The bags nobody planned for
Three hundred bags, one closing session, six hours to fill
Group bag handling, early arrivals, storage, hotel delivery and exhibitor materials — so the first and last days of a show stop being luggage days.
Tell us the shape of the programme and we will price it.
Part of Convention & Event Movements · all services
What this service handles
Conventions produce a luggage problem twice, and both times it lands on somebody who is not responsible for it. Attendees arrive before rooms are ready and fill the bell closet. They check out at eleven on the last day and then sit through sessions until five with a suitcase.
VaultPac takes the bags as movements with custody. Collected at the airport or the hotel, tagged and scanned, held for as long as the gap runs, and delivered to a room, a hotel or an airport on a window that matches the programme rather than the check-out policy.
The same movement covers exhibitor materials and collateral heading to the stand, which is the other thing that has no obvious owner on load-in day.
Typical movement
- Bags collected At the airport, the hotel or the venue
- Tagged and scanned against the manifest Matched to attendees
- Held through the gap Before check-in, or after check-out
- Delivered on the programme's window Room, hotel, venue or airport
- Proof of delivery per bag Against the same list
Who uses this service
- Convention and conference organisers
- Exhibitors and sponsor teams
- Hotels absorbing convention arrivals
- DMCs and event agencies
- Association staff
- Attendees on the last day of a show
How VaultPac coordinates it
Every booking is a trip. A trip carries trip services, and each service breaks into the individual movements that actually have to happen — which is why the people and the bags do not have to travel the same way.
- Trip
- Trip services
- Individual movements
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Luggage movement
Bags booked as their own movement, with their own route, their own timing and their own proof.
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Secure storage between movements
Items can be held under custody between a pickup and a delivery, and released on a schedule rather than on arrival.
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Group manifest
Send the passenger and bag list you already have. It is read into the trip instead of being retyped into a form.
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QR custody scan
Every bag carries a tag. Each change of hands is scanned, so custody is a record rather than a recollection.
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Proof of pickup
Time, place and who released the item, captured at collection.
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Proof of delivery
Time, place and who received the item, captured at delivery.
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Separate cargo vehicle
A dedicated vehicle for bags, cases or equipment running alongside the passenger vehicles rather than inside them.
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Oversized & special items
Golf bags, trade-show cases, strollers, production cases and similar items counted on the movement so the right vehicle is assigned.
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Dispatch monitoring
Every movement on one board while it runs, so a late arrival is seen rather than reported.
What runs this movement
Assignment reads the passenger count and the bag count, so the vehicle that arrives fits both. Larger movements run several.
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Sprinter
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Minibus
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Motorcoach
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Cargo vehicle
Why VaultPac for this
- The bell closet stops being the plan.
- Every bag is scanned against the manifest, so three hundred bags do not end with a search for one.
- Delivery windows match the programme rather than the hotel's check-out time.
- Exhibitor materials move on the same arrangement as the attendee bags.
Questions
How are bags matched to attendees?
Against the manifest. Each bag is tagged and scanned to the attendee it belongs to, and proof of delivery is recorded against the same list.
Can attendees book individually under a group arrangement?
Yes. A group programme can be set up so attendees arrange their own bags within it, which is often easier than the organiser collecting everybody's details.
Next step
Plan convention luggage with us
Tell us the shape of the movement — dates, numbers, where it starts and where it has to end. We come back with an operating plan and a price, not a form letter.