Tips for Traveling Safely with Your Musical Instrument

by Nathan Kahn, Negotiator, AFM Symphonic Services

International Musician, May 2002

For a musician, boarding an aircraft has never been a routine affair. Following 9/11 and subsequent tightened security measures, the ordeal has gotten worse (even resulting in a musician potentially being barred from carrying an instrument on board.) There are several tips worth considering which will at the very least smooth your travel plans, and may just help you salvage a sticky airport situation.

Making Your Reservation

1) Know airline policy. Each airline has unique restrictions regarding carry-on items. When selecting an air carrier, call to confirm whether the dimensions of your instrument meet the airline's requirements for carry-on items, and note the name of the agent you have called. Some airlines also make their policies available online. Carry a copy of the policy with you.

2) When making your reservation, request a seat assignment at the back of the plane. During the boarding process, passengers seated in the rear of the aircraft are boarded immediately after first class and special needs passengers. As one of the first on board, you will have more time to stow your instrument and more space options.

3) Notify reservation agents of over sized items. Even if you have paid an additional fee or booked an extra seat for your instrument, request that the reservation agent record that you're traveling with an over sized item that is a musical instrument (including connecting and/or returning flights).

Packing and Carrying Your Instrument

1) Remove extraneous items from the case. All sharp tools (e.g., reed knives and end pins) should be checked, and other items (e.g., cleaning fluids, valve oil, mutes, tuners, metronomes) should be carried separately to simplify the screening process.

2) Limit the number of carry-on items. In addition to your instrument, carry only one small item.

3) Arrive early. This will allow for the time you may need to work with security and flight crews to make sure your instrument gets safely on board. Bear in mind that problems may take some time to correct. Therefore, it is imperative that you arrive at the gate at least one hour before boarding time.

Deal Calmly with Last-Minute Problems

It is crucial that as a traveling musician you recognize three important facts:

  • The most important responsibility of airport and transportation officials is security.

  • The most important responsibility of gate attendants and flight attendants is safety.

  • The most important responsibility of the captain is safety and security.

Your instrument represents an unusual item. Gate and flight crews have a very short time to seat passengers in an aircraft, and must try their best to deal with the unexpected quickly. You are only one of many passengers that will likely have special needs. Therefore, don't take it personally when a gate agent or flight crew member seems indifferent to your concerns. However, you have the backing of the airline to travel with your instrument onboard. Therefore, remain calm and polite.

  • If you are stopped by a flight attendant, calmly and quickly explain the precautions you have taken to prepare your instrument to safely travel in-cabin.

  • Do not block the way of boarding passengers.

  • Be accommodating by suggesting placing the instrument in the rear of the aircraft, or securing the instrument with cords or ties (bring your own).

  • If necessary, immediately ask to de-plane so that you can resolve this matter with airline supervisors. Remember, you have approximately 15 minutes to resolve this issue before the plane backs away from the gate.

Finally, prepare yourself for the possibility that you may not be able to travel with your instrument in-cabin even if you have followed all possible procedures. Are you willing to send your instrument by air courier? Is it packed well enough to withstand transportation in the cargo hold? Should you, or can you, travel by train or car?