Traveling the World (While Staying Sane)

As photographers, hopping on a plane for a client shoot at a moment’s notice is just what we do. Sometimes we make it look like we have glamorous lives, jet-setting across the globe. Don’t get me wrong, I’ve had a ton of amazing experiences over the years, but unfortunately, I’ve also had some horrible ones. I asked Susan Stripling (who’s shot many destination weddings) for her thoughts: “Yes, it seems glamorous to travel places you’ve never been before,” she says, “but what happens when a customs agent decides to turn you around and send you home? How much will that cost you in lost revenue? Remember, a wedding is a once-in-a-lifetime event!”

With that in mind, here’s how I plan for wedding travel. Every situation requires proper preparation.

On my way to shoot a wedding in Costa Rica. Photo © Karen Seifert

1. Make lists and plan ahead. Even if it seems like the same job you’ve done a thousand times, make a list regarding your trip. Top of the list should include how much clothing you need, including proper attire. I’m a stickler for blending in with the crowd, and wedding attire differs nationally and internationally. Find out what kind of clothing the guests wear; if you need to, go shopping.

Tip! Go with travel sizes for everything and put it all in a Ziploc bag (you don’t need that fancy bag; it’s heavy and takes up a lot of room). Nothing will weigh down your suitcase more than toiletries, especially when you’re running through an airport to catch your connecting flight. Two essential amenities, though: a stain stick and Febreze. They’re worth the extra weight, but I suggest you keep them in your camera bag.

2. Think critically about packing gear. I always start with my wish list and then drop things out as I plan. Things that usually don’t make the cut: specialty lenses (but think this one through carefully; you don’t want to leave something home that defines your work) and extra speed lights. I always pack extra batteries (I prefer lithium—they’re lightweight and last longer—but check with the airline’s limitations because you can only carry so many), cords and cables, of course, in case disaster strikes and I can’t get more on the fly. I’ve found that most small tripods can fit in a small overhead suitcase with your clothes (but don’t forget the baseplate—I always seem to leave it behind!)

Tip! Carry a body and lens over your shoulder on to the plane. That will give you a little more room in your bag, and does not count as a carry-on item (in my experience). This also gives me peace of mind just in the off chance I have to check my gear bag. Of course, I wouldn’t want to shoot a job that way, but I suppose it’s better than nothing, right? (Props to Ben Chrisman for this tip, by the way!)

3. Be savvy about air travel. Upgrade your seat so you can queue earlier—you need that guaranteed overhead space! I travel with one bag for clothes and the other for gear, but I have been in situations where both had to be carried on board. An upgrade to a premium economy seat is worth the money. I always tell my clients this is a must-purchase as part of my contract.

Tip! Check the type of plane you’ll be on. Does it even allow for overhead storage? This is one of the most common mistakes I’ve found photographers will make. You might otherwise have to check your bags, which can be disastrous if you haven’t planned for #4.

4. Have a doomsday plan. You never know if you’ll be separated from your gear. I’ve had gear stolen, lost and damaged before heading home with my photos, but there’s no excuse for not backing everything up before you get on your return flight. Hard drives and CF cards are cheap now, and I recommend a good Cloud storage solution. I feel much more at ease when my files are uploaded. Once I transfer all my files to an external drive, I’ll pack it away with my gear, but all my CF cards will remain on my person, in my pockets, until I get home. Gear is replaceable; memories are not!

Tip! Speaking of that, get great insurance if you haven’t already. Seriously, have you checked to see exactly what is covered? I know there’s a wide range of coverage, and some of these basic policies are pretty bad, but it’s your job to find out.

5. Hire local, rent gear and stop worrying! Of all my suggestions, this one is the best way to ensure you’re covered when traveling for an event. Whenever possible, I like to hire someone local to the area. If you can rent a portion of your gear locally, you can make your trip much less stressful! Like the premium economy seat upgrade, I often work this into my budget and explain to my clients that this additional cost will help me focus on the job I’m there to do instead of worrying about logistics.

Safe travels, kids!