A Guide to Smooth and Stress-Free Transportation
Audition day is a pivotal moment in your life—one that can significantly impact your future career and financial commitments. Proper planning in the days leading up to your audition is essential, including selecting the right attire, ensuring you have enough reeds, valve oil, and mallets, and, crucially, organizing your travel. Transportation logistics are often overlooked until it’s too late, so it’s important to plan ahead and avoid unnecessary stress.
If you play a cello, double bass, harp, bass clarinet, tenor saxophone, baritone saxophone, euphonium, tuba, electric guitar, electric bass, or acoustic guitar, be aware that these instruments are rarely allowed as carry-on items. Airlines typically require them to be checked at the gate, and checking an instrument as regular luggage is not recommended. Handling during transit can be rough, and damage is highly likely.
Before traveling, it is important to know the carry-on luggage dimensions. For most airlines, they are approximately 22″ x 14″ x 9″ or 56 x 35 x 23cm.
Important: Bring a tape measure with you to the airport to prove your measurements
Purchasing an Extra Seat
One of the safest ways to travel with a large instrument is to purchase an extra seat. Secure your instrument in place using bungee cords (you will need to bring the bungee cords) around the seat to prevent movement during takeoff, turbulence, and landing.
Remember to always take on board a heavy coat even if it is summer. You will soon see the importance of this sage advice.
Using the Overhead Bin (for Small to Medium-Sized Instruments)
If your instrument is small enough to fit in the overhead bin, take the following precautions:
Flight Attendants Can Help
Flight attendants prioritize smooth and on-time departures, so approach them politely and ask for assistance. If possible, request space in the first-class coat closet—many instruments fit here. Avoid escalating concerns to the pilot unless absolutely necessary; pilots have the final authority on all decisions.
Board Early to Secure Overhead Space
Consider upgrading to Comfort Plus (Delta), Main Cabin Extra (American), or Economy Plus (United) to board earlier and secure a safe space for your instrument.
If you have to travel more than 1.5 hours from your home by car, go the night before to the audition town.
Many airlines will not assume liability if your instrument is in a soft case. And many airlines will not assume any liability at all for fragile items such as musical instruments.
For maximum control and peace of mind, driving is often the best option. If feasible, arrive a day early to familiarize yourself with the campus, locate the audition venue, and ensure you get a good night’s rest.
Your audition day is one of the most important days of your musical career. Every detail, including travel arrangements, should be meticulously planned to ensure you arrive on time, well-prepared, and stress-free. Whether flying or driving, careful preparation will help you focus on what truly matters—performing your best.
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ARTICLE GLOSSARY
Audition: A formal performance where a musician plays or sings to demonstrate their ability, often for admission to a school or ensemble.
Bungee Cords: Elastic cords with hooks used to secure objects, such as an instrument strapped into an extra airplane seat.
Campus: The grounds and buildings of a school or university, including audition locations.
Cargo Hold: The lower storage section of an airplane where checked luggage and some large instruments are transported.
Carry-On: Items allowed to be brought into an airplane’s cabin rather than checked in as luggage. Some smaller instruments may qualify as carry-ons.
Checked Luggage: Items stored in the airplane’s cargo hold rather than brought into the cabin. Large instruments are often checked, which can pose risks of damage.
Disassemble: To take apart an instrument for storage, transport, or maintenance.
Economy Plus / Comfort Plus / Main Cabin Extra: Upgraded economy seating options on airlines that allow earlier boarding, helping musicians secure safe space for their instruments.
Familiarity: The comfort and ease of playing an instrument a musician is used to, as opposed to borrowing one that may feel different.
First-Class Coat Closet: A small storage area near the front of the airplane, sometimes available for storing fragile items like musical instruments.
Gate-Checked: A process where an item (like a large instrument) is taken at the airplane gate and stored in the cargo hold but returned immediately after landing.
Jet Bridge: The tunnel-like walkway connecting the airport gate to the airplane; some instruments can be returned here instead of being sent through baggage claim.
Liability: The airline’s financial responsibility in case of damage or loss of luggage or instruments; usually limited for musical instruments.
Logistics: The planning and coordination of transportation, accommodations, and scheduling to ensure a smooth experience.
Mallets: Stick-like tools with padded ends used to play percussion instruments such as marimbas, vibraphones, or timpani.
Mouthpiece: The part of a wind instrument (such as a clarinet, saxophone, or trumpet) that musicians blow into to produce sound.
Overhead Bin: The storage compartments above passenger seats on an airplane, sometimes used for small musical instruments.
Pressurized, Heated Compartment: A section in an airplane’s cargo hold designed for carrying pets that may be safer for fragile instruments.
Reeds: Thin strips of material (usually wood or synthetic) that vibrate to produce sound in woodwind instruments like the clarinet and saxophone.
Valve Oil: A lubricant used for brass instruments (like trumpets and tubas) to keep the valves moving smoothly.
Objective: Students will demonstrate the ability to disassemble their instrument and securely wrap it in 30 seconds or less. This skill is valuable for quick transitions while traveling and essential in emergency situations, such as a natural disaster approaching the band or orchestra room.
🎯 Assignment Steps:
✅ Learning Focus: This drill reinforces speed, efficiency, and instrument safety in unexpected situations.
Dear Parents
Director’s Name Your School's Band or Orchestra
Ah, audition season! That magical time of year when our young musicians put their hearts (and hours of practice) on the line for a shot at college acceptance letters, scholarships, or elite ensemble membership. It’s an exciting milestone, but let’s be honest—between the instrument, the attire, and the travel arrangements, it can feel a bit like orchestrating a three-ring circus.
While your child is busy perfecting their piece, you may find yourself asking, "Wait… how exactly are we supposed to get a tuba onto an airplane?" or "Will the airlines even let us bring a cello as a carry-on?" Fear not! The good folks over at Accoladi.com have put together an excellent guide on smooth and stress-free audition travel, and I highly encourage you to check it out.
These are just a few key takeaways, but if you’re the parent of a traveling musician, you need to read the full article on Accoladi.com. It’s packed with helpful insights, from dealing with gate agents to ensuring instruments don’t get left in the freezing cargo hold.
Let’s make sure our students arrive safe, prepared, and stress-free so they can focus on what really matters—playing their best!
Wishing you safe travels and successful auditions,
__________________________________________
Director’s Name
Director, ________________________________________
Your School's Band or Orchestra
