Transporting instruments from the UK to Europe

Our corporate member Rayburn Tours share their best practice tips on transporting instruments when your member group is on tour.

Whether you are travelling by air or by road, the most frequent questions from party leaders planning a concert tour abroad relate to the details and impacts of bringing instruments into Europe, especially post-Brexit. As tour operators specialising in concert tours abroad, we have compiled detailed answers for you here. Whether you are a regular tourer or are thinking about your first musical adventure, we are here to help and provide advice on possible requirements.

Transporting instruments by coach

Since leaving the EU, questions often arise about the best way to safely transport your instruments and what should be considered when travelling from the UK into Europe. 

One of the most common and convenient ways to transport instruments for a concert tour is by coach, which is an advisable choice, for several reasons.

We recognise that musical instruments are often fragile and require the best care when being transported. A coach provides a secure, dedicated space for them. You can see the safety of the equipment before embarking on your journey. Equally, a coach offers more flexibility in terms of how much equipment can be carried. Unlike airlines, which often have strict size and weight limits for carry-on or checked luggage, larger or more delicate instruments, like electric pianos or large stringed instruments, can be more easily accommodated. 

For bigger groups, travelling by coach may be the most cost-effective way of travelling in comparison to an airline, as you will avoid any baggage fees.

When heading into Europe, whatever you take on the coach (or in a trailer attached to a coach, if you are taking one) is classed as personal luggage, and means you can avoid the need for customs paperwork, such as the ATA Carnet.  Although keep in mind you may be required to declare your goods in person at border control. Check out this Gov.uk article for more information.

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.

CITES and MICs

The UK still follows CITES (Convention on International Trade in Endangered Species of Wild Fauna and Flora) regulations. If you are travelling from the UK to the EU (or vice versa) with an instrument made from materials covered by CITES (e.g., certain woods, ivory, tortoiseshell), you will need the appropriate paperwork for your trip. Travelling with a CITES permit or Musical Instrument Certificate (MIC) to show that the materials were legally sourced and follow international trade laws, will make your border crossing much easier. This requirement is also applicable when travelling by air.

Instruments made of materials like plastics, metal, or non-restricted wood do not require the same level of requirement. So, if your instrument does not contain any CITES-restricted materials, then CITES does not apply, and you will not need to carry a permit or certificate for cross-border travel between the UK and EU.

Check out this Musicians' Union article for more information. 

Transporting instruments by air

Transporting instruments by air can also be convenient, and with over 60 years’ experience, we collaborate with numerous bands, orchestras and choirs who choose to fly with their instruments.

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).

Instrument hire on a concert tour

If you think that instrument transportation may be problematic, instrument hire in resort could be a good solution if you need larger items, such as percussion, strings or electronic equipment, etc. Depending on your requirements, instrument hire that includes delivery to and from your hotel (where storage is agreed) can be sourced for your tour. Alternatively, if you prefer not to handle the instruments, delivery and pick up to each of your performance venues can be requested. Convenience and cost are both key considerations for touring groups so options will be discussed with you at planning stage. 

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

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. 

Deposit

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. 

Transporting instruments unaccompanied by van and the need for an ATA Carnet

Depending on your full equipment list, you may choose to transport your instruments unaccompanied by van, and this can also give further flexibility and convenience once you reach your destination. 

Things to consider if transporting your instruments unaccompanied by van

If transporting instruments by  van, you will need to consider any additional customs paperwork or declarations now required when crossing borders between the UK and the EU, particularly the ATA Carnet. 

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. More information on obtaining an ATA Carnet can be found on the Gov.uk website.

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.

For more information on post-Brexit travel, check out this Making Music resource.

Plan instrument transportation early!

Instrument transportation is a crucial part of a concert tour. There are various options for successfully transporting instruments to your destination, ensuring a smooth and successful tour. Each tour is bespoke, and we will work with you to fulfil your requirements and provide advice on available solutions. 

Get in touch with Rayburn Tours to start your touring adventure

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We hope you find this Making Music resource useful. If you have any comments or suggestions about the guidance please contact us. Whilst every effort is made to ensure that the content of this guidance is accurate and up to date, Making Music do not warrant, nor accept any liability or responsibility for the completeness or accuracy of the content, or for any loss which may arise from reliance on the information contained in it.