Small groups, tight schedules
Airport, hotel, meeting, dinner — for the whole group
Smaller corporate programmes where the arrivals are staggered, the agenda is fixed and every movement has to land inside a specific window.
Tell us the shape of the programme and we will price it.
Part of Convention & Event Movements · all services
What this service handles
A thirty-person offsite is not a convention and it is not a set of individual bookings. It has a fixed agenda, staggered arrivals, a venue that is not the hotel, at least one dinner, and a departure wave compressed into a morning.
This is the size where coordination pays for itself most obviously. Arrivals are movements against flights, the daily runs are scheduled with counts, the dinner is its own movement, and the coordinator has one contact rather than a thread per vehicle.
Luggage usually matters here too: people arrive straight into a session, and the bags should not be in the room with them.
Typical movement
- Staggered arrivals A movement per flight, greeters where useful
- Bags to the hotel separately Delegates go straight into the session
- Hotel to venue runs Scheduled against the agenda
- Dinner and evening movement Own vehicles, own timing
- Departure wave Worked back from flights
Who uses this service
- Corporate meeting planners
- Executive assistants running offsites
- HR and internal communications teams
- Sales and leadership retreats
- Training and onboarding programmes
- Hotels hosting meeting blocks
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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Trip → Trip Services → Movements
One trip holds every service on it, and each service breaks into the individual movements that have to happen. A single booking can carry people and bags on different vehicles and different clocks without becoming two bookings.
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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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Multiple vehicles
Several vehicles on one itinerary, each with its own assignment, timing and passenger list.
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Passenger movement
Sedan, SUV, Sprinter, minibus and coach movements priced and dispatched by the transportation engine.
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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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Meet & greet
A greeter recorded on the movement itself, so dispatch knows the handoff is staffed and not assumed.
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Dispatch monitoring
Every movement on one board while it runs, so a late arrival is seen rather than reported.
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Account billing
Charges belong to an account rather than to a single booking, so one programme can carry several contacts, cards and cost centres.
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Changes during the trip
Times, stops, vehicles and passenger counts can change after a trip has started without rebooking it.
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
- Arrivals, daily runs, dinners and departures are one programme on one account.
- Bags go to the hotel while delegates go into the first session.
- An agenda that slips re-times the movements rather than breaking them.
- One contact for the coordinator, one board for dispatch.
Questions
How small can a group programme be?
There is no floor. A group of eight with staggered arrivals and a dinner benefits from being one trip just as much as a group of eighty does.
Can we bill this to a company account?
Yes. Group programmes sit on the same account model as individual corporate travel, with charges collecting against the account.
Next step
Plan meetings & conferences 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.