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How to Migrate Existing Virtual Events Following the June 2026 Release: https://help.patronmanager.com/a/2085630
Leap's Streaming Service, which was historically used for Virtual Events in PatronManager, will be retired on June 22, 2026.
If you've used Virtual Events in the past and plan to continue, this article is for you.
We'll walk through:
- How to prepare for the update
- How to adjust your pre-show email template for Livestreams
- How to migrate a Livestream (External) Event Instance with tickets sold
- How to migrate a Video on Demand Event Instance (with or without tickets sold)
Ready? Let's jump in!
Note: "Livestream (RTMP)" Event Instances cannot be migrated from the Leap Streaming Service. Instead, create a new "Livestream" Event Instance after your organization has been upgraded to the June 2026 Release, and exchange tickets if necessary.
Prepare for the new version of Virtual Events
Using Virtual Events after June 22, 2026 requires both Mobile Tickets and Automated Communications. If you haven't set up those features yet, you must do this first. You can do this ahead of the June release!
Update your Pre-Show Email Template for Livestreams
If you use pre-show emails for Livestreams (which we definitely recommend), you'll need to adjust your template once your organization has been upgraded.
Prior to the June 2026 Release, you would have used a special merge field for the "virtual event access link" in your pre-show email template for Livestreams.
That link won't work after the June 2026 Release, so you need to replace it with the Mobile Ticket Link merge field.
Migrate a Livestream (External) Event Instance with tickets sold
If you've sold tickets prior to the release, you'll need to send existing ticket holders a new ticket link.
The simplest way to do that is with an Ad-Hoc Email Alert after your organization has been upgraded.
If you haven't sold any tickets before the June 2026 Release, you can skip this step! The existing Event Instance will work as-is, and patrons who buy tickets after the release will automatically receive the correct link.
You only need to follow these steps if you sell tickets before the release for a livestream that takes place after the release.
First, set up an Automated Communications Ad-Hoc Alert template that contains the Mobile Ticket Link merge field.
You'll use this to send a new ticket link to patrons who already have tickets for the Livestream. Following the June 2026 Release, their original ticket link will not work, which is why they will need this email.
Do not complete this step until your PatronManager account has been upgraded to the June 2026 Release. Refer to your notification email to confirm your upgrade date.
If you're not sure whether or not you've been upgraded, check the "Virtual Event Information" section of the Livestream Event Instance configuration page. If you see more than two fields (Content Format and Stream/VOD URL), you have not yet been upgraded, and you must wait to proceed.
Once your PatronManager account has been upgraded, send the Ad-Hoc Alert email for any future Livestream Event Instances with tickets sold.
Complete step-by-step instructions are linked below, but at a high level:
- On the Ticketable Event, set the Ad-Hoc Alert template you created for this purpose
- Check the box(es) next to your Livestream Event Instance(s)
- Click the button to send the Ad-Hoc Alert
How to send an Ad-Hoc Alert using Automated Communications
Start at step 3 - we suggest setting it for the specific Ticketable Event, then removing it when you're done.
Migrate a Video on Demand Event Instance
First, you'll upload your video to an external service such as Vimeo. You can do this ahead of the release so that you have the external link ready.
After your organization has been upgraded to the June 2026 Release, you'll add your new external VOD link to the existing Video on Demand Event Instance.
If you've already sold tickets, you'll then send an Ad-Hoc Alert to your ticket buyers to give them their updated ticket link.
We suggest using a hosting provider like Vimeo, but it's entirely up to you. You will need a link to view the video that does not require a password. An "unlisted" link works well.
You will not be able to complete this step until your PatronManager account has been upgraded to the June 2026 Release. Refer to your notification email to confirm your upgrade date.
If you're not sure whether or not you've been upgraded, check the "Virtual Event Information" section of the VOD Event Instance configuration page. If you see more than four fields (Content Format, Stream/VOD URL, and Video Availability Start/End Dates), you have not yet been upgraded, and you must wait to proceed.
2.1. Head to your Video on Demand Event Instance and click "Edit"
2.2. Add your external link to the "Stream/VOD URL" field and Save
If you haven't sold any tickets before the June 2026 Release, you can skip this step! Patrons who buy tickets after the release will automatically receive the correct link.
You only need to follow these steps if you sell tickets before the release and need them to remain valid after the release.
Set up an Automated Communications Ad-Hoc Alert template that contains the Mobile Ticket Link merge field.
You'll use this to send a new ticket link to patrons who already have tickets for the VOD Event Instance. Following the June 2026 release, their original ticket link will not work, which is why they will need this email.
Send the Ad-Hoc Alert email for the Video on Demand Event Instance(s) you've updated with an external link.
Complete step-by-step instructions are linked below, but at a high level:
- On the Ticketable Event, set the Ad-Hoc Alert template you created for this purpose
- Check the box(es) next to your Video on Demand Event Instance(s)
- Click the button to send the Ad-Hoc Alert
How to send an Ad-Hoc Alert using Automated Communications (start at step 3 - we suggest setting it for the specific Ticketable Event, then removing it when you're done)
I have more questions about the sunset and the migration
Curious how the new version of Virtual Events will work? Want to see sample tickets, or get an overview of the differences? Have other questions?
Check out our FAQs here! If you don't find an answer, submit a case and our team will be happy to help.