Traveling with Your Equipment

While it is possible to bring NYU equipment to a foreign location, we strongly advise against it, except if there is no alternative. You will be better off with a local vendor, who can provide additional gear as needed and provide repairs when equipment fails.

While the NYU Insurance & Risk Management Department will insure the equipment against loss, there is a good possibility that without proper documentation, the equipment could be held by the customs office of the foreign location for an indeterminate time. Any student wishing to take NYU equipment to a foreign location must provide all travel information in their production book and should expect additional questions. Depending on the country you are traveling to, additional documents may be required, such as a carnet for the equipment transport, and travel insurance.

Carnets

Carnet bonds are “Merchandise Passports.” They are international customs documents that simplify customs procedures for the temporary importation of various types of goods. In the U.S., two types are issued: ATA and TECRO/AIT Carnets. This document is to be presented when a party enters the Carnet country where merchandise or equipment is brought for re-export within a year. Presenting this document enables the importer to be exempt from customs duties and taxes. Contact the embassy of the country you are traveling to in order to verify if a carnet is needed.

Note: NYU does not provide Carnet Bonds.

Carnets save time, effort, and money. The following are some more benefits:

May be used for unlimited exits from and entries into the U.S. and foreign countries (Carnets are valid for one year),
Are accepted in over 75 countries and territories,
Eliminate value-added taxes (VAT), duties, and the posting of security normally required at the time of importation,
Simplify customs procedures. Carnets allow a temporary exporter to use a single document for all customs transactions, make arrangements in advance, and at a predetermined cost,
Facilitate reentry into the U.S. by eliminating the need to register the goods with U.S. Customs at the time of departure.

(Be aware that Carnets do not exempt holders from obtaining necessary licenses or permits.)

Note: Carnets should be in the Director’s name.

Fees and Processing Time

There are three basic components to the Carnet application process:

Itemized list of goods, with replacement values and serial numbers
Carnet application
Security deposit

Note: Serial numbers for each equipment item will be generated during your Production Center, and other rental house checkouts. This means your schedule needs to build in days between picking up equipment, and traveling to your destination.

Basic processing fees are determined by the value of a shipment. Fees range from $500-$1,000 and the normal processing time is two to three business days.

The National Guaranteeing Association, USCIB is required to take security, usually, 40% of shipment value, to cover any customs claim that might result from a misused Carnet. Acceptable forms of security are certified check or surety bond. Cash deposits are returned in full and surety bonds are terminated upon Carnet cancellation.

For more information and to apply for a Carnet, visit the United States Council for International Business.

Tips for Traveling with Equipment on Planes

Carry On Sensitive Equipment

Absolutely, Do Not check-in or put cameras, sound recorders, or other sensitive and valuable equipment in your check-in luggage. Doing so greatly increases the risk of theft or damage from rough luggage handling. A safer option is to check in your personal luggage and keep all (cameras, sound recorders, and other sensitive equipment) with you as a carry-on.

Lithium-Ion Batteries - must be carried on and connected to their respective charging device. See FAA general advice, and call your airline directly to verify their procedure.

Lenses - must be carried on, most NYU lens cases are provided in overhead-sized Pelican cases.

Camera - must be carried on, overhead-sized Pelican cases can be provided for some camera bodies with advanced notice of 1 week prior to checkout.

Checked Equipment

Adhere to your airline carrier’s specific weight and size restrictions for both carry-on and checked baggage.

Tripod - all head controls should be unlocked, remove pan handle. Head & Pan Handle should be bubble-wrapped.

Boom Pole - bubble wrapped and shipped in tripod case.

Tag Everything

Put your name, phone number, address, and destination contact info on separate tags on all equipment.

Be Prepared to Open All Cases

Airport security will likely inspect all equipment. Do not put locks on check-in luggage as these will be cut off by security.

Keep Paperwork with you at All Times

Your check out paperwork contains the serial numbers and NYU #’s for all equipment and may be needed in case of loss or theft while traveling. It also contains relevant contact info for NYU security and the Production Center.

Traveling with Master Footage

It is always best to keep your master memory cards, hard drives and exposed footage in your carry-on luggage. Putting exposed film footage through some X-Ray machines could ruin your footage. Call the airline in advance for more info and notify airport security if you are traveling with exposed footage.

Visit Kodak for information on traveling with film

Call the Airline

Call the airline to verify their specific policies, luggage requirements, and security procedures. Adhere to all airline carrier weight and size restrictions for both carry on and checked baggage.

October 2020, Spiegelman