Arranging Wheelchairs: Navigating Airports With Ease

If you or someone you're travelling with has a disability, it's important to know how to arrange for a wheelchair at the airport. Airlines and airports offer a variety of options for individuals seeking wheelchair assistance, and it's best to notify your airline before you fly and arrive early to ensure your reservation. Here's what you need to do to arrange for a wheelchair at the airport.

Arranging wheelchair assistance in advance

Contact the Airline and Airport:

Call the airline you are flying with at least 48 hours before your departure. Inform them of your wheelchair requirements and request any special assistance you may need. You can also call the airport directly to ensure that your needs are communicated to the necessary departments.

Review Wheelchair Guidelines:

Visit the airline's website and review their "accessibility" section to understand their policies on personal wheelchairs, stowing battery-powered chairs, and using wheelchair equipment to board the plane. Check the sizing requirements for your wheelchair to ensure it meets the restrictions for bringing it on board.

Complete Wheelchair Information Forms:

Some airlines provide wheelchair information forms on their websites, which you can fill out to provide details about your specific needs. These forms can include information such as your name, flight details, and the type of assistance required.

Request Special Assistance:

When booking your trip online or through the airline's app, look for the "Add special assistance" or "Special Services" section to indicate your need for wheelchair assistance. If you have already booked your trip, you can usually go back and add special assistance to your reservation using a confirmation code or by logging into your account.

Provide Advance Notice:

It is recommended to provide advance notice of your wheelchair assistance needs. This allows the airline and airport to make the necessary preparations to accommodate your accessibility requirements.

Prepare for Travel:

If you are travelling with a personal mobility device, such as a manual or battery-powered wheelchair, prepare by learning the device's measurements and informing the airline at least 48 hours before your trip. This will help ensure your device can be safely accommodated and transported.

Arrive Early:

Plan to arrive at the airport at least 1-2 hours earlier than you normally would. This will give you ample time to check-in, go through security, and board the plane without feeling rushed. It also ensures that you can receive your requested assistance promptly.

Checking airline wheelchair guidelines

Review Airline's Website:

Visit the website of the airline you plan to fly with and navigate to the "accessibility" or "disability services" section. This section will provide you with important information on their policies regarding wheelchair assistance and the use of personal wheelchairs. Understanding these guidelines will help you know what type of assistance and accommodations to expect.

Sizing Requirements:

If you plan to bring your own wheelchair, it is crucial to check the sizing requirements specified by the airline. Different airlines may have varying size restrictions, so ensure that your wheelchair complies with their guidelines. The typical size requirement is often around 33 inches by 34 inches (84 cm by 86 cm), but it's always best to verify with the specific airline.

Complete Wheelchair Information Forms:

Some airlines provide wheelchair information forms on their websites, which you can fill out before your travel date. These forms allow you to provide details about your wheelchair requests and any specific assistance you may require. Completing these forms in advance can help streamline the process and ensure that the airline is prepared to meet your needs.

Contact the Airline:

If you have any questions or concerns, don't hesitate to contact the airline directly. Reach out to their customer service or accessibility department to inquire about their wheelchair assistance policies and make any necessary arrangements. This is especially important if you are unsure about the availability of forms or have unique requirements.

Provide Advance Notice:

It is highly recommended to provide advance notice to the airline about your wheelchair assistance needs. This allows them time to make the necessary preparations and ensure that your accessibility needs are met. Contact them at least 48 hours before your flight to make a wheelchair reservation and inform them of any specific details or requirements.

Be Aware of Battery-Powered Wheelchairs:

If you are travelling with a battery-powered wheelchair, be aware that you may need to arrive at the airport earlier than the standard check-in time. Additionally, there may be specific guidelines for handling and storing these types of wheelchairs during the flight.

Know Your Rights:

Familiarize yourself with the Air Carrier Access Act (ACAA) and your rights as an airline passenger with a disability. The ACAA prohibits discrimination against individuals with disabilities and ensures that airlines provide the necessary assistance. If you encounter any issues or feel that your rights have been violated, you can ask to speak with a Complaints Resolution Official (CRO) at the airport.

