Artists, crew & gear
Load-in at eight, doors at seven, out at two
Artist, crew, hotel, venue and airport movement across a show day, with equipment on its own vehicles and late-night runs planned rather than improvised.
Available on requestPriced on the programme, not on a per-trip guess.
Part of Specialty Services · all services
What this service handles
A show day runs on two schedules that only meet at the venue. The production schedule starts at load-in and ends at load-out; the artist schedule is a few hours in the middle. Both need transportation and they need different things from it.
VaultPac runs both on one trip: crew and gear movements timed to load-in and load-out, artist movements discreet and on standby hours, and airport or FBO arrivals and departures at either end.
Late-night movement is the normal case here. Load-out finishes when it finishes, and a transport plan that assumed otherwise is a plan that fails on the first night.
Typical movement
- Crew and gear to load-in Early, and on their own vehicles
- Artist arrival Airport or FBO, then hotel or venue
- Standby through the show Hours rather than pickup times
- Load-out Late, and later than scheduled
- Departure or next city Airport, FBO or road
Who uses this service
- Tour managers and production managers
- Record labels and artist management
- Promoters and venues
- Festival operations teams
- Touring crews
- Event production companies
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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Passenger movement
Sedan, SUV, Sprinter, minibus and coach movements priced and dispatched by the transportation engine.
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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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Changes during the trip
Times, stops, vehicles and passenger counts can change after a trip has started without rebooking it.
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Masked communication
Passenger and chauffeur reach each other without either holding the other's number.
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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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FBO coordination
Tail number, operator, FBO and arrival details captured on the movement so the vehicle meets the aircraft rather than the terminal.
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Operator assignment
Movements assigned to a specific operator and vehicle, with the assignment visible to dispatch throughout.
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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SUV
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Sprinter
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Passenger van
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Cargo vehicle
Why VaultPac for this
- Crew, artist and gear on one trip rather than three arrangements that have to be kept in sync manually.
- Standby hours for the artist side, timed movements for the production side.
- Late-night load-out treated as the plan, not as an overrun.
Questions
Can you cover several cities on a tour?
Chicago is our own operation; other markets run through vetted operators under the same itinerary. We will confirm which cities we can actually cover for your dates rather than claiming a national footprint.
Next step
Plan concerts & tours 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.