Exhibitors, staff & stands
Load-in, show days, load-out — with the people and the cases
Timed shuttle movement for exhibitor staff plus the collateral, cases and equipment that have to be on the stand before the doors open.
Available on requestTell us the shape of the programme and we will price it.
Part of Convention & Event Movements · all services
What this service handles
Trade show transportation has two clocks. The staff clock — hotel to hall each morning, back each evening, plus the client dinners — and the stand clock, which starts a day or two earlier and is about cases rather than people.
VaultPac runs both on one trip. Exhibitor staff move as scheduled shuttles with counts; executives and clients move as point-to-point or as-directed; and the collateral, cases and light equipment move as their own cargo movements timed against load-in.
Chicago's show calendar is built around McCormick Place, and the distances, loading windows and traffic patterns on this page assume that.
Typical movement
- Load-in cargo movement Cases and collateral to the stand
- Staff shuttles begin Hotel to hall, timed to the show hours
- Executive and client movements Point-to-point or as-directed
- Evening hospitality Dinners and off-site events
- Load-out Cases collected and moved or held
Who uses this service
- Exhibitors and sponsor teams
- Marketing and events departments
- Experiential and brand agencies
- Show organisers
- Corporate hosts entertaining clients
- Stand builders and contractors
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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Multiple vehicles
Several vehicles on one itinerary, each with its own assignment, timing and passenger list.
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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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Passenger movement
Sedan, SUV, Sprinter, minibus and coach movements priced and dispatched by the transportation engine.
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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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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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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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Dispatch monitoring
Every movement on one board while it runs, so a late arrival is seen rather than reported.
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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
- Staff movement and stand materials on one trip rather than two vendors who do not talk.
- Load-in and load-out are movements with windows, not a favour asked of the shuttle driver.
- Cases are counted as oversized items so the vehicle assigned can take them.
- Storage between show days for anything that should not live on the stand overnight.
Questions
Can you handle our stand freight?
We handle cases, collateral and light equipment that travel with a team. Palletised freight, heavy staging and anything requiring a lift gate or dock appointment is a freight job and belongs with the show's official contractor.
Can the shuttles change hours mid-show?
Yes. Show days rarely run exactly as published, and the schedule is edited on the board rather than rebooked.
Next step
Plan trade shows 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.