A custom flight case is only as good as the brief.
If you send the right information at the start, the quote is quicker, the design is cleaner and the finished case is more likely to do exactly what you need.
This checklist explains what VMEP needs before quoting a custom case.
1. What is going inside?
Start with the item or items the case needs to carry.
Tell us:
- Product name or equipment type
- Quantity
- Make/model if relevant
- Whether it is fragile
- Whether it has sharp edges
- Whether it is oily, hot, dirty or awkward to lift
- Whether it needs to stay upright
Examples:
- Engine
- Gearbox
- Tool chest
- Brake discs and pads
- Data station equipment
- Sound or lighting equipment
- Fuel containers
- Pit equipment
- Driver helmets
- Workshop tooling
The more specific you are, the better.
2. Dimensions
Dimensions matter more than anything.
Send:
- Length
- Width
- Height
- Any awkward protrusions
- Any handles, plugs or fittings that need clearance
- Whether the dimensions are exact or approximate
If possible, send a photo with a tape measure next to the item. That is often more useful than a long email.
If you have a CAD drawing or technical drawing, send that too.
3. Weight
Weight affects the case design.
A light display item and a heavy gearbox do not need the same build.
Tell us:
- Weight of the item
- Total loaded weight if carrying several items
- Whether it will be lifted by one person, two people or machinery
- Whether it needs castors
- Whether it will be rolled over rough paddock ground
Heavy cases may need different boards, frames, castors, handles, tie-downs or internal support.
4. How will the case be used?
A case that sits in a workshop has a different job from a case that spends every weekend in a truck.
Tell us where it will be used:
- Workshop
- Race truck
- Trailer
- Pit garage
- Awning
- Aircraft freight
- Courier shipping
- Long-term storage
- International travel
Also tell us how often it will be moved. A case used once a year is different from a case that goes to every round of a championship.
5. Access and layout
Think about how you want to use the case when it is open.
Do you need:
- Removable lid
- Hinged lid
- Front cover
- Drawers
- Shelves
- Foam inserts
- Dividers
- Tie-down points
- Side tables
- Work surface
- Power access
- Cable ports
- Ventilation
- Locking compartments
This is where custom work adds value. The case should not just carry the item. It should make using the item easier.
6. Protection level
Not everything needs the same level of protection.
Tell us whether the priority is:
- Impact protection
- Foam support
- Scratch protection
- Keeping items separated
- Weather resistance
- Secure transport
- Easy loading
- Professional team presentation
For fragile or high-value equipment, include photos of the vulnerable points.
7. Branding and finish
If the case needs to match your team or business, include:
- Logo files
- Colour preference
- Label requirements
- Plaque requirements
- Team name
- Whether branding needs to be subtle or prominent
VMEP can also help with practical marking, such as contents labels, numbered cases or storage identification.
8. Deadline
Always include your required date.
Do not just write "as soon as possible". Tell us the actual date you need the case in hand.
If the case is needed for:
- A race weekend
- Shipment deadline
- Test day
- Event build
- Truck loading date
Say so. The real deadline is often earlier than the event date.
Best email format
Send one email with:
- What is going inside
- Dimensions
- Weight
- Photos
- How it will be used
- Access/layout requirements
- Delivery postcode
- Required date
That is enough to start a proper quote.
Final advice
The best custom cases come from clear briefs.
You do not need to know the exact construction method. That is VMEP's job. But you do need to explain what the case has to carry, where it is going and how it will be used.
Send your custom case brief to VMEP with photos, dimensions and your required date.