I’m spinning this one out only a few hours before it’s due to post, so few (if any) illustrations will be forthcoming, but few should be needed anyway. This week, we’ll talk (ironically perhaps) about preparedness, and what you should have with you at all times when doing photography, and what is certainly helpful, and what’s optional.

So, the must-haves that you should never be without:

Adequate bag(s) or pack(s): It’s easy to say, “A big enough bag for all the stuff you need,” but there’s a lot more to it than that. Adequate padding and space, sure, naturally, but you have to carry this comfortably too, and in a way that won’t give you problems down the road. The old standby of the large bag with a shoulder strap is, thankfully, just about gone now, since it was a terrible idea; too much weight on one shoulder, very bad for your back, unstable, and occasionally needing to be set down to find something within. Now, while backpacks are better for carrying, balanced and optimizing your weight-carrying posture, they’re terrible for accessing, always needing to be taken off to do a damn thing. I trade back and forth between a sling bag, essentially a backpack that can then swing down to one side to allow access without removing it, and holster/beltpacks. The sling pack still puts a lot of weight on one shoulder, though it’s more optimized than a shoulder-strapped camera bag; mine is often offset by a large lens case slung from the other shoulder, so at least the weight distribution is more even on the spine. Also, bending over with a sling bag can still allow it to swing forward and down, unless you attach the accessory opposite-shoulder strap, which defeats the purpose of the sling bit.

Belt packs are better in a way, allowing much better weight distribution without any drag on the shoulders, and about as quick access to everything as can be achieved, but they drag on the waist instead, often slipping downwards slowly and usually trapping heat and sweat. I have offset these with suspender straps, which will even allow you to open the belt for a while and air things out, but overall, the sling bag remains in more routine use. This is certainly a season-to-taste topic, with no perfect solution.

Spare batteries: One at the bare minimum, two are recommended – since I’m always using a battery pack/vertical grip on all cameras, those take two and I maintain two in reserve. Once swapped, the dead pair are immediately recharged as soon as I get home, then put back into the bag ASAP. There’s nothing more annoying than cutting a session short because the camera’s dead.

And if you notice the interval getting shorter between needing a charge, it’s time to replace those batteries.

By the way, this also applies to accessories like your flash/strobe, remotes, and so on. For portrait sessions, for instance, have at least two full sets of batteries for the lighting. Voltage testing these ahead of time isn’t a bad idea either; too many of the packaged batteries have a dead one among them, and that will drain the others and stop things quickly because a dead battery will get reverse-charged when in sequence with good ones.

Spare memory: While it hasn’t happened in a while now, I’ve seen far too many memory cards fail, so keep at least one in reserve. Swapping them from time to time helps keep you informed of their status, too, though I’m not sure it does anything for longevity. Don’t be too hasty if a card does fail, and keep it in a safe place until you can tackle it with a decent recovery program – many times, most of the data can be recovered from the card, though I draw the line at re-formatting it and putting it back in use; that’s simply asking for trouble. Keep all cards in protective cases when not in the camera, and keep the contacts clean.

Flash/strobe unit: This is if the photographic style or job warrants it, like portraits or product photography, though these quickly become a kit of their own and carried in separate cases. When I expect to find macro subjects, for instance, the flash, arm, and softbox rig are a necessity.

Cleaning materials: Mostly for lenses, but a small towel or soft cloth isn’t a bad thing to have in the bag. While the various lens pens are handy in a pinch, they’re far inferior to lens fluid and proper cleaning papers or microfiber cloths. Keeping said cloths in a plastic bag to prevent grit and debris contamination is paramount, and if you drop one on the ground, don’t use it without a thorough washing.

[This, by the way, can be problematic by itself. Standard laundry detergents almost always leave a residue in the fabric that you’ll transfer to your lenses, never quite getting them pristine. I’ve heard baby shampoo as a solution, but I haven’t found any of those rinsing perfectly clean either. The best I’ve achieved is a thorough wash and multiple rinses, hot and cold, then a soak in alcohol and blotting the cloth between two towels, drawing the contaminated alcohol away.]

