Stress-Free Holiday Respite: A Carer’s Checklist for Booking STA

Updated on December 8, 2025

As a carer, you pour your heart and energy into supporting your loved one every single day. But here’s something you already know deep down: you can’t pour from an empty cup. Taking a break is beneficial and important for sustaining your caring role long-term. And that’s where Short Term Accommodation (STA) comes in.

If you’re feeling overwhelmed by the planning process, you’re not alone. Many Australian carers find the logistics of organising respite daunting. This comprehensive checklist will walk you through everything you need to know to book STA with confidence, so both you and your loved one can enjoy a stress-free break.

Short Term Accommodation (STA)

Short Term Accommodation, also known as respite care, is NDIS-funded temporary accommodation that allows participants to stay somewhere other than their usual home. It typically provides up to 14 days of accommodation at a time, with a maximum of 28 days per year, though extensions may be approved in special circumstances.

It is important to understand that STA is not for holidays. The NDIS has become increasingly strict about this distinction. Your loved one’s stay must relate to their disability support needs, whether that’s providing you respite to sustain your caring role, helping them build independence skills, or supporting them while attending key appointments.

STA is typically funded under Core Supports, and the daily rate usually covers accommodation, personal care, meals, and agreed-upon activities. However, travel costs to the accommodation, non-NDIS activities like theme park tickets, sporting events, or family travel expenses are out-of-pocket expenses.

Important steps to note before you book

1. Check NDIS plan eligibility

First things first, participants who live alone or access Supported Independent Living services cannot access STA. The funding is specifically designed to support informal carers by giving them a break. Review your loved one’s NDIS plan to see if STA is explicitly stated. If it’s not listed but you have sufficient Core Supports funding available, you may still be able to use it for STA. When in doubt, contact your Support Coordinator, Local Area Coordinator, or NDIS planner to discuss your options.

2. Choose the right provider

Location matters. Choose accommodation that’s accessible and, ideally, close to home. The NDIA may scrutinise bookings for accommodation that’s far away, as they want to ensure the stay isn’t being used as a holiday. The NDIS usually doesn’t fund individual supports in STA settings, so most funding is for group-priced accommodation. If your loved one requires one-on-one support, you’ll need written evidence supporting this request before the NDIA will approve funding.

Ask detailed questions about what’s included in the daily rate. Does it cover all meals? What activities are available? Is there access to allied health professionals if needed? Understanding exactly what you’re paying for helps avoid unexpected costs.

3. Book early

This cannot be stressed enough: popular STA facilities fill up quickly, especially during school holidays. Start your search at least 2-3 months in advance of your desired dates. Have backup dates ready in case your first choice isn’t available.

Your complete packing checklist

Once you’ve secured your booking, it’s time to pack. A well-prepared bag makes transitions smoother and helps your loved one feel comfortable in their temporary home.

Clothing (3+ sets minimum)

• Everyday wear appropriate for the season (tops, bottoms, dresses)
• At least 3 sets of pyjamas
• Underwear and socks (pack extras)
• Dressing gown and comfortable slippers
• Weather-appropriate outerwear (jacket, hat, sunglasses)
• Sturdy, comfortable footwear

Pro tip: Label all clothing with your loved one’s name, especially if they’re staying in a group setting where laundry is shared.

Personal care items

While basic toiletries are usually provided, bringing familiar items can help your loved one feel more at home:

• Toothbrush, toothpaste, and dental care items
• Deodorant and body wash/soap
• Shampoo and conditioner
• Moisturiser and any skincare products
• Hairbrush or comb
• Razor and shaving supplies (if applicable)
• Incontinence products (if needed)
• Sanitary products (if needed)

Medications and medical documentation

This is arguably the most important section of your packing list. Getting this right ensures your loved one receives proper care and avoids potential health complications.

Medication essentials:

• All current medications in their original containers or Webster/blister packs
• Completed medication chart or treatment sheet from your GP, including dosages and timing
• Any PRN (as-needed) medications with clear instructions
• Medical equipment (spacers, insulin pens, blood glucose monitors, etc.)

Documentation to provide:

• Copy of your loved one’s NDIS plan
• Current support plan or care plan
• Letter from GP detailing medical conditions, medication requirements, and any special care instructions
• Emergency contact information (at least two contacts)
• Medicare card and any private health insurance details
• Details of regular specialists and allied health professionals

Don’t forget: If your loved one has specific medical conditions like epilepsy, diabetes, or severe allergies, ensure the provider has a clear management plan before the stay begins.

Mobility and medical aids

• Walking stick or frame (clearly labelled)
• Wheelchair (if needed)
• Hearing aids with spare batteries (in a labelled case)
• Glasses and/or contact lenses with solution (in a labelled case)
• Dentures with cleaning supplies (in a labelled case)
• CPAP machine (if used for sleep apnoea)
• Any specialised equipment your loved one regularly uses

Comfort items and personal touches

Never underestimate the power of familiarity in a new environment:

• Favourite blanket or pillow
• Family photos in frames or albums
• Small mementoes or keepsakes
• Books, magazines, or audiobooks
• Tablet or mobile phone with chargers
• Music player with preferred playlists
• Puzzles, craft supplies, or hobby materials
• Board games or playing cards

Practical essentials

• Modest amount of spending money or a credit/debit card
• Sunscreen and insect repellent
• Umbrella or rain jacket
• Reusable water bottle
• Notepad and pen

Creating your emergency management plan

Establish communication protocols

Decide in advance:

• How often you’ll call or visit (if visits are allowed)
• Who the primary contact person is if you’re unavailable
• How the facility will reach you in case of an emergency
• Preferred communication method (phone, email, text)

Document special needs

Create a one-page “About Me” document that includes:

• Communication preferences and style
• Triggers for anxiety or challenging behaviours
• Calming strategies that work
• Dietary requirements and favourite foods
• Sleep routine and preferences
• Phobias or strong dislikes
• Things that bring joy and comfort

This document helps staff provide person-centred care that honours your loved one’s individuality.

Plan for potential extensions

What happens if you need to extend the stay? Discuss this possibility with the provider before booking. Remember, you can extend residential respite in 21-day blocks with assessor approval, but this requires advance planning.

Financial considerations and documentation

The NDIS typically covers accommodation, support services, personal care, meals, and activities at the facility. This is charged against your Core Supports budget.

Be prepared to pay separately for:

• Transport to and from the accommodation
• Optional activities like movie tickets, restaurant meals, or special excursions
• Personal shopping trips
• Hairdressing or beauty services
• Extra snacks or treats
• Any items lost or damaged during the stay

For smooth processing and potential reimbursement:

• Request itemised invoices showing exactly what services were provided
• Keep accommodation receipts
• Maintain records of any additional expenses
• Document how the stay supported disability-related needs

FAQs

Conclusion

Taking a break doesn’t make you selfish, lazy, or uncommitted. It makes you human. It makes you sustainable. And ultimately, it makes you a better carer.

Short Term Accommodation exists precisely because the system recognises that informal carers need support to continue their vital role. By using STA strategically and preparing thoroughly, you create opportunities for both you and your loved one to thrive. So take that breath. Pack that bag. Make that booking. You’ve got this, and your loved one will be just fine. In fact, they might discover new friendships, activities, and confidence along the way.

Check out our STA Vacancies Available now.