---
title: Purchasing and Paying for a Season Pass
description: "When a vendor purchases a Season Pass in VendorHearth Pro, the pass connects a single payment with participation in multiple included events. The Season Pass is not fully processed until the required payment has been completed or appropriately recorded. ##…"
url: "https://vendorhearth.com/docs/purchasing-and-paying-for-a-season-pass/"
updated: "2026-09-23"
category: Season Passes — creating passes, applications, payment and automatic event assignment
---

# Purchasing and Paying for a Season Pass

When a vendor purchases a Season Pass in VendorHearth Pro, the pass connects a single payment with participation in multiple included events.

The Season Pass is not fully processed until the required payment has been completed or appropriately recorded.

## Before a Vendor Purchases

Before offering Season Passes, organizers should verify that:

- The Season Pass price is correct.
- The correct events are included.
- Included events are properly configured.
- Event and category capacities are accurate.
- The payment gateway is configured and working.

Correct setup is especially important because a paid Season Pass can trigger assignments across multiple events.

## Purchasing a Season Pass

The vendor uses the available Season Pass option to purchase the pass.

The purchase remains associated with the vendor's VendorHearth account so VendorHearth can determine which vendor should be assigned to the included events.

Vendors should use their existing VendorHearth account rather than creating another account specifically for the Season Pass.

## Season Pass Payment

A Season Pass should only be treated as paid when payment has actually been completed.

When using the Square integration, VendorHearth can associate the completed payment with the Season Pass purchase.

As with other VendorHearth payments, Square payment updates rely on the payment integration and webhook being configured correctly.

## What Happens After Payment?

Once VendorHearth recognizes the Season Pass as paid, the system can begin assigning the vendor to the events included with the pass.

In simplified form:

**Season Pass Purchased → Payment Completed → Capacity Checked → Included Events Assigned**

This automation reduces the need for organizers to manually add the same vendor to every event.

## The Vendor Does Not Pay for Each Included Event Again

The purpose of the Season Pass is to cover the events included with that pass.

Once the Season Pass has been legitimately paid, the vendor should not be required to separately pay the normal booth fee for each included event covered by the pass.

The event participation records still exist individually, but their inclusion originates from the paid Season Pass.

## Capacity Checks Still Apply

Payment does not cause VendorHearth to ignore event capacity.

When processing the included events, VendorHearth checks whether the vendor can be assigned appropriately.

If an assignment cannot be completed because of capacity, review the affected event rather than simply forcing another record into it.

## Review the Vendor's Assignments

After a Season Pass is paid, verify that the vendor appears in the expected included events.

This is particularly important when:

- An event is nearly full.
- Category limits are being used.
- The Season Pass was recently modified.
- An event was added or changed after the pass was created.

## Do Not Manually Duplicate Assignments

If VendorHearth is already processing a paid Season Pass, avoid manually creating duplicate event participation records for the same vendor.

First review the Season Pass and the vendor's existing event assignments.

## Payments Received Outside the Normal Checkout

If a legitimate Season Pass payment was received outside the normal VendorHearth Square workflow, make sure the payment is accurately recorded before treating the pass as paid.

Do not create a fake Square transaction.

The VendorHearth payment record should accurately represent how the payment was received.

## Verify Before Correcting a Problem

If a vendor paid for a Season Pass but does not appear in an expected event:

1. Verify the Season Pass payment.
2. Confirm the event is included in the Season Pass.
3. Review the event's capacity.
4. Review applicable category limits.
5. Check whether an event participation record already exists.
6. Review the Season Pass record before manually creating anything.

This helps prevent duplicate records and incorrect assignments.

## Next Step

Continue to **Automatic Season Pass Event Assignment** to learn how VendorHearth assigns paid Season Pass holders to their included events and how capacity checks affect those assignments.