VendorHearth Pro allows organizers to create Season Passes that include multiple events under a single purchase.
Before creating a Season Pass, it is best to have the events you want to include already created and configured in VendorHearth.
Before Creating a Season Pass #
Review each event that will be included and make sure its basic setup is complete.
This includes reviewing:
- Event name and date
- Booth types
- Booth pricing
- Booth capacity
- Vendor categories
- Category limits
Season Pass assignments rely on the configuration of the individual events.
Create a Season Pass #
From the WordPress Dashboard, open the Season Passes area in VendorHearth.
Choose the option to create a new Season Pass.
Enter the information requested for the pass.
Use a clear name that vendors and organizers can easily recognize.
For example:
2027 Market Season Pass
or:
Full Season Vendor Pass
Set the Season Pass Price #
Enter the price vendors will pay for the Season Pass.
The Season Pass price represents the amount charged for the complete pass rather than requiring the vendor to separately purchase each included event.
Before publishing the pass, verify that the price is correct.
Select Included Events #
Choose the events that should be included with the Season Pass.
For example, an organization with four annual markets might include:
- Spring Market
- Summer Market
- Fall Market
- Holiday Market
Only include events that are intended to be part of the pass.
Review Event Capacity #
Before making a Season Pass available, review the capacity of each included event.
Season Passes do not automatically override event capacity.
When VendorHearth assigns a paid Season Pass holder to the included events, capacity checks still apply.
This helps prevent a Season Pass from unintentionally overfilling an event.
Review Booth Availability #
Make sure the appropriate booth options exist for the events included in the Season Pass.
Because each event maintains its own participation records, the underlying event configuration still matters even though the vendor is purchasing multiple events together.
Review Category Limits #
If your events use vendor category limits, review those limits before offering Season Passes.
Booth capacity and category capacity are separate controls.
An event may still have booth space available while a particular vendor category has reached its limit.
Save the Season Pass #
After entering the Season Pass information and selecting the included events, save your changes.
Review the completed Season Pass before making it available to vendors.
Verify:
- The Season Pass name
- The price
- The included events
- Event capacity
- Booth configuration
- Category availability
Editing a Season Pass #
If you need to modify a Season Pass, return to the Season Pass management area and edit the appropriate pass.
Use caution when changing a Season Pass that vendors have already purchased.
Changes to included events or other important settings can affect how the pass relates to existing vendor records.
Review existing Season Pass holders before making significant changes.
Adding Events Later #
If your event schedule changes, review the Season Pass configuration before adding a new event to an existing pass.
Do not assume that previously purchased passes should automatically include an event that was created later.
Your organization’s Season Pass terms should determine whether the new event belongs to existing purchases.
Removing an Event #
Use similar caution before removing an event from a Season Pass that has already been purchased.
Vendors may already have participation records associated with that event.
Review existing assignments before making the change.
Check the Pass Before Opening Sales #
Before allowing vendors to purchase a Season Pass, perform a final review.
Confirm:
- Correct Season Pass name
- Correct price
- Correct events included
- Included events are configured
- Booth capacities are correct
- Category limits are correct
- Payment configuration is ready
Taking a few minutes to verify the Season Pass before vendors begin purchasing it can prevent significant cleanup later.
Next Step #
Continue to Purchasing and Paying for a Season Pass to learn what happens when a vendor purchases a Season Pass and how payment affects the Season Pass workflow.
