Casterbridge Concert Tours

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What About the Instruments?


H ire of large instruments and the use of church organs or pianos are of paramount importance in planning and executing a succesful performing tour. Band and Orchestra programs abroad may necessitate the transportation of instruments, equipment, uniforms and hat boxes. The implications of instrument transportation on a transatlantic or transpacific flight may be considerably more complex than domestic land or air arrangements that Music Directors may have previously encountered.

Casterbridge Concert Tours has an exceptionally strong relationship with all the major carriers and cargo handlers that has been established over 25 years. With our US liaison office, dedicated flight and equipment department and our European headquarters, Casterbridge Concert Tours has unparalleled expertise in this realm and the proven ability to ensure the smooth co-ordination of all of your instrument, uniform, and equipment requirements. The transportation of equipment by air or land may not currently be incorporated into your costing, as there are several variable factors that need to be discussed:


"It is so importnat to
me as a director to
not have to worry
about the non musical things that go with a tour like this - your
staff allowed me
to focus on the concerts. You
have an excellent
company. I will never use another."
T.G., Music Director, IN

  1. Which instruments are necessary for your performance?
  2. What are the various dimensions and weights of the required peices?
  3. Would it be more economical to hire most or all of the instruments at our destination?
INSTRUMENT TRANSPORTATION


All our tour prices are based on luggage and instruments being transported with the group on your coach. We will ask you to provide us with a list of instruments you intend to take on tour so that we can check to ensure that all equipment can fit onto your coach or advise you to hire a trailer if necessary. Should you require additional transportation for instruments in the form of a trailer or even a van, we would be happy to arrange this for you and will advise you in good time of any supplements that may be incurred. We also have a great deal of experience in transporting instruments by air and can advise you in advance of any excess baggage charges that may be incurred.
GENERAL GUIDELINES FOR THE TRANSPORTATION OF INSTRUMENTS


"I have heard the
group members say
over & over again -
what a wonderful time they had. We are home,
safe and sound, and VERY HAPPY! Thank
you to all at Casterbridge who played a part in arranging our tour. Everything moved
along smoothly. Without exception, everyone felt the tour exceeded our expectations. Thank
you all so much!!."
M.D., Bell Choir Director, MA


Although every airline operates differently, our basic guidelines are as follows: For all groups taking instruments on flight tours, we strongly advise that instruments are transported in hard flight cases in order to prevent damage caused by baggage handling in airports.

Each group participant will be entitled to carry two pieces of luggage to be checked-in and one item of carry-on. The weight and dimension restrictions, as stipulated by British Airways at time of writing, are as follows:

  • Checked Items - 2 per person - Each not to exceed 70lbs
    Item one not to exceed 62" (length plus width plus depth)
    Item two not to exceed 55" (length plus width plus depth)

  • Carry-on Item - 1 per person - Not to exceed 11lbs or 45" (length plus width plus depth)
    Therefore, subject to dimensions, it is often possible for group members to utilize one of the 'Checked-in Items' for their instrument, use the second for a suitcase, and have a carry-on. Of course, the smaller instruments could be interchangeable with your chosen carry-on and taken onto the plane.
WHAT HAPPENS WHEN OUR INSTRUMENTS DO NOT
COMPLY WITH THE AIRLINE RESTRICTIONS?


There are three options to consider for over-sized pieces and each has varying cost implications:

  • Excess baggage - The instrument can be checked-in on arrival at the airport and travel on the same flight as yourself. For an additional fee which can often be quite expensive

  • Cargo - An instrument not conforming to the airline specifications can be flown Cargo provided it is taken to the airport 2 days in advance so that the airline can ship it when they have available space and it can clear customs. The instrument can then be picked up by the tour participant in their destination location. This is a more cost effective way of sending oversized instruments but preplanning must occur by the participant and the Group Leader.

  • Hire an Instrument in performing city - Depending on the size, repertoire and various requirements of the group it may prove more cost-effective to hire instruments in your chosen destination rather than pay excess baggage charges to take your own instruments. We have contacts with a number instrumental rental firms in certain destinations and can offer assistance with instrument hire where necessary.

Casterbridge Concert Tours can confirm your flights well in advance of time of booking to facilitate all of the arrangements for equipment

Register for a Musical Tour