jaysnave Loc: Central Ohio

Looking for ideas on how you pack and transport equipment to your events. I recently covered a 3 day event in Atlanta where roughly 100 people were participating in everything from classroom training to amusement park. Speakers, presentations, no end to ever changing lighting and composition challenges.

All that is just background to my desire to find the most efficient way to be prepared for anything, have the appropriate equipment available and move it around efficiently. I failed to mention above that we all stayed in a hotel where some of the activities were on the rooftop, however most were in the event center about a 10 minute walk from the hotel. I ended up packing light stands, strobes, extra camera, and miscellaneous items in a large case I have (no wheels) and stuffing my camera bag with camera, two lenses, extra batteries, flashes and lugging all that back and forth. Oh, one light stand was too long for the case and had to be carried separately. All & all it worked and I got a good workout, but looking for some "logistics" advice from those of you that do off site weddings and events.

02Nomad Loc: Catonsville, MD

When I was shooting weddings, I had no where near the amount of equipment that you are talking about. Usually, it was two large camera bags. I got tired of lugging that all about, so I purchased a collapsible rolling cart for about $25. It could handle 150 pounds and worked really well.

jaysnave Loc: Central Ohio

Sounds like what I need (collapsible rolling cart). I am doing a wedding on Kelly's Island in the fall where logistics will not be ideal. Take a ferry to the island, wedding on the beach, reception about a mile away.

bkyser Loc: Fly over country in Indiana

I'd better chime in before Tim Stapp does. (he often comes 2.5+ hours down from Michigan to shoot with me...heck of a guy)

My small SUV (Kia Sportage) is packed to the gills, but mostly because of the "portrait booth" set up that I bring to weddings. I also use the same set up for events. Now, I also have a self serve photobooth as well, so it is only more equipment instead of less.

I bring my bag with 3-4 camera bodies, a DNP DS-80 printer, and now my new photobooth printer as well (prints a 4x6 in 7 seconds, a 5x7 in about 10) Backdrop stands and cross piece. I bring whatever backdrop is requested, or pick it based on questions I ask the person who books me. Laptop or 2 (back up) for processing the portrait booth photos, and/or the photobooth operation. A 30" TV that mounts to a light stand so the people in the photo booth can see their goofy poses. 2 rolls of paper for each printer, 2 inks for photobooth paper, 2 rolls of film for the DNP dye sub printer, extension cords. Light set ups for 2 (I've done more for a class reunion) booths either as back up, or because I have 2 going at the same time. Depending on the venue, I may even bring posing stools.

I also bring go pros, a Tascam digital recorder, and a rhode shotgun mic for any video I may be shooting

I call the venue ahead, and get permission to park out front just like the DJ, so I can carry my SEVERAL trips.

When I go to a wedding, and see someone coming in with just one camera and one prime lens, and no flash. I sometimes feel a little jealous. That's what the photographer that just shot my daughter's wedding carried, no back up, no nothing, just walked in with a camera. Then I saw the photos, and know exactly why I was a little upset that she didn't let me pick and hire the photographer. My own daughter fell for the "craigslist...I have a nice camera, so I can shoot a wedding" photographer. It was a barn wedding, and no amount of noise reducing software is going to save any of the inside shots.

I'm going to try to pull a few photos of the wedding from the video I took and hopefully there will be something to show.

Whew, can you tell that I'm still venting about her wedding photos? After growing up with it, and hearing her say "It's OK, it's just pictures, we have the memories" was like a knife to the heart.

cjc2 Loc: Hellertown PA

I have more bags than most camera stores and I try to pick the combo that make the most sense for the job. Most of my actual camera equipment, cameras, lenses and small accessories, are backed in an appropriate sized rolling case, perhaps two. Lights and stands are in dedicated cases. Laptops and adapters usually ride in their own bag on the handle on top of a rolling case. I have a specific bag sized tor a DNP 620A printer. etc. Everything is custom to the specific job(s). Best of luck.

jaysnave Loc: Central Ohio

I think I pack similarly, but the key missing part is a case or cart with wheels. I sometimes recruit assistants/volunteers, but I can't count on it.

jaysnave Loc: Central Ohio

So I bet you have helping hands from Tim or maybe SWMBO.

bkyser Loc: Fly over country in Indiana

It helps.... I do have rolling bags for some of the stuff, but so far, I still need rolling cases for light stands. I don't use the smaller stands, way too afraid of someone kicking them over, so my stands are like heavy duty backdrop stands, and the only case I could find big enough was a Gator Case for DJ light stands that would carry them. Rolling would be awesome, especially at the end of the day.

