QR codes for events
From the invitation to the thank-you message, put the right information one scan away.
Events run on information: when and where, the programme, the Wi-Fi password, who's speaking, where to find the photos afterwards. QR codes put each of those a scan away, on the invitation, the badge, the screen and the banner.
Because event details change at the last minute, the codes that matter most should be dynamic. Move the start time, swap a speaker or update the programme, and every printed code shows the change.
Think about where each code will be seen. A badge is scanned from a handshake away, a seat card from 40 cm, a stage screen from the back of the hall. The same code printed at the same size won't work in all three places, so size each one for its distance and give every code a few words explaining what it does.
After the event, the same codes keep working. Point the programme code at the slides and recordings, and the gallery code at the official photos, so the invitation and badge stay useful long after the day.
Ways to use QR codes for events
Add the event to calendars
An event code on the invitation adds the date, time, place and description to the guest's calendar in one tap, with the right time zone.
Make a event QR code with the Event ticket template
The programme as a PDF
Put the running order, speakers and venue map in a PDF code on badges and seats, and update it as the day changes.
Make a pdf QR code with the Programme template
Speaker and attendee contact cards
A vCard code on name badges lets people swap contact details without business cards.
Make a vcard / contact QR code with the Conference badge templateVenue Wi-Fi
A Wi-Fi code on tables and screens saves the organisers answering the same question all day.
Make a wi-fi QR codePhotos after the event
A gallery code on the closing slide or thank-you card shares the best photos with everyone.
Make a image gallery QR code
What size to print
| Where | Scanned from | Print at least |
|---|---|---|
| Business card | 25 cm | 2.5 cm wide |
| Flyer or menu | 40 cm | 4 cm wide |
| A3 poster | 1.5 m | 15 cm wide |
| Banner or window | 3 m | 30 cm wide |
Other distances? Use the QR code size calculator.
Tips
- On a projector, make the code fill at least a fifth of the screen height and leave it up for a minute.
- Use dynamic codes for anything that might change: times, programmes and ticket links.
- Put a short call to action under every code: “Add to calendar”, “Programme”, “Wi-Fi”.
- Test codes on the actual screen or banner from the back of the room.
Frequently asked questions
Can I change the event time after sending invitations?
If the invitation's code is a dynamic link to your event page, yes. A calendar (event) code itself is static: the details are written into the pattern, so make a new one if the date changes.
How big should a QR code be on a projector screen?
About a fifth of the screen height, so people at the back can scan it. Leave it up long enough for everyone to get their phones out.
Can I make codes for every attendee's badge?
Yes. Lifetime includes bulk creation: upload a spreadsheet of names and links and download a ZIP with one code per row.
Do event codes work on every phone?
Yes. iPhone and Android cameras both read QR codes and offer to add calendar events, contacts and Wi-Fi networks.
What's the best code for the end of a talk?
A link code to the slides or a feedback form, shown on the last slide for a full minute. Make it big enough for the back row.