Organizer guide: Setting up season pass renewals
Alternative article title (internal): How to configure and manage season renewals and seat retention
Learn how to set up organizer-controlled renewals, define seasons, and retain member benefits and seat assignments while streamlining transitions between seasons.
Overview
Organizer-managed renewals allow you to control the renewal process for season pass holders. This structured window helps maximize retention before making seats available for new ticket buyers.
Key benefits:
- ✅ Self-serve renewals for organizers and ticket buyers
- 📍 Simplified seat and level retention and modifications
- 💰 Revenue realization options (per event or season)
- 🔧 Organizers can create new seasons without support
- 📊 Enhanced reporting to track renewals and member activity
Glossary: Key terms
| Feature | Description |
|---|---|
| Season | The full duration a pass is valid, with unique start/end dates and renewal settings. |
| Display dates | The visible date range shown to ticket buyers during purchase. |
| Season sale start | Date when the new season becomes available. |
| Season sale end | Last day the season can be purchased. |
| Renewal deadline | Cutoff for retaining current seats. After this, unrenewed seats are released. |
How seat retention works
- Members who renew during the renewal window retain their current seats.
- After the deadline, unrenewed seats become publicly available.
Organizer setup: How to enable and manage renewals
- 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 a new season.
- Set display dates, on-sale dates, and renewal deadline.
- Ensure future seasons begin after current season ends.
Note: Once the first pass for a season is sold, settings cannot be changed.
Adding future seasons
- Click Add Season again to define additional future seasons.
- Double-check date order: Season B must start after Season A ends.
Renewal reminder emails
You can customize if and when ticket buyers receive reminder emails with direct links to renew.
Customer journey: How ticket buyers renew
Renewal options:
- ✅ Keep current membership level and seats
- 🔁 Upgrade or downgrade membership tier (if available)
- ❌ Decline renewal – seat is released, benefits end
Steps for ticket buyers:
- Log in to Showpass and go to Memberships, or use the direct link in the email.
- Select the pass to renew and click Renew membership
Choose renewal preferences
- Choose to retain seats and level or Edit Selection.
If editing:
- Select or deselect members → click Continue.
- Choose new seats and assign members to seats.
- Click Checkout and complete payment.
Confirmation:
- 💳 Review details and submit payment.
- 📩 Ticket buyer receives confirmation email.
Best practices
- 📢 Communicate early with members before the renewal window opens.
- 📊 Monitor renewals using reporting tools and adjust your campaigns.
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