Let’s face it: your band has baggage. Not the emotional drama kind (though a couple of band parents probably have that too) we’re talking about literally transporting all the stuff you’ll need when traveling by plane.
With Spring Break right around the corner, you may be wondering about the most cost-effective way to get your band’s suitcases and instruments from point A to point B, so we’re here to break down your options for you.
Southwest- Where Bags (Used To) Fly Free
Most airlines, with the exception of JetBlue, now charge for checked bags. Southwest used to include two free checked bags, but changed their policy recently and now charge for checked bags for groups as of January 2026.
Short Trips
Typically, travelers can take one carry-on bag (or instrument) plus a personal item (backpack) aboard the plane for free. If the trip is short (think 2-3 nights) and doesn’t include a performance, this may be enough. If students can pack light and adhere to the 311 TSA liquid rule, a carry-on and backpack should be enough. For those who cannot pack light, many directors tell them that the checked bag fees will be their responsibility.
The No Instrument Approach
We’re seeing more bands travel without instruments as a result of checked bag fees. Some bands are opting for programs like Disney leadership workshops, or Broadway song and movement workshops, or attending a symphony orchestra concert to keep the trip musically enriching while avoiding having to travel with instruments.
Full Send: We’re Bringing The Instruments!
For bands who are traveling with instruments, we recommend including a $70-$80 (depending on the airline) checked bag fee per person and a budget for oversized checked bag fees. These costs can be built into the price of the trip.
Small Instruments
If a passenger plays flute, clarinet, alto-sax, trumpet, or similarly small instruments, they can carry their instrument and backpack aboard the plane for free, and use their $70 to check their suitcase. Flutes and clarinets can sometimes put their instrument in their suitcase and then carry on something else to help out the band.
Large Instruments
If a passenger plays tenor sax, trombone, euphonium, french horn with fixed bell or other similarly large instruments, they can pack light and carry-on their suitcase and check their instrument with their $70 budget.
Largest Instruments
If a passenger plays the tuba or another very large instrument, they’re going to want help covering the oversized luggage fees, or equipment rental can be arranged in the destination city. This is why we recommend including a budget for oversized instruments. Because anyone who’s cool enough to play tuba shouldn’t have to pay more than their bandmates to bring it on the trip!
Instrument Truck
Some bands offer a comp (free trip package) or a discount to a parent or assistant who is willing to drive a truck to the destination city full of instruments and sometimes suitcases. While this is not free, it is often less expensive than checking everything. A “truck fee” could be budgeted instead of the oversized baggage budget.
You’ve Got This!
The bottom line is: transporting luggage and instruments when traveling by plane isn’t hard. In fact, you have plenty of options to make it happen and hopefully this article has helped you understand each of those options a little better. As always, we here at Green Light Group Tours are just happy to hear that your band is traveling! Because wherever your students and all their stuff are headed too, the incomparable experience they’re about to have will make it all worthwhile.
Now is the time to plan your next band trip! Consider a multitude of other destinations to excite and enrich your performance groups in the upcoming year. Green Light loves to see groups traveling, performing, and reaching their goals, and we’re happy to assist in that process however possible.
Green Light Group Tours is providing this FREE download of tried-and-true tips and suggestions for creating the best travel experience ever! Instant download available HERE. Ready to request a quote for your next band trip? You can do that HERE.
Special thanks to our business partners Green Light Group Tours for this article written by Erik Young. Green Light specializes in exciting and educational travel experiences for your students!
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