How to Pack Videography Equipment for a Flight

By August 13, 2018 Equipment
Packing Videography Equipment Airdale Productions

As a videographer, you and your equipment are a packaged deal. What you bring to a shoot can make or break the finished product and your relationship with your client. Although you are able to bring most of your equipment without restrictions to local jobs, things get even more complicated when your shoots require you to fly long distances. That means that not only are you flying, but your equipment is coming along for the ride. (Did your blood pressure just spike? Mine too).

Flying brings up a host of obstacles, including:

  • Baggage restrictions and fees
  • Security policies
  • Broken or forgotten equipment
  • Flight delays
  • Lost luggage (the worst of them all)

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Preparation, as I’ve mentioned before, is the best way to avoid anything within your control that could potentially disrupt your shoot. As I prepare to take off for Houston this week for a job, here are a few tips to keep in mind next time you’re about to take flight with your gear. Note that each packing session depends on the needs of your client and your shoot.

Talk to Your Client

When you’re thinking about what to bring to a non-local event, you’ll need to find out everything you can about what it will entail in advance of the actual shoot day. Remember, once you leave your house, there’s no turning back. You may be going to remote locations that don’t have video or photo supply stores nearby.

The best way to get all the details is to talk to your client as a part of your preparation. You should already be doing this for any shoot, but this is extremely important for the success of a non-local event. Be thorough in your questions; their answers will tell you exactly what equipment you’ll need. Here are a few examples:

“What type of shoot is it?”

“Will you need B roll?”

“Will we film interviews?

“Is the shoot indoors or outdoors?”

“What else should I know about the location or environment?”

This is also a great time to ask your client if they will cover baggage fees or other miscellaneous travel costs. This could be written into your contract, but I always like to confirm over the phone so there are no surprises (and make sure to save those receipts!). Clients will often cover these costs, but will give you a ceiling on budget so you know your parameters.

Packing

Some people pack by laying their clothes out first before putting them in their suitcase. I do the same thing but with my equipment (as you can see in the main post photo)! It’s a great way to get an overall understanding of what you’re bringing and if you’re missing anything. I also start packing at least two days before take-off. This is all in an effort to give me space and time to figure out what’s needed and what’s not.

To use my upcoming trip as an example, here’s what I’m bringing and why:

1) Camera

First thing’s first – make sure you have your camera! Though it may seem obvious, this is the most important piece of equipment you’ll be bringing with you. For this particular shoot, I’m bringing my Panasonic DVX200 Video Camera in my carry-on bag. I’ve made sure that my batteries are charged and my cards are formatted – this way, I don’t have to do that on-set, saving me time. Make sure the lithium batteries are in your carry-on bag as well, as they are not allowed in checked luggage.

A word about airport security: Though I haven’t experienced too many problems in my travels, cameras and equipment will sometimes hold you up with TSA agents. I make sure that I open up the camera bag before it goes through the X-ray. In general, give yourself at least an extra half hour to get to the airport, just in case you do run into a security agent who is unfamiliar with camera equipment. Remember that you’re traveling for business, and you want to eliminate stress as much as you can.

Audio - Packing Videography - Airdale Productions

Microphones - Packing Videography - Airdale

2) Microphones

For mics, here’s what I’m bringing:

I’ll pack the lavalier mic in the camera bag along with the mini shotgun mic. For the longer shotgun mic, I usually put that in my checked luggage. If the worst case scenario happens and my suitcase is lost, I know I have other audio gear with me that will work in its place. Also keep in mind that airlines vary with carry-on restrictions. For example, I’ve had one bag meet Sun Country’s standards but be labeled “too big” according to United. I had to repack on the spot!

Lights - Packing Videography Equipment - Airdale Productions

3) Lights

Since this shoot will require filming talent close up, the lighting doesn’t have to be too intense, so I’m bringing smaller lights and light stands.

Using LED lights for travel is great because they’re rock solid and don’t break easily. This is important, as we all know how checked luggage is thrown around when it’s loaded onto the plane and back to the destination airport.

The lights I’m bringing are by the same manufacturer and use the same battery. Therefore, I don’t need to worry about bringing different batteries for different lights, which can be a pain to organize and could increase the weight of the bag.

For your actual checked suitcase, look for bags that are large enough to carry tripods and light stands. It should also have foam lining on the inside and a hard case on the exterior so the equipment has a layer of protection. Pelican makes excellent travel gear if you’re in the market.

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Traveling with equipment isn’t easy, but it doesn’t have to be a negative experience. If you have any other questions, shoot me a note at chris@airdaleproductions.com. Safe travels!

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