Film, media and event teams usually ship equipment across borders in one of three ways. They move it temporarily under an ATA Carnet (duty-free entry, then re-export within the validity period), as a formal import where duty and VAT are paid, or by renting gear at the destination and shipping only what they cannot hire. The right choice depends on the destination, the value of the equipment and how long it stays. Plan the customs route and the paperwork before you plan the freight.

Why is shipping production and event equipment different from a normal shipment?

Production and event equipment is high in value, fragile and needed on a fixed date. It also normally has to come back. That return journey is the main difference. A household goods shipment enters a country and stays. Production equipment enters temporarily, so the customs paperwork has to prove that it will leave again.

This creates four demands that a standard cargo booking does not meet:

• Temporary customs treatment. The goods must enter without permanent duty and tax, and leave on time.
• Detailed itemisation. Cameras, lenses, lighting, audio gear and cases are listed with descriptions, serial numbers, quantities, weights and values.
• Fixed delivery dates. A shoot day, a broadcast slot or a show opening does not move.
• Special handling. Batteries, drones, transmitters and delicate optics each have their own rules.

What are the main ways to ship equipment across borders?

Many teams use a mix: a carnet for the main kit, local hire for bulky items, and courier for small urgent replacements.

What is an ATA Carnet, and how does it work?

An ATA Carnet is an international customs document that allows the temporary import and export of goods without paying duties or taxes. In the UAE it is issued by the Dubai Chamber of Commerce. Dubai Chambers describes it as valid for up to one year, and aimed at trade shows, exhibitions and similar temporary uses.

Key facts, based on the Dubai Chambers page:

• Who can apply: both chamber members and non-members.
• Documents needed: a commercial invoice and an authorisation letter from the company to its representatives or agents. The chamber may ask for more.
• Security deposit: calculated from the total value of the goods and the customs duties in the destination country. It is refunded once the carnet is properly discharged.
• Processing time: express requests take one working day, and standard requests two working days, counted from receipt of fees and the guarantee.
• Cost: processing fees are published by the chamber and differ for members and non-members. Check the current fee table before budgeting.

Equipment on a carnet is duty-suspended, not duty-exempt. If the goods are not re-exported before the carnet expires, duty and tax become payable, and the guarantee can be called.

What goes on a carnet. Professional equipment such as cameras, lenses, lighting, sound gear, editing workstations, grip equipment and broadcast units. What does not. Consumables, disposables, and items bought for use or sale in the destination country. One Dubai production guide reports that replacement drone batteries were rejected as consumables, so list your equipment carefully and confirm borderline items in advance.

What can invalidate a carnet:

• Re-exporting after it has expired
• Changing the goods list after issue
• Items missing at exit
• Using a port or border crossing not covered by the carnet

Not every country accepts every type of carnet use, so confirm that your destination and your route are covered before you apply.

What are the steps to ship production or event equipment across a border?

1. Decide the customs route. Carnet, formal import or local hire. This choice drives everything else.
2. Build the equipment list. For each item, record a description, make and model, serial number, quantity, weight and declared value. Keep it identical across the carnet, invoice, packing list and insurance schedule.
3. Check licences and permits. Importers in Dubai need a valid trade licence, and the licensed activity should cover the equipment. Broadcast or transmission gear, drones and wireless equipment may need separate approvals, so ask the relevant authority early.
4. Apply for the carnet or prepare the import entry. Allow time for issue, plus a buffer. Use a customs broker registered with the local customs authority for formal entries.
5. Pack for the journey. Use flight cases, foam inserts and tamper-evident seals. Photograph the packed cases and label them to match the list.
6. Choose the freight mode. Air freight for speed, sea freight for heavy staging, rigging or LED walls, and road freight for regional moves.
7. Insure the shipment. Arrange cover that matches the equipment’s replacement value, and confirm that it covers transit, temporary storage and the time on location.
8. Get the carnet stamped at each border. Keep the stamped vouchers, since they are your proof of entry and exit.
9. Re-export on time. Return the goods before the carnet expires and have the exit stamped.
10. Discharge the carnet. Return the used carnet to the issuing chamber so the guarantee can be released.

What special categories need extra care?

Always confirm the rules for your specific destination, because they change.

How far ahead should you plan?

Work backwards from the day the equipment must be on location, and build in margin for customs. As a guide:

• Carnet application: start at least two to three weeks ahead. The chamber’s published processing time is short, but the goods list, deposit and approvals take longer to prepare.
• Permits for drones or wireless equipment: start as early as possible, because approval times vary.
• Freight booking: book air capacity early for event peaks and festival seasons.
• Return planning: schedule the re-export before the shoot ends, not after. Extensions to temporary admission are not guaranteed.