SWMBO, will help when the mood strikes, or if someone is watching, but generally likes to sit and play bejeweled on her phone. HAHA.

E.L.. Shapiro Loc: Ottawa, Ontario Canada

Well, guys- just call me Mr. Logistics! See...I started my career in wedding photography as a "logistics-man"- except back in the day in Brooklyn, the job description was called "A SCHLEPPER" rimes with "pepper"! It's a Yiddish word meaning a person who lugs around heavy things, drags heavy and bulky usually dirty things from one place to another- like a longshoreman or a stevedore, except those guys belong to unions and are well paid. It can also be a derogatory word meaning a stupid or inept sloppy person. I was not hired for my photographic talent- it was just that I was a big strong kid who could easily transport cases full of film holders, portable strobes that were not too portable, and wooden cases contaiong 4x5 press cameras. And- for good measure- stepladders, light stands, and sacks of bulk scratch chemicals for the darkroom. As for the "stupid " part is concerned, I think I was recommended for the job by my 1st grade Hebrew teacher who expelled me and sent me off to Public School. Good thing I was into weightlifting or I'm sure I would have sustained a double hernia the first week on the job- that could have ended my career!

Even when my apprenticeship was over and I started shooting- the equipment was never lightweight and we all know how much "logistics" there are at weddings and events. By the time I opened my own business we were beginning to go off large format but even the medium form gear was not featherweight. Used to be a coup of cameras, 2 lights, and a case of holders. Then it evolved to a carload of lights, stands, tripods, reflectors backgrounds, and support gear- I mean why not a camping stove, a tent, K-rations, and a porta-potty?!

55 years in the business and I am still a "SCHLEPPER"! so my cases, dollies, and wheels are my lifesavers. Besides, you don't have protective cases, you'll wreck the equipment during transport but good strong cases add to the weight! If the cases are not designed for easy access to the gear, you'll fumble and waste time. There is the matter of security, if you leave gear in large cases unattended, it can be ripped off at some venues. Gotta figure out some good strategies to address all these potential issues.

Another variable is that you can't pack the same way for every job. Some events are at one venue and of course, many weddings can be at multiple venues- homes, churches, parks, halls, wherever. Some gear can be kept in cases or supported on stands and some needs to stay on your person.

My first bosses solution to logistics was "INDENTURED SERVITUDE", A.K.A.- SLAVERY. Thus the low paid "schlepper" (me) working in order to learn. Nowadays, I am given to understand that the LAW takes a dim view of that and I have to pay my assistants. The term "Schlepper" (although I am proud of my training time and method) is no longer politically correct so they are called "photographers in training" or "lighting technicians". Even "helper" is no cool! Seriously, folks, I don't usually work solo so my logistical issues are well in hand.

Even with a crew, my "rolling stock" makes everyone's life and lifting easier. My storage and prop room look like a luggage factory- see all those cases. Most of them are equipped with wheels. I add casters to the ones that don't come with them- the casters with flanges, easily attach to fiber, wooden and aluminum cases.

For the heavy cloth cases and heavy power packs, I picked up a collapsible dolly about 15 years ago. The thing can roll a house- well, a BIG doghouse- up to 300 lbs. It has large wheels that can be pulled up and down stairs.

If you look at the shot of my portrait camera room, notice that black cloth on the wall to the right of the background. It's made of some kind of heavy extremely strong fabric, perhaps Kevlar? The used to be distributed by Plume lighting gear- called a STUDIO WALL. It hangs on the wall, has large pockets to accommodate lig stands, clamps and tripods. Thing is, you can put in on the floor and roll it up like a giant screwdriver/nut driver set, bundle it up and carry it off, that is, if you are Arnold Schwarzenegger, otherwise it's a two-person lift. Great for bringing in all the support gear to a single venue job. I have 2 of them! Then, I came across a used Golf bag- see the picture- made by Hilton Head. The pro model takes 4 big Manfrotto stands and it has built-in wheels. I think these is one on eBay or a few bucks.

