US to Overseas transport of gear

[4 the Max]

I've already called a travel agent who advised me to book a flight first w/o computing the feasibility of transport costs of recording/live sound gear from the US to overseas. I've also been to the airline's website and called their 800 number (just recorded messages), to no avail.

Can anybody advise about how I research this expense?

Thanks

[Rolo 46]

Call a specialist shipper, music,broadcast or film.

[4 the Max]

Thank you for your timely reply.

In googling various incarnations of shipping backline, touring musician, etc. I've discovered Rock-it-cargo. I'm not Bob Dylan or Madonna, just an average studio with gear that I'd like to take overseas to do some live concerts and recordings with some talented musicians who aren't this high profile.

http://www.rockitcargo.com/content.asp?PageID=209

Any suggestions, anybody? Thanks.

[jdieks]

Can't you just use DHL (or another company like that)?

[mpdonahue]

You'll want to look into a couple of things.
1) insurance- You'll need to get a rider on your studio insurance to cover your gear in transit and while abroad.
2) Work Permits- If you are carrying gear over you will have a giant red flag at immigration and they will want to know why you have all this equipment on a tourist visa and no work permit. Make sure you have all the visa permit stuff organized before you travel.
3) If you have more than a suitcase full of stuff or anything of value, you'll need to look into an ATA carnet. It is basically a passport for equipment that will be exported and re-imported without customs fees.
If all you have is a couple of suitcases of gear, it's probably cheapest to put it through as checked baggage and eat the over weight and extra bag fees. Otherwise, you'll need to figure out if you can get the stuff through using FedEx/DHL or if you need to look into a freight forwarder to deal with customs
All the best,
-mark

[hbphotoav]

I agree with all of Mark's post, and would add only that precious mics, computer, tapes, hard drives and/or static RAM cards (all recorded media on the trip home, with backups in other hands on another flight, if possible), recorder (if I had a Nagra or the like), and enough basic cables to record a couple of channels would always and forever be in my carryon.

For the past dozen years with a annual church music festival in either Bern, Coventry, Chester or Rome, I did 4-6 channels of audio capture (hard drive and direct-to-camera) and three video cameras (small-form Sony DV and HDV) with support and cabling in carryon and two 50lb/23kg pieces of checked luggage. Carnet was essential (especially in UK) and, as I was not being directly compensated for the shoot (I was paid after returning for the edit and finish of the DVD) we were never pressed for work visas. Your situation might differ. A call or visit to the countrys' embassies might be in order. If you're lower profile (low enough to be considered a "hobbyist" on a vacation) you might be OK. But if the group is gigging for compensation, and you're shipping and receiving racks'o'gear, I'd guess you'd be well served to be under the same visa arrangement as them.

More information is always better than less. Make some calls. Answer questions directly and honestly, but never volunteer information.

HB

[Plush]

Crate and then send sea freight. Any amount of gear can be sent this way.

All must be registered on a carnet and registered with US Customs.

They track you with your employer identification number, so you have to have one of those too.

Transit time 6 weeks.

Otherwise pack in Pelican cases, check the cases as luggage and pay airline overweight charges when you fly as a passenger.

[jasonraboin]

How much gear are we talking about and what is that maximum weight of the heaviest piece? Since you own the gear, if it travels with you as baggage then you can just get an equipment manifest stamped by US customs before leaving the country and it will make coming back in easier.

If you have pieces over 70 pounds you will need to use a shipper and will need a carnet, which they can help you with.

I use Rockit Cargo because it gives me peace of mind.
Others use Sound Moves.

If you want to do more of the work yourself, you could try freightquote.com. I have not used them but others have reported good things and my recent phone conversation with one of their reps left me feeling like they would be a good option.