Travel Smart: The Logistics of Hitting the Road with Photo Gear and Your Crew

by Andrew Johnston

When you shoot on location professionally—whether it's across town, across the country, or halfway around the world—creative vision is only part of the equation. The other half? Logistics.

From airports to off-road access points, big city suites to remote coastline setups, every destination brings its own challenges. That’s why it’s critical to not only have the right gear, but all the gear you might need—and then some. Add in a crew, and your success comes down to preparation, coordination, and being ready for the unexpected.

Production value doesn’t just come from your camera—it comes from planning, efficiency, and teamwork. A strong producer and a tight crew make all the difference when you’re on the move.

This post breaks down how I approach traveling for shoots, both domestically and internationally: what I bring, how we move as a team, and the systems that keep everything running smooth from takeoff to wrap day.

1. Pack with Purpose

When I’m traveling for a shoot, I build my gear kit around the job—but I always allow room for flexibility. Camera gear, lighting, and grip are all essential, and I make sure I’m covered from every angle. That means backups, options, and a few creative tools that allow us to pivot if needed.

Everything I bring earns its space. If it’s in the kit, it has a role to play. And while it's important to be efficient, I'd much rather carry a little extra than come up short on set.

2. Carry-On Essentials, Check What You Can Afford to Lose

Nothing critical gets checked. That includes:

• Primary camera bodies and key lenses

• Cards, readers, drives, and batteries

• Travel documents and shoot essentials

I use carry-on rollers and backpacks I trust, and the rest—like stands, grip accessories, and backup gear—gets packed into hard cases and checked. For international shoots, I add buffer time at check-in and always label gear cases inside and out.

3. Keep the Crew Tight and Synced

When you’re traveling with a team—assistants, stylists, producers, or clients—pre-production is everything. We always start with:

• Shared packing lists and crew responsibilities

• A group calendar with shoot times, locations, and call sheets

• A running group chat for updates, travel delays, and real-time coordination

We also spread gear across the team when possible to avoid putting all the critical tools in one case or person’s bag.

4. Location Research Makes the Difference

Even when I can’t scout in person, I do my homework. For both domestic and international shoots, I rely on tools like:

• Google Earth and Maps

• Instagram geotags and hashtags

• Local connections or fixers when needed

• Light-tracking apps to understand timing and direction

This gives me a working plan for lighting, logistics, and creative decisions before we even arrive.

5. Prep for Power, Data, and Connectivity

I never assume power or internet will be reliable—especially in remote or international locations. So I bring:

• International power adapters and power strips

• Surge protection

• Portable drives for daily backups

• Multiple card readers, chargers, and cables

Everything is organized in travel pouches so we’re not wasting time digging during setup or breakdown.

6. Pad the Schedule—It Pays Off

Travel introduces variables you can’t control. Flights get delayed, gear gets stuck in customs, or a location suddenly changes access. I always build in extra time—ideally a full day before the shoot starts and one after—to allow us to recover, scout, and reset if something shifts.

That buffer keeps the shoot stress-free and protects the creative energy needed to deliver high-end work.

7. Be the Crew Everyone Wants to Work With

No matter how far you travel, you’re representing your client, your brand, and your team. From the airport to the location, professionalism and preparedness matter.

We keep things tight, efficient, and collaborative—and it goes a long way in building trust with clients, local contacts, and crew alike. Being easy to work with, organized, and on time will book you more work than any piece of gear ever could.

Travel shoots are some of the most dynamic and rewarding projects I take on. With the right gear, the right crew, and a solid plan, you're ready to create high-end work—anywhere in the world.

Want to collaborate on something bold?
Let’s talk: studio@andrewjohnstonphoto.com

Andrew Johnston is a commercial photographer based in Los Angeles, yet available everywhere.