You have a job or gig that is taking you outside your home base, therefore you have several things to figure out to successfully execute this job. As a filmmaker, you have likely accumulated a lot of gear that is not only valuable, but also very heavy. You need to carefully choose the equipment you bring and the equipment leave behind. How do you transport this equipment safely? What it will be like to film at your destination? These, and a few others, are the major issues when traveling with filmmaking gear — and what we will be covering in this guide.
How to Pack
Choosing your equipment
The first thing to do is figure out how much gear you truly need to bring based on the demands of your shoot and what your client expects. If you are working alone, you need to ask yourself what you hope to achieve. Do you really need to bring that bulky and heavy piece of equipment everywhere you go? I once packed a slider and gimbal… and travelled for two weeks without once taking them out of their cases.
Remember that every time you change locations, you are going to be securing and carrying around all the gear. Plus, if you are by yourself, you need to keep a close eye on the gear, or need to find a safe location that isn’t too inconvenient.
If this is a paid shoot allowing for preparation time and resources, you can research whether you can rent some gear. This may not always be an option but, if it is, it can save you a lot of headaches and costs at the airport. Just be sure to book the gear in advance. Also, make sure to note if the rental house is open on Saturday and Sunday, as this isn’t always the case.
Research the Weather in Your Shoot Locations
There are many different concerns and situations that can come up when you travel. Unpredictable weather is near the top of that list. For example, traveling to the Artic circle will require you to bring very specific clothing and equipment. Also, batteries discharge must faster in extremely cold conditions, so you will need to pack more of them. If your location is particularly rainy, you should pack rain protection for your camera and make sure your bags are waterproof.
No matter the climate, you will need to think about moisture and how to prevent your lenses from fogging up. When you’re leaving an air-conditioned room for a hot and humid location, or leave a heated room for a cold location, the temperature difference can cause foggy lenses. Let your lenses acclimate to the change slowly.
Invest in Quality Cases and Backpacks
Will you be jumping on and off boats in Thailand? Are you backpacking through the Adirondacks? Will you be capturing cityscapes in Paris? Each of these situations requires different types of bags and cases. Below are a few very popular options, but as should always be the case, keep your own specific needs in mind when picking a bag.
Pelican 1615TRVL Wheeled Check-In Air Travel Case
Pelican has a large range of different size cases to fit gear needs. For years I had a Pelican 1615. Now, the new Pelican 1615 Air is lighter than the 1615, which lets you to put more gear inside while staying under airline weight restrictions. Pelican has redesigned the latches from the previous version, making them more secure — two of them having TSA-approved locks. The lid organizer is great for keeping all your gear, such as cables and chargers, that doesn’t need padded protection. This case is ideal for all kinds of situations where ultimate protection is necessary. The trade-off being that you must either carry or roll it around since you can’t sling it onto your back.
Peak Design Travel 45L Backpack (Sage) With Photo Travel Bundle
Speaking of which, a backpack can be a great tool for taking gear from location to location. Peak Design is one of the top names in gear carry for photographers and filmmakers. They build super strong, weather resistant bags that stand up to the test of time. I have a few different sized bags, but the 45L is my favorite. It is also designed to meet TSA dimension requirements, has a laptop section, can expand to stuff a bit more gear, and comes with a couple dividers to partition the bag.
Targus 16″ Compact Rolling Laptop Backpack
If you need something smaller to carry just the essentials, a rolling backpack such as the Targus 16” is a great option. A rolling backpack gives you the flexibility to strap it to your back when traversing uneven terrain and roll the bag in places such as airports or locations with a smooth floor, saving your back.
Use Padding and Foam Inserts
Now that you have a solid bag or case to transport your gear, you don’t want to let your gear rattle around inside. You need to protect your gear, but also keep it organized. Foam padding, divider systems such as the TrekPak divider system, and individual pouches are some of the best ways to keep your gear secured within your bag or case.
Label your Gear
Keeping your gear labelled is a must. If you lose your backpack, camera, lens, anything of value and it is not labeled, there is a miniscule chance that your gear will get back to you. If, however, you have a sticker or label on your gear with contact information, your chances get significantly better. Another thing I recently did was put an Apple AirTag in each of my bags so, if the worst happens, I have a better chance of finding it.
Should a filmmaker pack back-up gear or opt for traveling light?
