Airport / FBO → Hotel
- PassengerORD → Hotel
- LuggageORD → Hotel
- GroupMDW → Hotel
Convention & event logistics
Every arrival.
Every bag.
Every movement.
VaultPac Expo coordinates passenger, luggage and equipment movements across airports, hotels, convention centers and event venues — through one connected operation.
The shape of an event week
It is never one trip to the airport.
- 01 Airport / FBO
- 02 Hotel
- 03 Venue
- 04 Hotel
- 05 Airport / FBO
Every leg carries more than one movement, and they do not all travel the same way. That is the part a single supplier cannot see.
One event. Multiple movements.
A 38-person convention group
is not 38 bookings.
It is one event, and underneath it the delegates, their bags and the booth freight each move on their own schedule, in their own vehicle, under their own status. Coordinated, not merely booked on the same day.
Hotel
- LuggageHotel custody
- EquipmentHotel → Venue
Hotel → Convention centre / venue
- GroupHotel → McCormick Place
- EquipmentHotel → McCormick Place
Hotel / venue → Airport / FBO
- PassengerHotel → ORD
- LuggageHotel → ORD
- EquipmentVenue → return
One reference. One operation. One invoice.
Airport / FBO → Hotel
Arrivals
Delegates land across a dozen flights and a private aviation terminal, and every one of them expects the same welcome.
- Flight-aware meet and greet at each terminal
- Group manifests, reconciled as people actually arrive
- Luggage separated from passengers where it saves a vehicle
- Multiple flights held and released against one hotel check-in window
- FBO and private aviation arrivals on the same manifest
Hotel
Hotels & staging
The hotel is where an event's logistics either hold together or start costing money in bell-desk overtime.
- Bell-desk coordination against the group's own schedule
- Temporary custody of bags and materials between sessions
- Staging space worked out with the property in advance
- Timed departures so a lobby never holds two groups at once
- Room-drop and bill-to-room arrangements where the hotel allows
Hotel → Convention centre / venue
Venue operations
Between the hotel and the hall there are people, there are booth materials, and they do not travel the same way.
- Shuttle programmes between properties and the hall
- Booth equipment and materials moved on their own schedule
- Marshalling and dock timings agreed with the venue
- Staging and return logistics for exhibitor freight
- Multi-vehicle coordination against session times
Hotel / venue → Airport / FBO
Departures
Departure day is arrival day run backwards, against flight times nobody controls and a check-out desk everybody shares.
- Flight-aware scheduling, so a delay moves a vehicle rather than a person
- Passenger and luggage movements timed separately on purpose
- Group manifests by flight, not by hotel floor
- Late-checkout bag custody between check-out and wheels-up
- Return freight collected from the hall, not from the lobby
What moves
Three kinds of movement,
one operation around them.
PASSENGER · GROUP
People
Sedans, SUVs, Sprinters and coaches, dispatched against the event schedule rather than against a booking time.
Fulfilled by VaultExec
LUGGAGE
Luggage
Tagged at collection, scanned at every handoff, held in custody between legs, proved on delivery.
Fulfilled on VaultPac luggage infrastructure
EQUIPMENT
Equipment
Booth materials, production cases and exhibitor freight, staged and returned on the venue's dock timings.
Fulfilled by VaultPac Expo
You plan it with VaultPac Expo and you are invoiced by VaultPac Expo. Which part of VaultPac drives, carries or stores is ours to arrange.
Who we work with
Whoever is responsible
when it goes wrong.
- Convention organisersWhole-programme arrival and departure logistics
- ExhibitorsBooth freight, crew movement, stand teardown
- Corporate groupsMeetings, incentives and multi-day programmes
- HotelsGroup arrivals that do not overwhelm the bell desk
- Destination management companiesGround operations you can subcontract whole
- AssociationsRecurring annual meetings with a known shape
- Production crewsEquipment, cases and crew on the same schedule
- Sports & organised groupsTeams, staff, kit and baggage together
Operational visibility
You can see where everything is.
Every movement on your event carries a status, a vehicle and a timestamp — the same record the dispatchers are working from. Bags are scanned at each handoff, so custody is a fact rather than an assurance.
Powered by the
VaultPac Movement Platform
Plan an event movement
Tell us about the event.
Enough to start planning — not enough to price it, because a programme like this is planned and then priced, never the other way round. Operations will come back to you.