Officials moving as a group
A delegation moves as one, or not at all
Officials and delegates coordinated across airport, hotel, conference and private meetings — one manifest, several vehicles, one dispatch picture.
Available on requestFor programmes that need a plan before a price.
Part of Specialty Services · all services
What this service handles
A delegation is a group with protocol attached. Seniority determines vehicle order, the manifest is controlled, some members travel together and some do not, and the programme is usually set by a host organisation rather than by the delegation itself.
Run as individual bookings this falls apart at the first change. Run as one trip, the vehicles are ordered, the manifest is one list, and a schedule change issued by the host moves the whole programme on the board rather than requiring eleven phone calls.
It sits at the crossover of the government and convention work, and it is frequently booked by the hosting organisation rather than by the delegation.
Typical movement
- Arrival as a group Terminal or FBO, greeters where protocol requires
- Vehicles in order Assignments fixed by the manifest
- Hotel and conference movements Scheduled against the host's programme
- Private meetings Separate movements within the same trip
- Departure as a group Worked back from flights
Who uses this service
- Consulates and diplomatic missions
- Government agencies hosting visitors
- International organisations
- Universities and policy institutions
- Trade missions and chambers of commerce
- Conference and summit organisers
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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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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Passenger movement
Sedan, SUV, Sprinter, minibus and coach movements priced and dispatched by the transportation engine.
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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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Changes during the trip
Times, stops, vehicles and passenger counts can change after a trip has started without rebooking it.
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Operator assignment
Movements assigned to a specific operator and vehicle, with the assignment visible to dispatch throughout.
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Luggage movement
Bags booked as their own movement, with their own route, their own timing and their own proof.
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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Executive sedan
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SUV
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Sprinter
Why VaultPac for this
- One manifest and one trip, so the delegation moves as a unit rather than as separate bookings.
- Vehicle order and assignment are recorded, which protocol usually requires.
- A programme change from the host is one edit rather than a round of phone calls.
- Luggage handled separately so delegates are not carrying bags into a conference.
Important
- VaultPac provides transportation. It is not a government or security agency and holds no protective or law-enforcement authority.
Questions
Can the hosting organisation book on the delegation's behalf?
Yes, and usually it should. The programme sits on the host's account with the delegation as the passengers.
Can vehicle order be fixed by protocol?
Yes. Assignments are recorded on the movement rather than decided at the kerb.
Next step
Plan delegations 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.