While this is a great question, it is highly dependent on your style of travel, how a failure of a piece of gear would affect you, and what weight and size limitations you have on the gear you can carry. The weight and size limitations can mean it’s too heavy for you to carry. Carrying around two bodies, two sets of lenses, backup audio gear will quickly add tons of weight. However, if you are on a job and a key piece of gear fails, a one full shooting day could be ruined. This can cost the production loads of money. In this case, it makes sense to have back-ups of your most necessary gear.
There are, however, some things you should always have more than enough of. This includes batteries, but keep in mind the airport restrictions on them if flying. Also, bring extra media, be it SD cards or hard drives. If offloading, make sure to have two drives with the footage duplicate, plus cables, such as HDMI, SDI, power cables.
Carry-On vs Checked Bag
If it is something you can’t do without, or something likely to get broken when the baggage handlers throw around your luggage, carry it on the plane with you.
Here’s what should be in a carry-on:
- Camera Equipment: Valuable camera bodies, lenses, and accessories should always be in the carry-on to prevent damage or theft.
- Hard Drives: Carry data backups, hard drives, or memory cards with completed work or important footage to avoid potential loss.
- Laptop: Keep your editing laptop or equipment for on-the-go editing in your carry-on for productivity during travel.
- Passport and Travel Documents: Vital for international shoots, keep these in a secure, easily accessible pocket.
- Some clothes: Take one change of clothes, if possible. You never know.
How to Prepare for Customs
Being aware of customs regulations, how should someone prepare ahead of time? Here are some helpful tips:
- Know the Customs Rules: Check out the customs regulations of your home country and your destination. Every place has its own rules for bringing in and taking out filmmaking equipment.
- Documents in Check: Make sure you have your basics covered — passports, visas, work permits if needed, and any letters or permissions required by your destination.
- List Your Gear: Make a detailed list of all your filmmaking gear. Include serial numbers, descriptions, and what it’s worth. You might need this for customs and insurance. Some countries require this list of your equipment to avoid import/export issues.
- Temporary Import: If you can, investigate getting a temporary import permit. This can often mean you don’t pay duties, but you’ve got to take your gear back out when you leave.
- Keep Arrival and Departure Records: Keep track of when you arrive and when you’re leaving. Customs might ask for this.
- Emergency Contacts: Carry a list of important numbers, like your country’s embassy or consulate.
Should You Get Gear insurance or Travel Insurance?
When filming abroad, it’s smart to have both gear insurance and travel insurance.
Gear Insurance:
- Protects Your Gear: This one’s a must for filmmakers. It covers your expensive equipment if it’s stolen, damaged, or lost during your shoot.
- Keeps You Rolling: It ensures you can keep working by covering repair or replacement costs for your gear.
Travel Insurance:
- Comprehensive Coverage: Travel insurance is like your safety net. It covers not just gear but also medical issues, trip cancellations, lost luggage, and more.
- Peace of Mind: It helps you stay calm in emergencies, like health problems or unexpected delays.
In short, gear insurance is your gear’s bodyguard, and travel insurance is your all-around problem solver. Having both gives you the confidence to tackle your international shoot without worries.
Permits or Permissions at your Destination
Researching whether you need permits or permissions to film in your destination is a crucial step in planning any filmmaking project, whether abroad or at home. Not having the proper permits or permissions can shut down shoots.
When possible, hire a fixer and/or a local producer, someone who knows their way around the local area as well as the bureaucracy. This can be invaluable in making sure you don’t mess up an expensive shoot. A local may also know what potential pitfalls you might not even consider. Just make sure to hire them with enough advance notice to get the necessary documentation completed. I live in Germany, and the timeframes for permits can be at least a month.
Some of the other considerations you should think about besides permits are safety and security. Some areas may require permits to ensure the safety and security of both your crew and the general public. It’s essential to adhere to these regulations for everyone’s well-being. There can also be areas that are simply dangerous to be walking around with expensive film gear.
In the end, taking care of, or making sure that you have a dedicated person to take care of, all these considerations means you will give yourself the best chance to have a smooth, problem-free, shoot abroad.
Conclusion
Traveling abroad for filmmaking is a thrilling adventure, but it’s not all fun and games. You need to be well-prepared. Understanding the local culture and laws is a must. Get the right permits and follow local rules to avoid getting into trouble. Logistics can be a headache. Packing and protecting your gear, dealing with customs, and coordinating travel and accommodation for your crew can be a real puzzle. But here’s the thing: it’s all worth it. Filmmaking abroad lets you tell unique stories and capture stunning footage.
