When an artist flies to a show, every piece of equipment raises the same question: bring it or rent it? Flying with gear guarantees familiarity but adds cost, weight, and risk. Renting locally removes the logistics but means playing on equipment the band hasn't touched before. Most productions end up somewhere in between. This guide explains how to decide, item by item.
What flying with gear involves
Traveling with backline means:
- Cases and weight. Drums, amps, and keyboards need flight cases, which add weight and bulk.
- Airline handling. Oversized or overweight bags involve extra charges and limits that vary by airline, route, and fare. Check the airline's current policy for your specific flight.
- Risk in transit. Cases can be delayed, misrouted, or damaged. If gear doesn't arrive, the show may depend on finding a replacement at short notice.
- Ground transport. A vehicle large enough for the cases at each end of the flight.
- International paperwork. Crossing a border with equipment can require documentation such as an ATA carnet; see taking gear abroad.
What renting locally involves
Renting in each city means:
- A clear request for each vendor. A good rider makes this repeatable; see writing a backline rider vendors can quote.
- Unfamiliar equipment. The model may match, but every instrument has its own feel and condition.
- Substitutions. The exact model may not be available in every city.
- Coordination. Delivery, setup, and return in each city.
Go item by item
The decision is rarely all or nothing. Go through the rider with the band and ask, for each item:
- Is it personal to the player? Instruments the musician plays every night, like their guitar, their snare, or their in-ear molds, usually travel.
- Can the sound be reproduced? A keyboard player who uses their own patches can sometimes load them onto a rented instrument of the same model. A player using a heavily modified vintage amp may not find a match.
- Is it heavy, fragile, or bulky? Drum shells, amp cabinets, organs, and pianos are the strongest candidates for renting.
- Is it commonly available? Standard models are easy to rent in most major cities. Rare or vintage items are not.
- What happens if it's lost in transit? If the show can't happen without it, have a backup plan either way.
- Is there time to adapt? If the band has a rehearsal or a long soundcheck, they can get comfortable with rented gear. If they walk on stage after a short line-check, familiar equipment matters more, and it may be worth carrying a few more items.
A common middle ground
Many fly-in productions settle on a split like this:
Carried by the band
- Guitars and basses
- Pedalboards
- Snare drum, cymbals, and kick pedal
- Keyboard player's laptop, controller, or sound files
- In-ear monitors and personal accessories
Rented locally
- Drum shells, hardware, and throne
- Guitar and bass amplifiers and cabinets
- Keyboards and stands
- DJ players and mixers
- Stands, DI boxes, and power
This keeps the most personal and irreplaceable items with the players and rents the heavy, standard equipment near the venue.
Think about consistency across dates
On a run of fly-in dates, the band may play rented gear from a different company every night. A few habits keep things consistent:
- Send the same rider to every vendor, with acceptable alternatives written in.
- Ask for the same models where you can, even if a substitute was available.
- Keep a log of what arrived in each city and what the players thought of it.
Our guide to sourcing backline on a fly-in tour covers this in more detail.
Questions to settle with the band
Before you decide, agree with the artist's team on:
- Which items are non-negotiable and must travel
- Which rented substitutes are acceptable for each item
- Who is responsible for gear in transit and at the venue
- What the backup plan is if carried gear doesn't arrive
Write the answers down. They'll shape both your packing list and your rental requests. Share them with the vendors too, so they know which items the band is carrying and don't send duplicates you'll pay for and never use.
What to compare
When you weigh renting against flying, compare the full picture rather than one line. On the flying side, list:
- Flight cases you'd need to buy or rent
- Excess or oversized baggage charges under the airline's current policy
- Ground transport large enough for the cases at both ends
- Crew time spent packing, checking in, and collecting gear
- The cost and stress of replacing anything delayed or damaged
On the renting side, list:
- Local rental quotes for the same equipment
- Delivery and collection in each city
- Any backline tech time needed to set up unfamiliar gear
- Deposits held during the rental
Put both lists side by side for the specific dates. The answer often changes between a one-off and a long run.
Insurance and responsibility
Whichever you choose, know who is responsible if something goes wrong. Carried gear is usually covered by the band's own equipment insurance, if they have it, and airlines have their own rules and limits for damaged baggage. Rented gear is governed by the rental agreement, which typically makes the renter responsible for damage or loss while the gear is in their care. Read the agreement and confirm coverage before the show; see damage, insurance and deposits.
When renting is clearly the better choice
- One-off fly-in shows, like a TV appearance or a private event
- Festival slots where shared backline is provided
- Very heavy items such as acoustic pianos, organs, and bass cabinets
- International dates where shipping equipment is slow or complicated
When flying is clearly the better choice
- Instruments or setups that can't be reproduced locally
- Tours with dedicated crew who maintain the gear every night
- Genres or artists whose sound depends on a specific rig
When gear doesn't arrive
If carried gear is delayed or damaged, the fastest fix is usually a local rental. Keep a list of local vendors for each city before you travel, and have the rider ready to send. Our guide to last-minute backline recovery covers what to do when time is short.
Renting in Los Angeles
Los Angeles is a common fly-in city for showcases, TV, and one-off shows, and it has rental companies covering every category. Browse Los Angeles backline rental companies or start with full backline rental in Los Angeles. If you're new to renting, what backline is covers the basics.
Frequently asked questions
Is it cheaper to rent backline or fly with it?
It depends on the gear, the airline's current baggage policies, the number of dates, and local rental rates. Compare the full cost of each, including cases, excess baggage, ground transport, and the risk of delays, against comparable local quotes.
What should a band always carry when flying?
Usually the items most personal to the players and hardest to replace, such as instruments they play every night, pedalboards, snares and cymbals, sound files, and in-ear monitors.
How do I keep rented gear consistent across fly-in dates?
Send the same rider with approved alternatives to every vendor, ask for the same models wherever possible, and keep a log of what arrived in each city.