You’re organizing 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 elegant and personal, they offer many challenges. For example:
1. They don’t make it easy for guests to RSVP. Guests need to respond via snail-mail or phone call. Since it requires both time and efforts, many of them simply skip doing it
2. Limited printing space doesn’t give you the option to add additional information such as event details, list of speakers, and event itinerary
3. People who are unaware of where the location is and how far it is from their place, may skip attending the event
4. They don’t give guests the option to add event to their calendars. So even though one might want to attend the event, she might forget about it as the date approaches
A small addition to your print invites—a QR Code—can help you address these problems. Here we’ll call it Event QR Code.
An Event QR Code, when scanned, redirects users to see event details on their smartphone.
A. Why should you add an Event QR Code the invitations
QR Codes help make a lot of operations easier. For example—a Website URL QR Code makes it easy to visit a website. A Social Media QR Code makes it easy to share your social media profiles. Similarly there are various types of QR Codes to assist different tasks.
Here’s how an Event QR Code can make your event invitation better:
1. Share multimedia content with your guests
Say you want to share a video or multiple images with your guests. Though it’s otherwise impossible to do it via print invitation, an event QR Code helps you do this.
2. Share exact maps location of the venue
This is a chief advantage of adding 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.
3. 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. It will give them a reminder as the event date approaches.
4. Provide in-depth event description
It is impractical to share detailed event description via limited printing space of invitation cards. But a QR Code helps you add as much text and multimedia content as you want. For example— a list of speakers, about event, and about your organization.
5. Make it easy for guests to 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.
6. Make your guests share event on social media
Event QR Code also gives you the option to add social sharing buttons. This helps guests share event to their social media profiles. This feature is specially useful if you want as many people to attend the event as possible.
There are many online QR Code Generators that allow your create an Event QR Code. You can see which one suits your needs the best.
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 Event QR Code generator
2. Start customising the landing page by adding title and banner images (upto three)
3. Next, specify the date, time, duration, and venue of the event. Also, add Google Maps location of the venue
4. Add event description such as details about event, and list of speakers. Note that you can add as many description boxes as you want from layout elements under ‘Add event details’ heading on the top
5. Further, you’ll have the option to add button. You can use this button to redirect guests to your website, to watch a video, or to even view an image gallery
6. To add RSVP option, choose RSVP from layout elements
7. Specify the email address where you want to receive responses. You can also specify till when the guests can respond and the number of additional guests allowed
8. Further if you also want guests to share 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
9. Once you’ve added all the event details, click View Landing Page Preview. If everything looks fine, click Create QR Code
10. Next you’ll see three QR Code designs—standard black-and-white, custom logo, and custom background. You can proceed with either of them
Note that custom QR Codes attract more scans than black-and-white ones.
11. Once your QR Code is ready, say after you customise it, click Download
12. A pop-up will appear prompting you to sign-up for a 14 day free trial. Note that you’ll need to sign-up to be able to download your QR Code image
13. Once you sign-up, click Download
That’s it. Now that you have your Event QR Code image, you can add it to the invitations. Note that your invitation designer might need the QR Code image in vector format (SVG, EPS). Hence, download the file format you need using Advance Export option.