Organizer guide: Setting up season pass renewals

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.

Seasonal renewal setting

  • 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.

Season setup view

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.

Renewal email preview

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

Season expiration warning

Steps for ticket buyers:

  • Log in to Showpass and go to Memberships, or use the direct link in the email.

Membership list

  • Select the pass to renew and click Renew membership

Select pass to renew

Renewal screen options

 

Choose renewal preferences

Renewal options

  • Choose to retain seats and level or Edit Selection.

 

If editing:

  • Select or deselect members → click Continue.

Seat edit selection

  • Choose new seats and assign members to seats.

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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