Checking wheelchair size requirements

Checking your wheelchair meets the size requirements is an important step in arranging wheelchair assistance at the airport. Airlines vary in their wheelchair size restrictions, so it is important to check with your chosen airline. The typical size requirement is around 33 inches by 34 inches (84 cm by 86 cm) and under.

To check the size requirements, visit the airline's website and review the "accessibility" section. Here, you will find information on wheelchair guidelines and policies. If you cannot find the information online, you can call the airline's customer service line. They will be able to provide you with the sizing restrictions and guide you through the process.

If you are bringing your own wheelchair, it is essential to confirm that it meets the sizing requirements. In the event that your wheelchair is too large to bring on board, you can stow it in the cargo area and use an airport wheelchair instead. Most battery-powered wheelchairs are too large and heavy to be stowed in the seating portion of the aircraft and will need to be transported in the cargo area.

Some airlines may have wheelchair information request forms on their websites, which can be helpful in providing them with the necessary information about your wheelchair, including its size, weight, and battery type. This allows the airline to safely and properly handle your wheelchair.

Additionally, it is recommended to provide advance notice to the airline if you plan to travel with your wheelchair. This will enable them to make the necessary accommodations and ensure that your accessibility needs are met.

Filling out a wheelchair information form

• Timing: It is recommended to request wheelchair assistance as early as possible, preferably at the time of booking your flight. Most airlines ask that you make such requests at least 48 hours in advance. This allows them to make the necessary arrangements and ensure a seamless journey.
• Location: To find the wheelchair information form, visit the airline's website. Look for a section labelled 'Special Assistance', 'Special Service Request', or 'Additional Info'. If you're unable to locate it, contact the airline directly or refer to their special assistance number.
• Personal Information: The form will ask for your personal details, including your name, contact information, and flight details such as flight number, location, destination, and dates of departure and return.
• Assistance Needs: Specify the type of assistance you require. For example, do you need assistance with mobility throughout the airport, or only at specific points, such as boarding and disembarking? Do you require an aisle chair or a ramp to get your wheelchair on the plane? Would you like to bring your own wheelchair on board, and if so, what are its dimensions and power source?
• Medical Information: Depending on your situation, you may need to provide medical information to support your request. Some airlines, like Air India, require passengers with critical medical conditions or those needing oxygen during the flight to fill out a Medical Information Form (MEDIF) to be submitted by your physician.
• Battery-Powered Devices: If you are travelling with a battery-powered wheelchair or mobility aid, you must provide specific details about the device to the airline. This includes the number of batteries, their Watt-Hour (WH) or ampere-hour (AH) rating, and whether they are detachable. Ensure you are familiar with the airline's guidelines and any applicable regulations, such as the IATA Dangerous Goods Regulations.
• Review and Submit: Once you have completed the form, carefully review your responses to ensure they are accurate and provide all the necessary information. Then, submit the form according to the airline's instructions.

Remember, each airline may have a slightly different process and form, so always refer to their specific guidelines. If you have any questions or concerns, don't hesitate to contact the airline directly. They are committed to providing a positive travel experience for all passengers and will work with you to accommodate your needs.

Requesting assistance on the day of your flight

Once you arrive at the airport, find a member of the check-in staff and ask about getting wheelchair assistance. You will likely need to wait for the wheelchair to arrive, so it is important to build this time into your schedule.

If you are travelling with your own wheelchair, you will need to check it in at the boarding gate. Airlines do not permit passengers to use their own wheelchairs during the flight. If your wheelchair requires disassembly, bring instructions.

If you need wheelchair assistance on the plane, you will likely board before other passengers. Communicating your needs and abilities will help the wheelchair attendant and flight attendants provide you with the best possible help.

It is important to tip your wheelchair attendant. Many wheelchair attendants in the US are paid below the minimum wage.

Frequently asked questions