For speed and efficiency, I have a few reinforced cloth cases that can accommodate a completely assembled handheld "wedding rig", that is the camera, an overhead- flash bracket and grip, a Speedlight head, and a radio-slave transmitter. It protects the unit in transit and once I am on the location, I can take it out- no need for assembly- no way to forget a cord, radio, quick release, and at least one lens- ready to rock' n' roll. Any good divided shoulder carried cases can have the second and third bodies and a few more lenses for quick access.

Portable backgrounds are transported in PVC- 4" drain pipes- capped at one end and threaded with a cap at the other end. I have the backgrounds painted on 8-foot wide window shades- both sides- much lighter to carry than canvas. I have 3 that are 25 years old and still ticking!

The most important part of logistics is planning. As I mentioned, I work with a couple of assistants. We pal at a scenario for each job as to the placement of the equipment- setting up in advance and working on the fly. We pack the gear in a certain way so everyone knows exactly where it is in the cases and that is it easy to extract and re-pack quickly.

I use to drive minivans and station wagons. Now I manage to get everything into an SUV.

jaysnave Loc: Central Ohio

Wow! Ed I knew you would come through in a big way. I aspire to be half the SCHLEPPER that you are. I think there are two focus points for me, wheels and collapsable dolly. Funny story, my wife knew I was looking and took the empty case down to the local camera shop. The idea was to surprise me with a birthday gift. Well, you know what happens when you take simple equipment and brand it "photography" equipment. They were showing her stuff for $800 plus. Needless to say, nice thought but that is more than I am worth

Pistnbroke Loc: UK

If you cannot put it in your pocket or hang it on your neck you don need it

bkyser Loc: Fly over country in Indiana

HOLY CRAPS, I hope that's not the case. I fill the entire back of my Urban Assault Vehicle (small SUV) with event printers, backdrops, lights, cameras, etc. I always have back ups for my back ups. I just added a second event printer laptop, because I had an issue earlier in the year, where my event laptop, decided to update itself, even though I had the "don't update" button clicked in settings. It literally crippled me for 3 hours of multiple restarts and everything else.

I do know people that show up with a camera, one zoom lens, and a flash for on camera. That's not the service I provide. I can't imagine saying, "oops, we'll have to do this again next week, my camera isn't working"

jaysnave Loc: Central Ohio

Come on Bob, you can just use your I phone

bkyser Loc: Fly over country in Indiana

Sorry, Android user... don't hold it against me.

E.L.. Shapiro Loc: Ottawa, Ontario Canada

Well- I do have a rather bizarre sense of humor and appreciate this joke. I also realize that wedding photography has no uniform code of procedure- it ain't open-heart surgery and each photographer has his or her own methods. There is also a wide range of traditions, requirements, and expectations among clients in different locals, countries and in various ethnic, social and socioeconomic communities.

Whatever the case may be, I would like to think that every responsible professional wedding photographers should carry, at least, spare equipment in the event of any malfunction or failure. Even the best, up to date, even brand new gear can unceremoniously drop dead at the most inopportune times- like right in the midst of a wedding ceremony or celebration. Spare and overlapping gear is mandatory on assignments that can not be re-shot or restaged- there are no retakes at weddings! Going in with one setup is a lawsuit waiting for a time to happen!

I do not believe in bogging oneself down with equipment that hinders fast and nimble performance at an event but we still need to take along enough gear to satisfy the requirements of each individual wedding. In my own case, each wedding is not exactly the same. Some clients require a full set of studio-like formal portraits which may require more sophisticated lighting gear and even a portable background. Out-of-doors formals may require some larger reflectors and gobos. Certain ceremonies with somewhat restricted access may require very long telephoto lenses. You can not effectively light a darkened grand ballroom with one onboard strobe soI gotta bring in the big lights.

Although what I may need to spontaneously cover any particular phase of the job is indeed carried on my person, however, the heavy gear is certainly nearby and readily accessible. If I need assistance to haul the stuff around and man the off-camera lighting gear, I have theses folks on my staff. I never cover a wedding all by myself.

If I should suddenly come to my untimely demise during a shoot, or fall ill, I even have a spare photographer. I told y'all I have a morbid sense of humor!

I write stuff like this because there may be rookies or newcomers who aspire to wed photography out there in cyberland and I don't want them to be misinformed! Unfortunately, you can't fit everything you need in your pockets or hang it around your neck unless you are the incredible hulk!