Safe Travelling on Airplanes with Instruments: Tips for Musicians

For decades, instrumental musicians have faced annoyingly difficult obstacles when it comes to trying to fly without having their instruments damaged through the luggage checking process. In the wake of post 9/11 paranoia with airlines running more strictly than ever before, it's even harder for musicians to bend rules and protect the valuable sources of our livelihood. As a frequently-flying musicians, I've learned many of the best tricks and tips needed to get your precious cargo safely from point A to point Z.

Consider using an air courier service instead.

Air package and parcel delivery may be a better option than taking your instrument on the plane with you, because parcel delivery services are more interested in keeping customers satisfied regarding the actual delivery of goods (whereas airlines could care less about fragile handling). Research courier companies carefully, and find one with a good reputation and good policies for moving fragile, expensive items.

Bring a printed copy of the TSA Letter allowing your instrument through screening.

Thanks to a special agreement between the TSA and the AFM (American Federation of Musicians), you are allowed to bring your musical instrument through security check without being hassled for its size and shape. You can get a copy of the letter that promises this here, but bear in mind, this will only get you through security, not on the plane.

Arrive early.

Be sure to allow yourself a lot more time than you need in case any conflicts should come up with the flight crew - the last thing you want is for them to be impatient because they're pressed for time.

Request a seat assignment at the back of the plane.

Seat assignments at the backs of planes generally board first, which means the plane won't be packed full of people and luggage once you get on it, which means you'll have a better chance of finding a place for your instrument, or of having the undivided attention of the flight attendants if you need their help finding a place for it.

Know your airline's policies.

Be acquainted with your airline's policies on fragile and valuable luggage. Do they have a special insurance you can purchase or special handling? If they ask you at check-in if your bags are fragile or valuable, don't be tricked into thinking they're going to give it any special treatment - unless they ask for additional fees or mention insurance, they're probably just making a record of what you say in order to protect themselves from liability if they damage it!

Get a first-class ticket.

First class service usually includes access to a coat closet which is often big enough to store up to a medium-large sized instrument along with the coats. Consider getting a first-class ticket and making arrangements ahead of time to place your instrument in the closet instead of your coat. Even without a first class ticket, I have often been able to convince attendants to let me put my trombone in one of these.

Always be polite, courteous, and thankful.

I cannot emphasize this enough. It is often the case that the difference in the results you get is entirely dependent on your attitude and how you ask for help. It's good to express how very important it is that your instrument not be damaged and how much it's worth to you (more likely to garner you sympathy than talking about how expensive it is), but also be sure to say that you know this is an inconvenience and you apologize. If the flight attendant helps you find a place for it, thank that person profusely. Then, thank them again on the way out, after the flight - we want flight crews to have a positive impression of musicians!

Prepare your instrument for the cargo hold.

Depending on what instrument you play and upon your situation, if you have no luck with the flight crew you may have no choice but to comply with demands that your instrument be sent under. If you need to be prepared for this happening, fortify your case with extra padding on the inside (clothing is often good, and a good way to pack extra clothes) and if you have latches, duct tape the case closed so they won't come undone. Also, tape the handles down so they can't be used, as this will prevent baggage handlers from being able to grab the handles, swing the instrument, and throw it a long distance. Since you may have to open your instrument case during security screening, bring the tape in your carry-on and tape the instrument while waiting at the gate.

Gate check it.

If you're going to check, always try to do it at the gate. While gate-checked items do go into the cargo hold like everything else, they don't have to travel very far to get there, so they won't be damaged on the way to the plane.

When all else fails, watch through the window.

If you can see the luggage being loaded from your seat on the plane (or from the gate before boarding), watch for how your instrument is handled. The greatest risk to your instrument is not during the flight, but during the loading and unloading, and I have heard numerous first-hand horror stories of musicians watching as crews drop, kick, throw, or even run vehicles over instruments in the rush to get baggage loaded quickly. If you can see something like this happen to your instrument and report it, you'll have a much better chance of getting compensated for the damage.