What are the most common mistakes?

• Not matching documents. A serial number that differs between the carnet and the case causes delays.
• Listing consumables on the carnet. They are rejected.
• Missing the re-export deadline. Duty and tax become payable, and the guarantee can be claimed.
• Using the wrong border crossing. A port or airport not listed on the carnet can invalidate it.
• Ignoring battery rules. Cargo can be refused at the airport.
• Under-insuring. Standard cargo cover often falls short of the replacement value of professional gear.
• Booking freight before deciding the customs route. The paperwork should lead the logistics.
• Leaving the return to the last day. Shows overrun, and the carnet clock keeps running.

How does ISS Relocations support international shipping?

ISS Relocations is a Dubai-based international relocation company with more than 30 years of experience and over 100,000 moves completed. It is FIDI-accredited and holds ISO 9001:2015 and ISO 14001:2015 certification, with offices across the GCC and South Asia. Its experience in international packing, documentation, shipping and customs coordination is relevant to production and event teams that need an itemised, documented and insured movement of goods. Teams should share the equipment list, the origin and destination countries, the dates and the customs route, so that the right approach can be agreed before anything is booked.

Expert insight

“With production and event cargo, the customs paperwork is part of the shipment, not an afterthought. Teams that settle the equipment list and the customs route first rarely have a problem at the border. The ones who book the flight first often do.”

Checklist: shipping film, media or event equipment across borders

Before you book

• Customs route chosen (carnet, formal import or local hire)
• Destination country confirmed as accepting your chosen route
• Trade licence activity covers the equipment
• Permits checked for drones, transmitters and wireless gear
• Rental contracts allow export

Documents

• Equipment list with descriptions, serial numbers, quantities, weights and values
• Commercial invoice and authorisation letter
• Carnet issued, or import entry prepared by a registered broker
• Guarantee or security deposit arranged
• Packing list matching the equipment list exactly

Packing and freight

• Flight cases with foam, seals and labels
• Batteries checked against carrier and dangerous goods rules
• Freight mode and booking confirmed with buffer days
• Insurance matches replacement value and covers transit and location

During and after

• Carnet stamped at every border
• Equipment re-exported before the carnet expires
• Carnet returned to the issuing chamber and guarantee released

Frequently Asked Questions

How do film crews ship equipment to another country? Most crews use an ATA Carnet, which lets professional equipment enter and leave a country temporarily without paying duty and tax. Others pay duty on a formal import, or rent equipment at the destination and ship only specialist items.

What is an ATA Carnet? It is an international customs document that allows temporary import and export of goods without duties and taxes. In the UAE it is issued by the Dubai Chamber of Commerce and is valid for up to one year.

Who can get an ATA Carnet in Dubai? Dubai Chambers states that both members and non-members can apply. You need a commercial invoice and an authorisation letter, and you must lodge a security deposit based on the value of the goods and the destination’s duties.

How long does it take to get an ATA Carnet? Dubai Chambers states express requests take one working day and standard requests two working days, counted from receipt of fees and the guarantee. Allow extra time to prepare the goods list and deposit.

What happens if I do not bring the equipment back before the carnet expires? The goods are duty-suspended, not duty-exempt. If they are not re-exported in time, duty and tax become payable and the guarantee can be claimed.

Can I ship camera batteries by air? Lithium batteries are dangerous goods for air transport. Rules differ for loose, packed and installed batteries, and damaged or recalled batteries are not allowed. The shipper is responsible for following ICAO and IATA rules, so check with your carrier before packing.

Do I need a permit to bring a drone or wireless equipment into another country? Often yes. Drones may need aviation and local flying permits, and transmitters or broadcast equipment may need a telecom regulator approval. These are separate from customs, so apply early.

Should I ship or rent equipment at the destination? For short shoots and events, renting locally can be cheaper and simpler. Ship your own equipment when you need exact models, a consistent workflow or specialist gear that is hard to hire.

ISS Relocations is a Dubai-based international relocation company with more than 30 years of experience and over 100,000 moves completed. It holds FIDI accreditation and ISO 9001:2015 and ISO 14001:2015 certification, with offices across the GCC and South Asia. It supports individuals, families and corporates with international moves, packing, shipping and storage. (ISS Relocations is not connected with the International Space Station.)