Instrument Transportation from the UK to Europe

Things to consider when travelling by coach

Coach capacity

As a specialist tour operator, the more information you can provide us with, the better! Let your Tour Consultant know how many passengers are thinking of touring and the equipment you plan to take. From there, you will be advised on the size of vehicle you are likely to need.

In some cases, instrument hire in resort could be a great solution, especially for larger items – more on this below. Smaller instruments such as violins and flutes are easier to pack into your personal luggage or, if in their own packing case, can be slotted into spaces to maximise capacity. If you are taking a considerable amount of equipment, different solutions can be offered, where appropriate.

Coach trailer

Dependant on your equipment list, you may require a trailer to allow for more capacity. Due to high demand at peak periods, trailers can be difficult to source, so we strongly advise that you discuss your requirements as early as possible in the planning stage so that we have the best possible chance of securing one for your group.

Things to consider when travelling by air

Airline policy

Each airline has its own policy regarding the transport of instruments. Some instruments, such as violins, may meet cabin luggage requirements, meaning musicians can store them safely in overhead compartments or under the seat in front of them. This ensures they are kept close and reduces the risk of damage in the hold.
Larger items will usually need to be transported in the hold. Given their fragility, we advise all musical instruments be transported in hard cases for protection during travel.

Additional costs

Additional fees for instrument carriage are applied by most airlines and can vary. Make sure you inform your Travel Consultant of the equipment you are planning on taking for your concert tour.

Larger instruments

For certain instruments that are difficult to transport, such as double basses and timpani, hiring equipment at your destination may be the most convenient solution (more on this below).
Some groups prefer to transport all their instruments by road, and this inevitably involves border regulations considerations (see below for Van Hire and ATA Carnet).

Things to consider when hiring instruments in resort

Make and model

If you have a specific brand or model in mind, you can request it, and your Tour Coordinator can help source it.

Availability

In some regions certain instruments can be difficult to source. If you provide details about the specific instruments you need, we can check if they are likely to be available.

Costs & Deposit

All costs should be provided to you before booking the hire, ensuring you understand the full cost of renting. This includes any extra fees for delivery or insurance. If a deposit is required for the rental you will be informed.

Damage coverage

You will be notified if the instruments are insured and whether accidental damage/theft is covered. If this is not included, you may need to consider purchasing additional insurance.

Important

Always check the condition of the instruments when receiving and returning them to avoid disputes over damage. We recommend taking a photo of the instrument and any scratches or damage you see as soon as you receive it.

Things to consider if transporting your instruments unaccompanied by van

ATA carnet

The ATA Carnet is an international customs document that allows the temporary import or export of goods without paying taxes. You can think of it as a passport for your musical instruments. Information on obtaining an ATA Carnet can be found at – https://www.gov.uk/guidance/apply-for-an-ata-carnet.

If you do not use an ATA Carnet (applicable for unaccompanied instruments), you may have to declare your musical instruments or equipment and pay duties on them according to the customs rules in the country of destination, every time you take them through customs.