One booking, two movements
The people go in the coach. The bags go in the van.
A dedicated cargo vehicle for the group's luggage, running its own route and its own timing while the passengers travel light.
Tell us the shape of the programme and we will price it.
Part of Convention & Event Movements · all services
What this service handles
Forty people and sixty bags do not fit the same way. Loading a coach's bays takes twenty minutes at each end, the bags come off in the wrong order, and the hotel's kerb becomes the bottleneck for the whole arrival.
Running the luggage as its own movement fixes the arithmetic. A cargo vehicle takes the bags direct to the hotel where they can be staged and matched to rooms, while the coach delivers the people and leaves. Frequently the bags go first, so the rooms are ready when the group walks in.
Both movements sit on the same trip with the same manifest, so the count is one count. Dispatch watches both, and a delay on one is visible against the other.
Typical movement
- Manifest received Passengers and bags on one list
- Bags loaded to a cargo vehicle Tagged and scanned as they go
- Passengers depart separately Coach, Sprinters or SUVs
- Luggage staged at the hotel Often ahead of the passengers
- Matched and delivered Proof of delivery against the manifest
Who uses this service
- Convention and conference groups
- Sports teams and athletic groups
- Tour operators and DMCs
- Corporate meeting planners
- Incentive travel programmes
- Large family and wedding parties
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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Separate cargo vehicle
A dedicated vehicle for bags, cases or equipment running alongside the passenger vehicles rather than inside them.
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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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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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Multiple vehicles
Several vehicles on one itinerary, each with its own assignment, timing and passenger list.
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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 delivery
Time, place and who received the item, captured at delivery.
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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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Cargo vehicle
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Sprinter
Why VaultPac for this
- Passengers and bags are separate movements on one trip, not two bookings to reconcile.
- Bags can arrive before the people, which is usually the faster arrival.
- The manifest you already have is read in rather than retyped.
- Every bag is scanned, so a group of sixty does not end with a search for one.
Questions
Do the bags have to leave at the same time as the group?
No, and usually they should not. The luggage movement has its own window; sending it ahead means the hotel has the bags staged before the coach pulls up.
How are bags matched back to people?
Against the manifest. Each bag is tagged and scanned to the passenger it belongs to, and the delivery proof is recorded against the same list.
Next step
Plan group 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.