Weather protection: This may simply be rain-proofing your bags, but ideally, rain-covers for the main equipment and clothes for yourself that cover the range of conditions predicted and possible for your outing or session. Any of my warmer jackets/coats always have gloves in the pockets, and the heaviest have wool hats as well. Footwear is suited to terrain (and bags/packs to match.) Sunscreen as warranted, though due to leakage, carrying this in the same bag as the equipment is asking for trouble. In fact, liquids of any kind where they can reach the cameras/lenses is a no-no. And if your bags do get wet, get all equipment out of them as soon as possible and let them dry thoroughly at least overnight, but two full days is better.

What’s helpful to have:

A selection of lenses: This is the toughest decision at times, because they all add weight, but then again, you want to be prepared for any eventuality, and with nature/wildlife, this can often be a lot. There’s a balance point, but at the least, lenses that cover the range of focal lengths you’re most likely to use are top of the list here. Then, you can consider whether you carry that specialty ultra-wide, the fast portrait lens, the macro, and so on.

Flash/strobe unit: When not included above, this still becomes a good idea. Another weighty item that nonetheless comes in handy in unpredictable ways sometimes. Here, the more versatility that you can manage from a single unit, the better. If you’re likely to go longer periods between uses, though, remove the batteries, which have a tendency to trickle down when in a unit, or corrode.

Video microphone: If you do video, this is almost a necessity, since the on-camera mics are prone to poorer quality. Always check power switches before stowing, and keep a wind guard (dead cat) handy.

Remote release: Another item that can unexpectedly have uses. Wired or wireless, your call, and you may have use for several, but try to have at least one if you can.

Spare tripod plate(s): Typically for a quick release head, these can work loose or occasionally be forgotten when switching things out, and inexpensive enough to keep a spare tucked away.

Spare body/bodies: Overkill to some, but necessary to others – if you’re on a paid gig, especially one with singular conditions like a wedding, keep another camera handy, in your car is good enough. The big failures or unexpected damage can happen, and you’re absolutely screwed if you can’t complete the job to contract. This will also apply to lighting and crucial accessories. It’s not a bad idea to go over the equipment before a contracted job and think, What happens if this dies?

Tape, small tools, cord/monofilament, knife, etc: Whatever you think you can get away with, weight and available space-wise. Stupid things happen, and sometimes, you’re saved by taping down that cracked battery door long enough to finish the job. I perpetually carry a small folding knife and pocket flashlight, even when not shooting, because when you have them, you find how often they’re handy.

What can be useful, but probably not necessary to carry everywhere:

Extended cleaning materials: Blower brush, cotton swabs, alcohol, and so on. Most times this is better to leave at home, to be used before heading out on a session.

Chargers, adapter cords, card readers, manuals: For extended trips, you’ll want these, but if you can leave them at your hotel room or in your car, that’s best.

First aid: Same as above, though there have been times when a bandage or two in my bag would have been welcomed. They don’t last long in such conditions, though, so swap them out as needed. Painkillers too.

Extended tools: Meaning full screwdriver sets, specialty camera or tripod tools, and so on. If you’re traveling, they can be handy to have, especially if you’ll lack the ability to buy an emergency tool someplace. The one I’ve found that I needed more often than expected has been the hex-wrench for the tripod head.

Studio lighting: Unless the shoot specifically calls for it, in which case you probably don’t need to be told it’s necessary. But secondary lights on adequate stands are sometimes invaluable.

Go over the job/session in your head, well in advance: Step by step, day by day, subject by subject. It’s impossible to be prepared for everything, but you’ll kick yourself for not being prepared for something that you should have expected. As a personal example, I have a kit box for traveling, about the size of a shoebox, that contains my macro aquarium, ziplock bags, film cans, pipettes and eye-droppers, a small net, and some macro studio stuff to do macro work on-demand. These are all things that I have handy at home, but won’t find easily when traveling, and it’s been collected through experience.

There may be some things in here that I should have included, and certainly, variations that never occurred to me because I don’t shoot certain subjects, so you’ll have to fill in a little on your own. The main advice is, think about your tasks and goals and conditions ahead of time, and account for those first. Plan for problems. But then, pare it down to what you’re willing to carry, eliminating those things that you can either work around (like the ultra-wide lens) or cope with doing without, at least until you can return.

But yeah, a porter or three would be nice…