Learn how to set up organizer-controlled renewals, define seasons, and retain member benefits and seat assignments while streamlining transitions between seasons.
Introduction
Organizer-managed renewals allow you to control the renewal process for season pass holders. This structured renewal window helps maximize retention before making seats available for new ticket buyers.
Key updates
- ✅ Self-serve renewals for organizers and ticket buyers
- 📍 Simplified seat and level retention, selection, and modifications
- 💰 Revenue realization (option to assign revenue per event)
- 🔧 Organizers can create new seasons without external support
- 📊 Reporting enhancements to track renewals and pass holder activity
Key terms and definitions
| Feature | Description |
|---|---|
| Season | Full duration a pass is valid. Includes all perks and seat ownership rules. Each season has unique start/end dates and renewal settings. |
| Display dates | The visible date range shown to ticket buyers during purchase — sets expectations for when a pass is active. |
| Season sale start date | Date the new season becomes available. Must begin after the previous season ends. |
| Season sale end date | Final day the season is purchasable. Members may still purchase after the renewal deadline, but seat retention isn't guaranteed. |
| Renewal deadline | Cutoff date to retain the same seats. After this date, unclaimed seats are released for general sale. |
The period between the season sale start and renewal deadline is considered the renewal window.
Seat retention: Members who renew during this window retain their seats. After the deadline, seats become available to the public.
Renewal process
- 📅 Organizer defines the on-sale “Starts” date to launch the renewal campaign.
- 📧 Ticket buyers receive renewal emails (optional) with direct links to confirm their renewal.
- 👥 Ticket buyers can choose to keep their seats, upgrade levels, or select new ones.
- 🔓 After the deadline, unclaimed seats are released for general sale.
- 🪑 Ticket buyers can still purchase later, but new seats may need to be selected.
How-to guide: enabling and managing renewals
Step 1: Organizer setup
- Go to Memberships in your Showpass Dashboard
- Select an existing membership group or create a new one
- Set the Renewal period to Seasonal
- Click Add Season to define your new season
- Set display dates, on-sale window, and renewal deadline
- ⚠️ Note: Future seasons must begin after the current season ends
Add future seasons
- Click Add Season to define display dates, on-sale/off-sale windows, and deadlines
- Ensure Season B starts after Season A ends
- You can edit any settings until the first membership is sold for that season
If ticket buyers do not renew by the deadline, their seats are automatically released.
Renewal reminder email
Select how and when you'd like to send renewal reminders to ticket buyers.
Customer journey for renewals
Renewal options for customers
- ✅ Keep current membership level and seats
- 🔁 Upgrade or downgrade membership tier (if available)
- ❌ Decline renewal — seat is released, benefits end
Access the memberships page
- Log in to Showpass and open Memberships in the menu
- Or use the direct link from the renewal email
- Select the season pass to renew
- Click Renew membership on the membership info page
Choose renewal preferences
- Renew all members and keep as is: Retain seats & membership tier
- Edit selection: Choose new seats or change levels
Editing season pass or seat selection
- If choosing “edit,” members and seats will be selectable:
- Select or deselect members → click Continue
- On the seat selection page, choose new seats
- Assign a member to each selected seat
- Click Checkout and complete the renewal purchase
Complete payment and confirmation
- 💳 Review total and pass details
- ✅ Submit payment
- 📩 Receive confirmation email
Best practices for a smooth renewal process
- 📢 Communicate early: Send email reminders ahead of the renewal deadline
- 📊 Monitor trends: Use reports to track renewals and adjust campaigns
💬 Need help? Contact us by submitting a Request Form to our support team.