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But with a little planning, you can save yourself a lot of time, money and aggivation. Here's what I did.
Get Help
One of the first things I realized was that I would need some help at the other end. The conference was an all day affair over three days. I wanted to have someone on hand to run errands (to Radio Shack!), work the audience mic, etc., if needed. I took out an add in the location's Craig's List and immediately got more than I had asked for and at a very cheap rate. I very capable fellow who had his own audio gear was available and at a PA (Production Assistant) rate = $300 for 3 days plus 1 hour meeting day before.
When advertising be very specific ad ask for 3 references. ALWAYS CHECK THE REFRENCES. You are hiring site unseen so you want to check the background of your new hire very carefully. Even at a very low rate, an incompetent can ruin the shoot.
Ship Ahead
If you have a large amount of gear (over three checked bags) ship the extras to the hotel ahead of time using FedEx GROUND. Ship 7 days in advance. Bring extra GROUND shipping forms with you for the return trip. Most places only carry the AirBills which are a 50% to 100% higher rate. I shipped out a huge light case and it arrives perfectly intact.
Curbside Check In
This is the ONLY way to fly... Curbside check in is an amazing thing. There are usually no lines, even an hour before the flight. The BONUS trick: Most airlines only allow 2 check in bags per person and charge $70-80 per extra bag. More if the bag is overweight.
When you present your 3 bags (2 allowed and one extra) the check in person will say , "you are only allowed 2 bags". You say (while pulling out your wallet) "oh, really?"
If you make fishing through your wallet obvious enough, they will let you have the extra bag. Now, tip at least $20 for their help. Total savings = $50-60. I've done this successfully many times. I've only tried it with one extra bag. Let's not be too pushy!
Lock 'em Up
With checked bags, lock then up using airline approved travel locks. These allow airline personnel to open the lock with a special key. An added measure of security.
I have destroyed more tripods than I care to mention. Tripods are not cheap! So I invested $100 in a hard golf bag travel case. This thing can hold three tripods and light stands too! Great investment. Carry On I DO NOT check my cameras. I have a small Pelican case that will hold 2 medium size cameras and a compact one too. This fits easily in the overhead compartment. I also travel with a laptop in a small roll around. This also fits easily under the seat. If traveling with one camera, I use a camcorder backpack that also holds a laptop. If flying multiple legs (direct flights recommended) chances are you may have to fly a very small plane on one of the legs. Checking in the carry on Pelican case is safe (relatively) as you carry it right to the plane yourself, get a ticket, and it gets hand carried to the luggage compartment of the craft. This is the ONLY time I will check my cameras and I hate doing it even then. And Away... If you do a little planning, hire local help, use curbside check in, and always carry your cameras, you should have less stress and focus on the job at hand - getting great footage.