Event Pass System

The Event Pass system in PartyLabz gives event organizers powerful tools to create and manage exclusive benefits for their loyal attendees. Whether you're running a venue with regular patrons, managing a club with members, or organizing a conference series with returning attendees, the Event Pass system lets you reward loyalty and create premium experiences.

This feature enables you to offer special pricing, exclusive access, and customized privileges to your dedicated supporters while maintaining flexibility in how these benefits are applied across your events.

Who is this Feature For?

The Event Pass system is designed for:

• Venue owners who want to offer special access or pricing to regular patrons
• Club organizers looking to manage membership access to their events
• Conference organizers who want to provide loyalty discounts to returning attendees
• Event series managers who need to track and reward repeat attendance
• Organizations with existing membership systems who want to integrate those benefits into their PartyLabz events

Use Cases

• Exclusive Access Events: Create members-only events where only those with valid Event Passes can RSVP or purchase tickets
• Tiered Pricing: Offer discounted or special pricing for Event Pass holders while maintaining standard pricing for the general public
• Loyalty Programs: Reward repeat attendees with Event Passes that provide benefits across multiple events
• External System Integration: Import existing membership data from other systems and extend those benefits to your PartyLabz events
• Premium Experience Management: Create VIP tiers with different levels of benefits and pricing

How It Works: Step-by-Step Guide

Setting Up Event Pass Types

1. Navigate to the "Event Passes" page of your PartyLabz account and click the "Event Pass Types" button in the toolbar
2. Create Event Pass Types that define different tiers of access:
   • Give each type a descriptive name (e.g., "VIP," "Premium," "Standard")
   • Add a detailed description that will be visible to the public
   • Set the price for each Event Pass Type
   • Optionally specify duration in months and number of permitted uses
   • Specify if this is an external event pass type

Creating Individual Event Passes

1. From the "Event Passes" page, click the "Add" button
2. Enter a unique Event Pass ID for each event pass
3. Select the appropriate Event Pass Type from your created types
4. Add optional notes for internal reference
5. Adjust the expiration date if needed
6. If importing from an external system, enable "The event pass is external"

Configuring RSVP Events

1. Navigate to your event settings and locate RSVP settings
2. Select one of the "Event Pass Requirement" options:
   • None: Anyone can RSVP, no Event Pass needed
   • Optional: Event Pass ID will be requested but not required
   • Required: Valid Event Pass is necessary to complete RSVP

Setting Up Ticketed Events

1. Go to Ticket Types in your event settings
2. Create or edit a ticket type
3. Select the appropriate "Event Pass Requirement":
   • None: Anyone can purchase this ticket
   • Optional: Event Pass ID will be requested but not mandatory; you can set a special discounted price for valid pass holders
   • Required: Valid Event Pass is necessary to purchase this ticket, with customizable pricing

Creating Your Organizer Page to Sell Event Passes

1. Go to the "My Events"" page
2. Locate and click on "Organizer Page" in the left menu
3. Enter a unique URL path and click Create
4. Complete your company overview and description
5. Enable the Event Passes page and add your description
6. Event Pass Types will be listed for visitors to purchase
7. Click the "Save" to save the changes
8. When purchased, the system sends confirmation emails to both you and the buyer

Importing External Memberships

1. Prepare a CSV file with the following columns:
   • Event Pass ID (required)
   • Expires On date (required)
   • Notes (optional)
   • Event Pass Type (optional)
2. Import this file into PartyLabz to automatically create Event Passes
3. These imported passes will work seamlessly with your PartyLabz events

You can combine both approaches—using external imported Event Passes alongside those sold directly through your organizer page—giving you maximum flexibility in managing your membership program.

Conclusion

The Event Pass system in PartyLabz offers a versatile way to create and manage special access and benefits for your loyal attendees. Whether you're creating an entirely new membership program or extending benefits from an existing system, Event Passes help you enhance the event experience for your dedicated supporters while streamlining your event management process.