Basically early early declaring that am a photographer and the carry on exceeds the weight limit but not to the extend of more then 20kg however 95% inside is all photo gear and cannot risk to check in. Does anyone have experience with negotiating with a budget/commercial airlines to allow this on the reason of being a working/famous/etc photographer? A 400mm 2.8 is already 6kg alone and i doubt anyone would check it in.
Would paying more make them more flexible?
I see 2 scenarios.
1. You carry the usual photographic equipment (nothing extraordinarily large, bulky or heavy) and exceeds 10kg. In this case, a quick email to your airline will do. Most full service carriers will be able to assist. As for low cost carriers, well, let's just say if you want additional special services besides just a seat for your butt in the plane, fly full cost carriers. LCC may assist, or may charge. That is really up to the airline's policies.
2. You are a "National Geographic" photographer, with massive amount of specialized equipment, like the 400mm f/2.8, maybe the new 800mm f/5.6 or even Canon's 10000mm, along with the full suite of tripod and other equipment. In this case, get good transportation cases, pack the lens in with the usual protection and mark it as fragile and check in as hold baggage.
I know people say lots of horror stories about baggage being tossed around etc. I have 2 different observations to dispel that:
1. The nature of my current job allows me the privilege of observing Hold Baggage operations at several reputable international airports, including Changi Airport, Hong Kong International Airport and Incheon International Airport. No such incidences.
2. I know for a fact that various entertainment and light logistics companies transport their important cargo, including lighting and laser equipment, hard but brittle components like fiberglass and many other just as fragile and delicate items via air cargo and indeed, for lighter objects, hold baggage in a commercial flight. No issues either.
While the method in which they use to handle the hold baggage may not be the most desirable, proper packing and protection will ensure that your "precious" lenses are safe.
Of course, different airports, different ground handling agents, different airlines and indeed different personnel handling your baggage may have different standards. If in doubt, insure your equipment.
One thing is for sure - these sort of equipment should not be in the cabin.