Want to know how we plan and operate?
We’ll show you step-by-step everything involved in planning your transport job, and all the aspects we need to consider.

The request

In most cases, the first contact is a request for a quote by e-mail. This initial e-mail will usually specify the key facts: the type of orchestra transport, the dates, and details of the starting point and destination. Our experienced staff then clarify any other necessary information and open questions by phone with the responsible project manager.

Our offer

In order to provide you with a fair quote, we need to know the dates and venue(s) as well as the exact number of instruments to be transported, and whether any flight cases are required. This information is used to decide which vehicle to use for the tour, and how many drivers and loading personnel are required. Those details are also key elements in costing the quote. We will draw up a suitable quote for you within the time frame that you specify. We aim to respond to urgent requests by e-mailing a quote within 24 to 48 hours.

Depending on how complex and time-consuming a transport job, guest performance or a tour is, the lead time for preparation can be as long as a year. Our schedulers check and plan the optimal way of executing the project in close co-operation with the responsible project manager.


Once we have received your confirmation of our quote, we will begin the detailed planning of your trip. The routing is planned according to whether the project involves a single transport job, a guest performance, or a full tour.

In the case of a single transport job, there is usually one location from where the instruments are collected and a venue to which they are transported. After the concert, all instruments are returned to their original location.

Transport services for guest performances and tours are handled differently. They require much more time-consuming planning, with a number of aspects to be considered.

They usually involve travel to multiple venues in different cities, or even different countries. Visas for certain countries might need to be obtained, as well as special permits to drive on Sundays and public holidays, or to travel on restricted roads and enter restricted areas where necessary. It is essential to plan schedules down to the last detail. That means assessing where and when each concert takes place, and calculating the time between performances. Depending on the scope and duration of the planned tour, our experienced teams of drivers and loading personnel might need to be swapped mid-way through. Absolute adherence to the schedule and perfect time management are immensely important in order for the tour to be a complete success.

Once the planning of routes and timings is complete, we deploy our staff for the specific days and times. A single transport within a city, or nationally, will not involve swapping teams. As mentioned, the procedure for tours is different. They often last two or three weeks. In those cases, a new team is flown to a selected city to replace the original team when necessary. This enables us to strictly observe the regulations governing driving and rest times for our staff.


Whether the transport job is small or large, our staff are in constant contact with the client. They consult regularly to determine if any changes have occurred, or if a new important factor needs to be considered. In such a case immediate action is required. On a European tour, for example, it’s quite possible that one city might be dropped but another one added. New permits, essential for the smooth running of the tour, often have to be obtained at short notice. That is why we attach great importance to very close and efficient communications among our schedulers, as well as between our on-site staff and the client.

After lengthy and thorough planning, the day of transport has arrived. Our highly experienced drivers check in advance for news of any incidents such as traffic jams or accidents on the planned route. Nothing can be left to chance in ensuring that the schedule is precisely met. Our team promptly sets off together from the company’s base to drive to the collection location. Once there, the team leader explains the procedure, indicating which instruments will be loaded first, and briefing on other essential considerations. The instruments and other equipment items are loaded and secured in the truck with the utmost care. The whole process is continuously monitored to ensure that all items are in the right place, and that nothing is forgotten. Once the instruments have been stowed and the truck is secured, the journey to the destination can begin.

Once at the new venue, the instruments and equipment are unloaded and placed in the concert hall.

After the concert, everything is loaded up again, and the instruments either head back home or move on to their next venue. Our experienced team of drivers and loading personnel is always on hand.

KANITZ BERLIN :: Orchester- & Theatertransporte. Druchführung eines Instrumententransports.

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