If you regularly transport AV equipment to photo and video shoots, trade shows, or conferences, you know that safeguarding your equipment is critical. Unfortunately, that same equipment is expensive and fragile. So how do you transport your gear safely?
One standard answer is to ship them, but this may not work for every job or your preferred way of working. You may be one of many professionals who travel on the road and prefer to keep equipment with you on the journey. You may also have smaller gear that you need to access while on the road or have on hand during setup at your final destination.
The good news is there is a packing solution to suit any style of travel and equipment organization. This travel video gear guide features tips and tricks for safely transporting all your equipment no matter how you travel or how you prefer to work.
Packing for Travel
“How do photographers carry their gear?”
There are three main ways of storing video, audio, and photography gear:
Hardshell Cases
Hard cases are commonly used for lighting grips, cameras, projectors, and sound gear. These cases often feature foam cutouts for secure protection. They aren’t ideal for quick access on the go or at your destination, but your items will arrive intact.
Hard cases offer strong protection for all travel and range in size to suit most transportation needs. You can place them inside a van or ship them to your next destination. Some even come with wheels for easy mobility.
Cardboard Boxes
Use bubble wrap to wrap each item and line the cardboard boxes’ interior for added protection. Pack snugly to prevent items from banging around and breaking.
You can also pack your hardshell case in a cardboard box for even more protection while disguising it to avoid theft.
You can pack any items you need regardless of size, but remember you won’t have any access to them while en route. You also run the risk of loss or theft in transit. Be sure to have insurance for your equipment and request signatures upon delivery.
Also, keep in mind that digging for packed items can be a pain during setup, which leads us to our next solution.
Travel Carry-On Bags
You can use a carry-on backpack or shoulder bag in a plane, van, or any other way you travel. An ideal bag has a padded interior frame and additional padded inserts to protect all your gear components.
A carry-on bag frees up your hands for easier transport than a hard case. Some also come with additional pockets for even easier access to components on the road and at your destination.
You can safely separate cameras, travel lenses, cords, a laptop, batteries, and any other smaller items with ease. You can even transport a drone in the same way — more on this in a bit.
Pro Tip: Avoid Extra Checked Bags
You might be tempted to ship items in checked baggage, but try to avoid it. Theft from checked bags is common, and TSA can damage or misarrange items when inspecting your baggage.
Keeping sensitive items with you in a carry-on prevents items from becoming lost, stolen, or damaged. And since you remain with TSA agents, you can ensure they handle your gear with care.
How to Transport Specific Gear
For large items, shipping or transporting in hard shells, cardboard boxes, or a combination of both are recommended. These are items you likely won’t need to access while in transport. Plus, they’re big, and lugging them around is a pain.
Here are some commonly shipped items due to their size and reduced need to access.
Lamps, Reflectors, and Other Light Gear
Avoiding the issue of broken lights takes some planning. Here are some tips for packing in cases and boxes. This strategy works for all lighting equipment from speed lights to backdrop lights, studio strobes, reflectors, collapsible modifiers, power cables, backdrops, reflectors, and even sandbags.
Ensure there is ample padding
Pack all components compactly to prevent damage
Keep items neatly organized for easy access
Choose a case or box size that fits easily in your vehicle
Video Gear and Sound Equipment
Follow the same strategy as lighting equipment. For speakers, mark the boxes with “This Way Up” signs to prevent them from transporting them sideways.
For earphones and microphones, you may find it just as easy to pack them in a carry-on to allow for work while on the road and easier setup or breakdown at your destination.
Carry-on Items
As we covered above, you will benefit from keeping smaller items with you to prevent them from getting lost. And keeping frequently-accessed items with you means you can complete tasks more efficiently, such as editing photos and videos and recharging batteries.
Carry-ons also make setup easier at your final destination by keeping cords and equipment quickly accessible as you move around and set up your workspace.
Here are some common items stored in carry-ons and ways to keep them protected:
Cameras and Lenses
Can I bring camera equipment on a plane?
The unfortunate reality of hard shell camera cases is that accessing them isn’t always practical, especially when on the road. A carry-on size camera bag, on the other hand, can be taken with you everywhere, even on a plane, and it is easier to carry on your back or shoulder than having to hold case handles by hand.
You also get faster access. In just one zip, you can have your camera in your hands, ready for an impromptu shot or for access with your laptop when doing editing work on the road. This makes it a favorite solution if you use cameras for travel vlogging.
You also get ample padding and velcro inserts to create built-in camera storage for any size device, even for small cameras like those used by APS‑C camera owners.
Thanks to the adjustable interior pads, you can change the pocket sizes inside so that everything sits firmly in its own section. Plus, added pockets and zippered sections helps you keep your cords or your laptop separate, reducing the chance of damage in transport.
Everything has a home, and everything is easily accessible.
Audio Recorder
If you require an external audio device, the good news is many of today’s models are quite compact and easy to transport in a carry-on. This allows you to do audio work while on the road and set up your recorder faster on-site.
Tripod for Improved Stabilization
You may need to access your tripod as quickly and as often as your camera. Luckily storing it in a carry-on is easy. There are many compact tripods you can carry inside your bag or attach to the outside on attached loops/daisy chains. You can even use an ultra compact tripod.
Batteries and Power
“How do I Pack Spare Lithium Batteries in My Carryon?”
As a videographer or photographer, you know that having additional batteries on hand is a lifesaver. Still, traveling with spare Lithium-ion batteries means you run the risk of them catching on fire while in transit.
You can ensure maximum safety by purchasing a specially outfitted battery pack case that is both fireproof and separates each battery safely from each other for added safety.
Pro Tip: To keep multiple batteries charged on the job, consider packing a collapsible power strip. It can fit easily in a carry-on for easy charging anywhere you are.
Transporting Drones for Long Range Work
Aerial drones are now indispensable additions to any video and photography work. They provide benefits like:
Expansive cinematic shots
Dramatic action shots
Amazing panning shots
Dreamy slow-motion shots
But there’s a catch. Like other camera equipment, drones are extremely fragile and are often expensive to repair or replace – even consumer drones.
The best way to transport your drone is with a case, hard or soft, that has custom cutouts to match the components of the particular drone you have. Because so many of today’s professional and personal drones are small, you can often take your drone with you as a carry on, given the right gear bag.
Extra Power Bank
What good is all that equipment if you run out of juice? An extra power bank is a must for any video, audio, and photography work. This compact power delivery system is easy to store in any carry-on. You get quick access when you need it and the ability to power up while on the go.
Memory Cards
Memory cards are small, which means they can become lost or damaged in transport. You will want to ensure the cards are protected and, at the same time, easy to find and easy to access when doing any editing work while on the go. This is where a bag with extra pockets is ideal.
BrightLine Bags
When shopping for a travel carry-on bag that handles many of these components, check out is BrightLine Bags. We offer modular gear bags with interior padding for safely transporting your camera, lenses, compact video and audio equipment, your laptop, and more. You can even choose from its selection of FlexArray interior cases to store individual cords for easier viewing and access to gear on site.
The bag is also unique in its blend of modular bag sections and interchangeable external side pockets. Each section features a zippered exterior that attaches to more sections to meet any job requirements. And each interior padded compartment can be adjusted to fit different sized accessories as needs arise.
The company also works with the leading drone case manufacturer, Go Professional Cases, to create versatile case storage for your drone that is also removable when you don’t need it.
For a look at the full line of personal and professional gear bags that include camera and drone customizations, click here.