Event QR Code: An Ultimate Guide for 2024

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.

Also read: Types of 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.

These QR Codes are, in fact, editable. Here’s what it means—say you created an Event QR Code and a few days later, you changed the event venue. You can update this information in the existing QR Code without having to create a new one.

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

A Dynamic QR Code can be edited anytime you want. Its content gets updated while the pattern remains the same. Hence no need to either recreate or reprint it.

B. What information can I display with an Event QR Code

An Event QR typically contains information related to a specific event or activity. The content of the QR can vary depending on the purpose and design of the event. 

Here are some common types of information that can be included in an Event QR Code:

1. Event details

   – Event name

   – Date and time

   – Location or venue

2. Ticket information

   – Ticket type

   – Seat number (if applicable)

   – QR Code may serve as an electronic ticket for entry

3. Event website or app link

A link to the event’s website or a dedicated app for additional information, schedules, and updates

4. Speaker or performer information

Names and bios of speakers, performers, or special guests

5. Schedule or agenda

Detailed schedule of sessions, performances, or activities

6. Additional instructions

 Any specific instructions or guidelines for attendees

7. Contact information

Organizer’s contact details or customer support information

8. Social media links

Links to the event’s social media profiles or specific event hashtags. Make it easier for attendees to connect and follow updates using a social media QR Code.

9. Promotional content

 Promotional videos, images, or other multimedia content related to the event. You can even add audio to a QR Code for easy access.

10. Dynamic content

QRs can also be designed to dynamically update information, allowing for real-time changes or additions.

11. RSVP or registration information

Instructions for RSVP or registration, possibly with a link to an online registration form, via a QR for registration.

You can also add a QR Code for booking to let guests confirm attendance or reserve spots instantly.

C. Who can use event QR Codes

Event QRs can be used by a variety of individuals and organizations involved in organizing or participating in events. 

Here are some examples of who can benefit from using Event QRs:

1. Event organizers

Event organizers can use QR Codes for event registration, manage ticketing, and provide easy access to event-related information.

2. Attendees

Attendees can use QRs as electronic tickets for entry to events. The QRs may also contain essential information such as schedules, maps, and links to additional resources.

3. Businesses and corporations

Companies can create event QR Code for organizing conferences, seminars, or corporate events can use QRs for attendee registration, information distribution, and networking purposes.

4. Performers and speakers

Performers, speakers, or presenters can use QRs to share their profiles, presentation materials, and additional resources with the audience.

5. Venues

Venues hosting events can use QRs for ticket scanning, providing venue maps, and offering promotional content to enhance the overall event experience.

6. Marketing and promotional teams

Marketing teams can use QRs in promotional materials to drive engagement, encourage event registration, and track the effectiveness of marketing campaigns.

7. Educational institutions

Schools, colleges, and universities can use QRs for event invitations, campus tours, and access to academic or extracurricular activities using calendar event QR Code.

8. Nonprofit organizations

Nonprofits can use QRs for charity donations, fundraising events, donor engagement, and disseminating information about their mission and initiatives.

Even family service agencies are using QR Codes to raise funds, share their mission, run surveys, and engage with the community more effectively.

9. Government agencies

Government organizations can use QRs for public events, town hall meetings, and dissemination of information related to civic activities.

10. Festival organizers

Organizers of music festivals, cultural events, and other large gatherings can use QRs for ticketing, event schedules, and providing information about performers. A festival QR code can make the event more exciting by giving attendees easy access to all the essential details.

11. Trade shows and exhibitions

Exhibitors and organizers of trade shows can use QRs to streamline registration, provide information about booths, and facilitate networking among participants.

12. Auctioneers

QR Codes in auctions can simplify registration, provide details about items up for bid, and help auctioneers network using digital business cards. They can also drive traffic to social media to keep participants engaged and increase followers.

You can easily create one using a free Business Card QR Code generator.

13. Wedding planners

Wedding planners, or even the bride and groom, can use QR Codes on wedding invitations. These codes can provide important details like collecting RSVPs, sharing event schedules, dress code information, the gift registry, and the exact venue location.

D. How Event QR Code can be useful

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. It lets you easily share event images, videos, or even a full gallery with just one scan.

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 of the map. They can get 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.

Also, in case you’re a professional event organizer, you’d need as many people as possible to come to the event. And to make it happen, you’ll have to get them to register for it.

To do that, many event professionals use smart event registration tools. Such tools help you design a mobile landing page where you can add all the event-related details for potential attendees to see along with a registration form.

Interested guests can then register for it and make payment (in case the event is paid). And the best thing is, the tool automatically generates secured guest passes against them. Isn’t that great?

4. Provide an 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.

For example, NASA, one of the most esteemed organizations in aeronautics and space research, uses QR Codes to give details about its events. Upon scanning via smartphones, users can get event information in detail.

Apart from this, QR Codes have various other use cases in the field of space. To know more about it, you can check out this guide.

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 its response rate.

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

Oh, while we’re at it, if yours is a public event, the guests will RSVP only if they find the event interesting. And to make that happen, amazing event management skills are paramount. To help you stay updated on what’s hot in the events industry, you can join the EventTube community. They regularly post fresh content for event managers to get better at their job.

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.

Related: Types of QR Codes

E. How do you create a QR Code for an event

1. Find a QR Code generator

First, you need to find a Best QR Code Generator that offers an Event QR Code. And say, a quick Google search gives you a couple of options.

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.

