Organizer renew license

Renewal is the season transition control point. Do this early so next-season event setup is never blocked by expired organizer permissions.

What this step is for

You will renew organizer-related licensing and confirm uninterrupted access for the upcoming season.

Best timing

Start renewal 30-45 days before expiration.

Minimum safe window: 14 days before expiration.

Before you start

Gather:

  • target season year
  • governing federation
  • application model (self-service or organization-managed)
  • budget approval/payment method

Step-by-step

Step 1: Check current expiration dates

In Account -> Licenses, note:

  • organizer license item
  • current status
  • expiration date

If already expired, mark as urgent.

Step 2: Confirm new season item availability

Ask federation or check license catalog for:

  • new season item names
  • pricing changes
  • approval workflow changes

Do not assume prior-season item IDs carry forward.

Step 3: Submit renewal application

If self-service:

  1. open Account -> Licenses
  2. click Apply/Renew
  3. select correct federation and season item
  4. submit

If organization-managed:

  1. ask org admin to submit on your behalf
  2. verify your account linkage to org
  3. verify correct season item was selected

Step 4: Complete payment and approval

If payment required:

  1. complete Stripe checkout
  2. confirm payment success

If manual approval required:

  1. track pending state
  2. follow up with federation before cutoff

Step 5: Verify next-season readiness

Confirm:

  • license status is Active
  • season year is correct
  • Manager access is unblocked for next-season events

Common blockers and fixes

“Renewal submitted with wrong season year”

Fix:

  1. cancel or correct application quickly
  2. reapply to correct season
  3. confirm updated status

“Payment completed but still pending”

Fix:

  1. confirm if manual approval is required
  2. send application ID to federation admin
  3. avoid duplicate renewal applications

“Last season settings did not carry over”

Fix:

  1. review federation season change notes
  2. apply new item/rule mappings
  3. re-test organizer access before event setup

What success looks like

You enter next season with active organizer permissions, correct season mapping, and no licensing gap.

Next step

Continue to Retiring and handover if the organizer is stepping away from active responsibility.