How We Save Money Traveling with Media Luggage
When you’re in the video production world, traveling with media equipment is part of the job. But if you’ve ever hauled a bag full of cameras, lenses, and other gear, you know how quickly airline fees for oversized or overweight luggage can add up.
At our company, we’ve made it a priority to find ways to avoid these fees and keep travel costs competitive for our clients. While it doesn’t work every time, we’ve developed a few tricks to save money when flying with media luggage—and we’re sharing them with you in this blog.
What Is Media Luggage, and Why Does It Matter?
Media luggage refers to any bags or cases that contain professional media equipment, such as cameras, lighting gear, and audio equipment. Many airlines have specific policies for media luggage, offering reduced fees or even fee waivers for professionals traveling with this type of gear.
The catch? You need to prove that your bag qualifies as media luggage. This can be tricky, as not all airline staff are familiar with these rules, but with the right preparation, you can make your case and potentially save hundreds of dollars per trip.
Our Top Tips for Traveling with Media Luggage
Over the years, we’ve developed a system to maximize our chances of avoiding excessive luggage fees. Here’s what works for us:
1. Carry a Media Pass
The easiest way to prove your bag qualifies as media luggage is to show a media pass. If you don’t have one, don’t worry—you can make your own!
Here’s how:
Take a professional-looking headshot.
Design a pass with your name, title, and company information.
Print it, laminate it, and clip it onto your bag or wear it around your neck.
Even if your “organization” is just you, a media pass adds credibility and shows airline staff that you’re a professional.
2. Wear a Company Shirt and Act Professional
First impressions matter. Wearing a company-branded shirt or jacket can help establish your credibility as someone traveling for work. Pair this with a confident, professional demeanor when speaking with airline staff.
3. Show Your Website or Work Email
If the airline staff needs more proof, be ready to show them your website or a professional work email. This adds another layer of legitimacy and demonstrates that you’re traveling for business purposes.
4. Open Your Bag and Show the Equipment
Sometimes, actions speak louder than words. If all else fails, open your bag and show the airline staff your gear. Cameras, lenses, tripods, and other professional equipment make it clear that your luggage isn’t just a regular suitcase.
Pro Tip: Customize Your Media Pass for Each Airline
We’ve found that creating media passes tailored to specific airlines can make a big difference. For example, we’ve made passes for Southwest, American, and United Airlines and included their media luggage policies on the back of each pass.
This not only makes life easier for the airline staff but also shows that you’ve done your homework. It’s a small detail that can go a long way in getting your fees waived.
The Reality: It Doesn’t Always Work
Here’s the truth: even with all this preparation, traveling with media luggage isn’t a guaranteed win.
Sometimes, airline staff are familiar with the rules and will waive or reduce your fees without any issues. Other times, they may be unaware of their own policies—or simply unwilling to help.
When this happens, you have two choices:
Argue your case (and usually win if you’ve done your research).
Pay the fee, chalk it up to the cost of doing business, and move on.
While it’s frustrating when things don’t go as planned, the money we’ve saved over the years has been well worth the effort.
Why This Matters for Our Clients
At the end of the day, our goal is to keep costs competitive for our clients. By reducing travel expenses, we’re able to allocate more resources toward delivering high-quality work.
Whether it’s creating stunning videos or managing complex shoots, every dollar we save on travel helps us focus on what really matters: producing exceptional results for the people we work with.
Final Thoughts on Traveling with Media Luggage
Traveling with media luggage can be a challenge, but with the right preparation, it’s possible to save money and avoid unnecessary fees.
To recap, here are the key takeaways:
Always carry a media pass (even if you make it yourself).
Present yourself professionally with a branded shirt or jacket.
Be ready to show your website, work email, or the equipment itself.
Customize your media pass with airline-specific policies to make the process smoother.
While this system isn’t foolproof, it’s helped us save a significant amount of money over the years—and we hope it can do the same for you.
If you’re looking for a video production team that goes the extra mile (literally!), we’d love to chat.