2. Create a QR Code

Using Scanova for demo purpose, here’s how you can create an Event QR Code:

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

2. From QR Code categories, select Event QR Code

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

4. Next, specify the event details such as date, time, 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 by selecting the Show Venue Location On Maps option

5. Next, you can add the event description in the Description Box. It could be anything such as details about the event

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

7. You’ll also option RSVP. Here, specify the email address where you want to receive responses. Here you can also specify how many additional guests are allowed and any additional question that you’d like to ask

8. Further, you’ll see the Social sharing buttons option. Use it in case you’d like the guests to share the event on their social media profiles

9. Once you’ve added all the event details, click Continue

10. Now name the QR Code and click Create QR Code

11. On the page that loads, you’ll see the preview of the QR Code along with the Edit Design option

12. If you click on it, you’ll see two QR Code designs—Custom Logo and Custom Background Design. The custom logo design allows you to add a logo and color to your QR Code. On the other hand, custom cackground helps you place a QR Code on any image

13. Once decided on the design or no design, click Download

14. Now you’ll be asked to specify the QR Code image’s format and dimensions. Once you specify the details, click Export

That’s it. Your Event QR Code will be downloaded and ready for use.

F. 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 My QR Codes

3. Go to the QR Code you wish to make changes to and click on View/Edit

4. On the page that loads, head on to the content section and click View/Edit

5.Make the required changes

6. Once you’re done, click Apply

That’s it. Your QR Code will be updated.

G. Best Practices

Here are some of the best practices that you must follow for an Event QR Code:

1. Add an appropriate CTA

CTA translates to ‘Call-to-action’. It is a small instruction statement that tells the users what they need to do. And a small nudge like this pushes them to take the required action.

So remember to add an appropriate CTA with your QR Code. It could be anything such as ‘Scan here to see the event details’ or ‘Scan here to RSVP’.

2. Add design to the QR Codes

A custom-designed QR Code will serve two purposes. First, it will blend well with your invitation card. Second, it will grab the recipient’s attention and nudge them to scan it. And that’s exactly what you need, right?

3. Choose optimal printing format

It’s recommended to download the QR Code in vector formats such as SVG, EPS, and PDF if you’re planning to use them in print. These ensure that the QR Code doesn’t get pixelated even when it’s zoomed-in or zoomed-out.

H. FAQs: Event QR Code

1. Can I make an Event QR Code for a Facebook event?

To create a QR Code for a Facebook event, start by creating the event on Facebook and copying its URL. 

As Facebook doesn’t have an inherent QR creation feature, use Scanova’s QR Code Generator. 

Paste the Facebook event URL into the generator, configure any desired settings, and download the generated QR. This image can then be used in promotional materials, such as posters or flyers, providing a convenient way for attendees to access event details via their smartphones. 

Keep in mind to adhere to Facebook’s policies regarding the use of QR Codes and event promotion.

2. What is a QR Code for event attendance?

A QR Code for event attendance is a scannable code generated for each attendee, typically containing details like their name, ticket information, and seat assignment. 

These QRs are distributed to attendees and serve as electronic entry tickets. Upon arrival at the event, attendees present their QR for scanning, enabling organizers to validate and efficiently check them in. 

This process streamlines entry, reduces queues, and enhances security by preventing unauthorized access. Organizers can also leverage the real-time tracking capability of QRs to monitor attendance and gather valuable data on participant demographics.

3. How do QR Codes enhance my event experience?

QRs significantly enhance the event experience by simplifying the check-in process, serving as electronic tickets for efficient entry, and providing real-time access to event information such as schedules and speaker profiles. 

They foster networking through contact exchange, offer interactive content during sessions, and can be integrated into gamification strategies for added engagement. 

QRs also enable the distribution of promotional offers and facilitate contactless payments. 

Additionally, they contribute to event security by serving as unique identifiers and can be linked to feedback forms, allowing attendees to easily share their thoughts. 

Overall, QRs enhance attendees’ convenience, interaction, and overall satisfaction at events.

4. Can I modify the information in an event QR Code?

In general, once a QR is generated, its information is fixed and cannot be easily modified. QRs essentially encode data into a graphical pattern, and altering the information would require creating a new QR  with the updated data. 

If you need to make changes to the information within a QR, you would typically need to go back to the source where the QR Code was generated and create a new one with the revised details. 

This is especially important for event-related QRs, such as those used for tickets or entry passes, as any modifications should be reflected accurately.

It’s worth noting that there are dynamic QRs that allow for real-time updates. These types of QRs are generated using platforms that support dynamic content. Changes made in the associated system are then reflected in the QR Code without having to regenerate it.

5. Is it possible to personalize the event page?

Personalizing the event page enhances the attendee experience by incorporating branding elements, customizing welcome messages, and providing detailed event schedules with speaker profiles. 

The inclusion of interactive features such as polls and Q&A sessions fosters engagement, while social media integration encourages online interaction and sharing. For virtual events, virtual booths with personalized sponsor branding can be implemented. 

Attendee networking tools and personalized recommendations based on preferences further contribute to a tailored experience. 

Regular updates, dynamic announcements, and feedback mechanisms ensure that the event page remains current and responsive to attendee needs, ultimately creating a more engaging and memorable event environment.

6. Can I make a QR Code for a calendar event?

To create a calendar event QR Code using Scanova, gather all relevant details of the event, such as title, date, time, and location. 

Visit Scanova’s website, choose the calendar event option, and input the event information. 

Generate the QR, download the image, and use it in promotional materials or event communications. When attendees scan the QR using their smartphones or QR Code scanners, it will prompt them to add the event details to their calendars.

Summing Up

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.