One of the primary benefits of Season Passes in VendorHearth Pro is automatic event assignment.
Once a Season Pass is paid, VendorHearth can assign the vendor to the events included with that pass without requiring the organizer to manually add the vendor to each event.
How Automatic Assignment Works #
The basic Season Pass workflow is:
Season Pass Purchased → Payment Confirmed → Included Events Checked → Vendor Assigned
VendorHearth uses the Season Pass configuration to determine which events should receive the vendor.
Payment Must Be Confirmed #
Automatic assignment occurs as part of the paid Season Pass workflow.
A vendor should not receive the benefits of a paid Season Pass simply because the pass was started or requested.
VendorHearth must recognize the Season Pass as paid before the corresponding assignments are processed.
Included Events #
VendorHearth only considers events that are included in the Season Pass.
For example, if a Season Pass includes:
- Spring Market
- Summer Market
- Fall Market
- Holiday Market
VendorHearth can create participation records for those included events after the pass is paid.
An event that is not included in the Season Pass is not automatically added.
Capacity Checks #
Automatic assignment does not bypass event capacity.
VendorHearth checks capacity when assigning the vendor to the included events.
This is important when a Season Pass contains several events and one of those events is already approaching its limit.
Category Capacity #
If your event uses category limits, those restrictions should also be considered when reviewing Season Pass assignments.
Remember that overall event capacity and vendor category capacity are separate controls.
An event may still have booth availability while a particular vendor category has reached its allowed limit.
Each Event Maintains Its Own Record #
A Season Pass does not combine multiple events into one event record.
Each included event still maintains its own vendor participation information.
This allows organizers to continue managing each event individually, including:
- Vendor rosters
- Booth assignments
- Event maps
- Check-in
- Event packets
- Communications
- Event-specific operations
The Season Pass simply provides the connection between the paid pass and the included events.
Review Assignments After Payment #
Although the assignment process is automated, organizers should review the results when necessary.
Confirm that the vendor appears in the expected events and investigate any event that did not receive the expected assignment.
If an Assignment Cannot Be Completed #
If VendorHearth cannot assign the vendor to an included event because of capacity or another restriction, review that event before manually adding the vendor.
Check:
- Event capacity
- Booth availability
- Category availability
- Category limits
- Existing vendor participation
- The Season Pass configuration
Correct the underlying issue rather than immediately creating a duplicate participation record.
Avoid Duplicate Assignments #
Do not manually add a Season Pass holder to an included event without first checking whether VendorHearth has already created the appropriate record.
The vendor should have one appropriate participation record for that event.
Changes After a Season Pass Is Paid #
Use caution when changing the events included in a Season Pass after vendors have already purchased it.
Existing vendors may already have participation records created from the original Season Pass configuration.
Review existing Season Pass holders and their event assignments before making significant changes.
Automatic Does Not Mean Unrestricted #
Season Pass automation is designed to reduce repetitive administrative work.
It is not designed to bypass your event-management rules.
VendorHearth still relies on the configuration of the individual events when processing Season Pass assignments.
Keeping event capacity, categories, and booth information accurate helps the automated process work as intended.
Next Step #
Continue to Managing Season Pass Holders to learn how to review vendors who have purchased Season Passes and manage their participation across included events.
