and for me, the priority isn't the cost—it's ensuring those conditions are covered. My personal checklist for insurance includes:
Insurance companies aren't always consistent in their policies. I once had to take out two separate policies for a single trip just to get the full coverage I wanted. I remember being stuck in Fiji during a cyclone and being so grateful my insurance covered the extra nights and flight changes. More recently, I had a cardiac issue in Panama, and having that policy meant I could claim on my insurance and focus on getting better.
The final piece: transfers
The final box I tick is arranging private transfers from the airport to the hotel and back. I do this to remove the stress of trying to find on-the-spot taxis that can accommodate all my luggage. With at least five pieces of gear, including the commode, it’s far too much to expect my carer to handle by himself while also managing my chair.
Pre-arranging these transfers makes the whole exercise smooth and stress-free. Whenever I travel with someone for the first time, they always tell me how much they appreciate the ease of getting from the airport to the hotel.
Travel made simple
Planning a complex international trip can feel like a mountain to climb, but I have found that by following this method, it all becomes manageable. It’s all about creating layers of protection, from the right insurance to a travel agent who has my back. When those pieces are in place, I can stop worrying about the logistics and start focusing on the wonders of the world.
Check out Philip's video on his travels!
Disclaimer
This article reflects the personal experiences and opinions of the author. Travel experiences, accessibility, and outcomes can vary widely depending on individual needs, equipment, destinations, and service providers. Information shared is intended as general guidance only and should not be considered professional, medical, or legal advice. Always check current accessibility information and make decisions based on what works best for you.
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