Traveling with video production gear can be a hassle, but it doesn't have to be. With the right preparation and know-how, you can streamline the process and ensure that your equipment arrives safely and securely at your final destination. In this blog post, we'll cover some important tips and tricks for packing and transporting your gear, including being selective with what you bring, securing your equipment in protective cases, carrying on the essentials, checking bags with added security measures, and using rewards credit cards to save money on fees. Plus, we'll share how to avoid overweight baggage fees. Let's dive in!

As you're packing your gear, it's important to remember that not everything has to come with you. If there are items that aren't essential for the shoot, leave them at home. As badly as you might want that gimbal shot, if the project doesn’t require it then feel free to leave it at home. Besides, as long as you aren’t traveling somewhere remote you can always rent you need when you arrive at your destination.

What’s In Your Carry On?

When it comes to carrying on your gear, it's essential to pack the items that are most critical to the success of your shoot. By bringing your camera, lenses, memory cards, camera monitor, and lithium-ion batteries with you on the plane, you can ensure that you have the equipment you need to get started as soon as you arrive at your destination. Additionally, carrying on your gear provides you with the peace of mind that comes with knowing your equipment is with you at all times. In the unfortunate event that your checked baggage gets lost or delayed, having your essential gear with you can be a lifesaver. For example, if you were traveling to a remote location to shoot a documentary and your checked bag, containing your tripod or lighting equipment, was lost, you could still use your carry-on gear to capture footage and complete the shoot. While it might not be the ideal situation, you can at least get some of the footage you need while you sort out what’s happened to your luggage. By prioritizing your essential gear and keeping it with you, you can ensure that you're prepared for any situation and ready to capture incredible content.

Here’s a short list of items we typically carry on the plane for our shoots:

Camera Body

Lenses

Memory cards (and reader if needed)

Gimbal

Camera monitor (if using DSLR or mirrorless camera)

* Lithium ion batteries (these cannot be in checked luggage)

Checking Bags

There are a few things you can do to make sure your equipment arrives safely. First, check the airline's website for any restrictions on checked baggage. Some airlines have weight limits and other restrictions that may not be obvious when booking flights online. Additionally, be sure to check if the airline charges a fee for checked luggage, and if there is an increase in price for luggage that is over the weight limit.

If possible, secure all of your equipment in hard cases made specifically for traveling with video production gear (like Pelican or SKB). These cases will protect against bumps and drops while also providing extra security against theft when traveling. For an extra layer of security, you can find TSA approved locks for less than $15 to put your mind at ease.

One thing we like to do here at Twin Voyage is use apple airtags or something similar to help track our checked bags. These small devices are attached directly into our checked luggage so we can track its exact location right from our phone. Being able to see your luggage is on board or has made it to your final destination right on your phone can help calm even the most anxious of traveling creatives.

Overweight Bags

Many airlines charge an additional fee for checked luggage that is over the weight of 50lbs. When traveling with production equipment and hard cases, its easy to go over this limit several times over. To avoid this extra expense, use a media pass when checking in at the airport. A media pass is an identification card that shows the airline you and your production team are traveling for a media related purpose. With this credential, many airlines will allow you to check overweight luggage at a flat rate, typically around $40, that weighs up to 100 pounds.

If you’re wondering how exactly to obtain the media pass, the answer is simple. You can create it yourself. Using apps like Canva or Photoshop, you can create your own media pass accepted by most major airlines. All that needs to be included is a photo of yourself, your name, the name of the production company, and the words Media Pass. Some airlines will even accept a business card as proof, however, we recommend checking the website of your specific airline to be fully aware of their requirement.

Let’s Save Time And Money

TSA Precheck

If you're a frequent traveler or filmmaker who often travels with camera gear, you may want to consider applying for TSA Precheck. This program allows you to skip the long security lines at airports and can save you valuable time, especially if you're carrying a lot of equipment. TSA Precheck members are also allowed to keep their shoes, belts, and jackets on, and can leave their laptops and liquids in their bags, making the screening process much faster and more efficient. Gone are the days of having to remove everything from your camera bag just to repack it after going through TSA. By having TSA Precheck, you can streamline the travel process and focus on what's most important: creating amazing content. At the time of this writing, TSA Precheck costs roughly $75 per every 5 years which averages to $15/year. For all these benefits, we see TSA Precheck as a no brainer for the frequent flying filmmaker. With your essential gear packed in your carry-on, and TSA Precheck to expedite the security process, you can arrive at your destination feeling calm and prepared for your shoot.

Rewards Rewards Rewards

If you find yourself often traveling with the same airline, we recommend looking into what their rewards credit cards have to offer. Many airline rewards cards help you save money by giving you your first checked bag for free, and also give you a higher priority boarding group. That means less worry about needing to check your bag at the gate or having to fight for overhead bin space. After all, who likes explaining to the gate attendant that you have too many lithium ion batteries to check your bags when they run out of space? Rewards programs also allow members to earn points toward free flights or hotel stays when they spend money using their credit card at participating locations; this means less cash outlay while still allowing you full use of their travel budget!

In conclusion, traveling with video production gear requires careful planning and consideration. By being selective with what you bring, securing your equipment in protective cases, carrying on the essentials, checking bags with added security measures, using rewards credit cards to save money on fees, and creating a media pass to avoid overweight baggage fees, you can ensure that your gear arrives safely and without any extra expenses. With these tips in mind, you'll be able to focus on your shoot and create amazing content without worrying about the logistics of transporting your equipment. Happy travels!