How to arrange airport special assistance
You do not have to navigate the planning alone. Clear information early in the booking process helps the airline and airport arrange appropriate support.
Before you fly · 4 min read
The quick answer
Request assistance when booking, or ideally at least 48 hours before departure. Explain the help you need at every stage and keep written confirmation from the airline or booking provider.
Describe what would help you travel
Start with practical needs: long walking distances, steps, boarding, finding your way or communicating with staff. Assistance is not limited to wheelchair users; the CAA's guidance also recognises hidden disabilities.
You can tell Travelcart about an assistance need when requesting a quote. Focus first on the help required to choose a workable journey. Detailed medical information, where required by the airline, should go through the appropriate private process.
Request support early and confirm it
The CAA advises arranging assistance at booking or at least 48 hours before departure where possible. Ask for written confirmation and check that departure, connecting flights and arrival are included.
If you are travelling sooner, still contact the airline or agent promptly. Explain the timing and ask what can be arranged. Keep the response with your itinerary so you can show the request if needed.
Raise equipment and onboard needs separately
Tell the airline in advance about a powered wheelchair, mobility aid or medical equipment. Have its dimensions and relevant manufacturer details available. Equipment acceptance, battery arrangements and any medical clearance need specific confirmation.
Airport assistance is different from personal care throughout a flight. Cabin staff are not expected to provide help with eating, taking medication or using the toilet. If you need that support, discuss appropriate arrangements with the airline before booking.
Make a simple plan for travel day
Find the assistance meeting point and the time you should report there. Ask about the route from your transport drop-off, boarding arrangements and what will happen during any connection. Keep the contact details somewhere accessible.
The CAA describes free assistance rights for eligible journeys, including departures from UK airports; arrangements outside the UK can differ. Check every part of an international itinerary rather than assuming an identical service at all airports.
If a journey looks unnecessarily tiring, tell your adviser which part concerns you. A different departure time or connection may be worth comparing alongside the fare.
Your checklist
- Practical assistance needs described
- Request made and written confirmation saved
- Equipment or onboard requirements confirmed
- Meeting points and reporting times checked
Questions and answers
Is assistance only for wheelchair users?
No. It can also support passengers with reduced mobility or hidden disabilities. Explain your needs to the airline or airport.
What if my flight is less than 48 hours away?
Contact the airline or booking provider straight away. Ask what can be arranged and allow the extra time they recommend.
Does airport assistance include personal care onboard?
Not necessarily. Needs such as help with medication, eating or using the toilet require a separate discussion with the airline.
Can Travelcart help me request assistance?
Yes, tell us when discussing your Travelcart booking. We can help communicate the request and identify the confirmation needed from the airline.
Keep planning your journey
Sources and latest guidance
Last checked: 2026-09-13