---
title: Managing Season Pass Holders
description: VendorHearth Pro allows organizers to review Season Pass holders and monitor their participation across the events included with their pass. Because one Season Pass can affect several events, keeping the Season Pass record accurate helps prevent duplicate assignments and payment…
url: "https://vendorhearth.com/docs/managing-season-pass-holders/"
updated: "2026-09-23"
category: Season Passes — creating passes, applications, payment and automatic event assignment
---

# Managing Season Pass Holders

VendorHearth Pro allows organizers to review Season Pass holders and monitor their participation across the events included with their pass.

Because one Season Pass can affect several events, keeping the Season Pass record accurate helps prevent duplicate assignments and payment confusion.

## Reviewing Season Pass Holders

Open the **Season Passes** area in VendorHearth to review your Season Pass records.

When reviewing a Season Pass holder, confirm:

- The correct vendor is associated with the pass.
- The correct Season Pass was purchased.
- Payment has been completed.
- The expected events are included.
- The vendor has been assigned to the appropriate events.

## Verify Payment First

Before making changes to a Season Pass holder's event assignments, verify the payment status of the Season Pass.

A vendor should only receive paid Season Pass benefits when the payment has actually been completed or appropriately recorded.

If there is a payment discrepancy, investigate the payment before manually changing event participation.

## Reviewing Included Events

A paid Season Pass holder should be associated with the events included in the pass when the applicable capacity requirements can be satisfied.

Review the vendor's event participation to make sure the expected assignments were created.

If an event is missing, investigate why before manually adding the vendor.

## Check Capacity Problems

If a Season Pass holder was not assigned to an expected event, check:

- Overall event capacity
- Booth availability
- Vendor category availability
- Category limits
- Existing participation records

The missing assignment may be the result of an event restriction rather than a problem with the Season Pass itself.

## Managing Individual Events

Even though the vendor entered through a Season Pass, each event continues to maintain its own participation record.

This means organizers can still manage event-specific information such as:

- Booth assignments
- Booth numbers
- Event packets
- Check-in
- Event communications
- Event maps

The Season Pass does not prevent you from managing the vendor separately within each included event.

## Avoid Duplicate Records

Before manually adding a Season Pass holder to an event, check whether the vendor already has a participation record for that event.

Creating another record can result in duplicate vendors, inaccurate capacity counts, or confusing payment information.

## Changing a Season Pass

Use caution when changing a Season Pass after vendors have already purchased it.

Adding or removing events from the Season Pass does not necessarily mean existing vendor records should simply be deleted or recreated.

Review current Season Pass holders and their existing event assignments before making significant changes.

## Vendor Withdraws From One Event

A Season Pass holder may occasionally be unable to participate in one of the included events.

Handle the affected event according to your organization's normal withdrawal or cancellation procedures.

Avoid changing the entire Season Pass simply because the vendor cannot attend one included event.

## Vendor Withdraws From the Entire Season

If a vendor is no longer participating in any of the events covered by the Season Pass, review:

- The Season Pass record
- Payment information
- Existing event assignments
- Individual event records

Any refund or financial decision should be handled according to your organization's policies and payment processor procedures.

## Season Passes and Vendor History

Because the vendor maintains individual participation records for the included events, their event history can continue to reflect each market they participated in.

This provides a more useful vendor history than treating the entire season as a single event.

## Periodically Review Season Passes

During an active season, periodically review Season Pass holders to confirm that:

- Payments are accurate.
- Included events are correct.
- Expected assignments exist.
- Duplicate assignments have not been created.
- Capacity problems have been addressed.

This is especially useful after adding new events or making changes to an existing event.

## Next Step

Continue to **Troubleshooting Season Passes** for common issues involving payments, automatic event assignment, capacity, and missing or duplicate participation records.