Know airline rules for overweight and oversize items

Like most things when it comes to air travel, there is no one-size-fits-all rule. United Airlines, for example, will hit you with an extra $25 fee if your checked item weighs in at 50 pounds or more, while Southwest will charge you $45 per item if it tops 70 pounds (domestic carriers usually don’t accept items that weigh over 100 pounds). Add to that an “oversize” fee and an “extra item” fee....ka-ching, ka-ching, ka-ching. You get the picture.

I recommend: This is one time when “know before you go” is critical. Review the baggage rules at your airline Web site AND call the airline’s toll-free number to make sure that what you plan to take with you will be accepted. Know weight and size limits for international flights too. 

Review carry-on rules too

Much has changed in the world of travel that affects what you can and can’t carry onboard the aircraft with you. Don’t assume that because your extra gear is small in size (but heavy) it will be allowed on the aircraft---tighter Transportation Security Administration (TSA) rules could mean it will end up in the belly of the plane. If the plane is a smaller regional or commuter jet, there might not be room in the overhead bin or under the seat in front of you.

I recommend: Thoroughly review the latest TSA rules governing carry-ons. Knowing size and configuration of the aircraft helps too.

Protect heavy gear with proper packing or cases

If you’ve ever watched baggage being loaded or unloaded, you know that “careful” is not an operative word. Taking extra time to properly pack it can go a long way to ensuring that your cargo will arrive safely.

I recommend: Look into sources for packing materials like UPS, FedExKinkos, and ULine. If you are transporting specialty items such as musical instruments, bicycles, tools, medical or law enforcement equipment, firefighting equipment, electronics, photographic or sporting equipment, check out the SKB Cases Corporation, Pelican Cases and Trico Sports Iron Case.

Consider supplemental baggage loss and delay insurance

The airline baggage liability limit of $2,500 per passenger on domestic flights (and just $635 on international flights!) can fall far short of covering the loss of expensive equipment or the potential fallout if items are delayed reaching your destination.

I recommend: First check your homeowners/renters and business policies as well as coverage available from your credit card. Look to the Insurance Information Institute for answers to your specific questions about business insurance coverage. Get business travel quotes quickly from several companies

Ship it instead

Shipping and luggage-forwarding services can be an excellent alternative to carrying or checking heavy items. In some cases they will come to your office or home, safely package the item and follow your instructions for when, where and to whom it is to be delivered.

I recommend: Check out The Luggage Club, Luggage Forward, Sports Express, and the Luggage Concierge. Ask about corporate and volume discounts. Look into shipping services at UPS and FedEx. You can track your package too.