Event QR Code: Easy Way To Share Event Details With Guests

You’re probably going to organize an event. It could be a conference, social meetup, special yoga classes, or a training session. And you’re either handing out invitation cards or simply passing out flyers to your guests.

While print invites are definitely elegant and personal. But they offer many challenges. For example:

1. They don’t help guests RSVP easily. You can only print your phone number or email to get responses. And hence, your guests need to respond via snail-mail or phone calls. And to do either of them, they need to put both time and effort. As a result, many of them simply skip doing it

2. The limited printing space doesn’t give you the option to add as many details as you want. It could be the event information, list of speakers, and event itinerary

3. To know the exact location of the venue, people often refer to the map printed on invitations. And this is not an easy job

In fact, the guests who don’t really know where the location is or how far it is from their place, often skip attending the event.

4. Printed invitations don’t give guests the option to add the event to their calendars. Now, most of your guests would definitely want to make it to your event. But due to busy schedules, many of them might forget about it as the date approaches

But do these challenges mean you shouldn’t go for printed invitations? No. Paper-based invitations are tangible and look personal. All that you need to do is— look for an element that overcomes all these challenges.

And a QR Code is just what you need here. Now, since this QR Code goes on event invitations, let’s call it—an Event QR Code.

A. What is an Event QR Code

An Event QR Code, when scanned via smartphone, takes the end-users to a mobile-optimized landing page with all the event details. For example—event title, banner images, description, and image gallery.

Wondering—how will that be useful for me or for my guests? Keep reading to know.

1. To share multimedia content with your guests

Say you want to share a video or multiple images with your guests. Can you print it on the invitations?

Usually, the limited printing space doesn’t let you add multimedia content. While you can still manage to add one or two images, you cannot add a video to the invitations, right?

This is where an Event QR Code on the invitation cards comes handy.

2. To share exact maps location of the venue

This is a chief advantage of adding a QR Code to your invitations. It helps you share the exact Google maps location of the venue without designing or printing the map on invitations.

Hence, your guests don’t need to do any complex interpretations with the map. They can get the directions to the venue in real-time.

3. To get your guests to add the event to their calendar

Event QR Code, when scanned, gives your guests the option to add the event to their calendar. That means, they will get a reminder about the event as the event date approaches.

4. Provide in-depth event description

Again, the limited printing space makes it almost impractical to share detailed event description. But a QR Code helps you add as much content as you want. And besides text-based content, you can even add and multimedia. For example— a list of speakers, about the event, and about your organization.

5. To help your guests RSVP via email

With a QR Code, your guests can easily respond if they’ll attend the event or not. For each response, you’ll get an email notification. So they’ll not need to respond via snail-mail. And you know—the easier a process is, the better is its response rate.

These responses can then help you plan the arrangements (such as the number of seats and refreshments) accordingly.

6. To make your guests share the event on social media

If you want as many people as possible to attend the event, make your guests share it on social media. It will not only help you increase the number of guests but also create a buzz about the event.

An Event QR Code gives you the option to add social sharing buttons. This helps guests share event to their social media profiles.

An Event QR Code is also editable

Yes, these QR Codes are editable. That means you can edit the encoded content anytime you want. Yet your QR Codes will remain the same. No need to reprint them.

This is because an Event QR Code is dynamic in nature. It is unlike a static QR Code which, once created, cannot be edited. And to do that, you have to create a new QR Code and reprint it on your print media creatives.

On the other hand, a dynamic QR Code can be edited anytime you want. Yet its pattern remains the same. Hence, no need to reprint it.

In fact, dynamic QR Codes also allow you to track their scanning activity. For example—the number of scans and location of scans. But static QR Code don’t have this feature.

Now you know what an Event QR Code is and how it can help you and your guests. The next question is—how to create one?

First, you need to find a QR Code Generator that offers an Event QR Code. And say, you find a couple of tools that offer it.

How do you then decide the best one for your use case? By comparing them, right? Here is a detailed comparison chart of the top QR Code generators available online. You can go through it to decide the best one for your use case.

B. How to create an Event QR Code

Using Scanova for demo purpose, here’s a step-by-step guide on how to create an Event QR Code:

1. Go to Scanova and sign-up for a 14-day free trial

2. From QR Code categories, select Event QR Code

3. Start customizing the landing page by adding title and banner images (up to three)

4. Next, specify the event details such as date, time, duration, and venue of the event. Also, enter the venue location in the dialogue box over the map. Then, pinpoint the exact location on the map

5. Next, you can add event description in the Add Event Description box. It could be anything such details about the event and list of speakers and even images

Note that you can add as many description boxes as you want. To do it, simply go to Layout Elements under ‘Add Event Details’ heading on the top and select the description box. Also, you can shift this box upwards or downwards with the arrow keys

6. Next, you will see the option Add Button. You can use this button to redirect guests to your website, to watch a video, or to even view an image gallery

7. To add RSVP option, choose RSVP from layout elements

8. Specify the email address where you want to receive responses. You can also specify how many additional guests are allowed, till when the guests can respond, and any additional question

9. Further, if you also want guests to share the event on their social media profiles, you can also add ‘Social sharing buttons’ from layout elements. Enter the text and select social platforms of your choice

10. Once you’ve added all the event details, click View Landing Page Preview. If everything looks fine, click Create QR Code

11. Next, you’ll see three QR Code designs—standard black-and-white, custom logo, and custom background. You can proceed with either of them

Since a black-and-white QR Code will look dull on invitations, you can go for the custom design options. Also, it is a fact that custom QR Codes attract more scans than black-and-white ones. Hence, to attract maximum scans, design your QR Code

12. Once your QR Code is ready, say after you customize it, click Update and proceed to Download it

13. A pop-up will appear prompting you to specify the QR Code image format and size. Note that since you’ll be adding the QR Code to print media creatives, you must go for vector formats such as SVG and EPS. These formats are ideal for printing and designing and ensure good scannability of the QR Code

14. Once you specify the details, click Export

C. How to edit the QR Code content

To edit it, follow the steps mentioned below:

1. Login to your Scanova account

2. From the dashboard, go to Saved QR Codes

3. Select the QR Code you wish to make changes to

4. Make all the changes you need

5. Once you’re done with making changes, click Update QR Code
That’s it. Your QR Code will be updated.

You now know what an Event QR Code is, how it works, and how to create one. It makes your cards actionable, thereby, helping the guests take action. And also assists you in getting RSVPs and sharing as much information as you want to.

In addition, it even makes your invitations look hi-tech (which is quite-a-thing for tech lovers). So just create the QR Code with all the details that you want, design it, and print it on the invitations.

Still have any queries? Let us know in the comments.