QR Code Do’s and Don’ts for Events

Harnessing the power of QR codes for events isn’t just a trend, but a strategic move to simplify event management and enhance the overall attendee experience. From bustling musical nights and community gatherings to insightful workshops, seminars, and business conferences, QR codes enable event organizers to streamline multiple operations. 

With the global event management market hitting USD 936.14 billion in 2023, the role of innovative tools like QR codes and event apps is only set to grow. Knowing when and how to use them effectively can make the difference between a smooth, engaging event and a logistical headache.

In this article, we’ll break down the do’s and don’ts of using QR codes for events so that you can tap into their full potential without the pitfalls. Let’s dive in.

7 Do’s when using QR codes for events

To provide the best experience for your audience and streamline event operations through QR codes, here’s what you should do. 

1. Do use for promotion and registration

Promote your events using QR codes, as they enable the audience to connect to detailed digital information after scanning with a smartphone. In addition to the event details, you can provide a registration link for instant sign-ups or a link for purchasing tickets on the event page or website. 

Embed the printed QR code on flyers, posters, brochures, or use the code on even digital ads and social media posts to reach wider and drive awareness. Use a clear call-to-action to let the audience know the specific purpose of the scanning. For example, “Scan to register for the event.”

2. Do ensure mobile-optimized content

Ensure that all QR codes link to mobile-optimized content. This means your landing pages or event page should be responsive and easily viewable on any smartphone, not just desktop-only sites or PDFs. A smooth and responsive digital experience is crucial for attendee satisfaction. 

Additionally, thoroughly test all your QR codes before the event to prevent technical glitches and ensure they function properly on iOS and Android devices or tablets. When sending users to a website or app after the scan, ensure the page is optimized for mobile users. A negative user experience can damage your brand’s reputation and reduce the effectiveness of your campaign. 

3. Do leverage for fast and secure check‑ins

Leverage QR codes for ticketing to streamline your event check-in process. Each attendee has a single, unique ticket QR code, which can be verified at the event entrance for authorized check-in. Once the ticket is scanned at the entrance and reaches the maximum limit, the ticket scan is automatically locked. 

You can allow one ticket to have multiple entry access by simply setting the maximum scan limit. Not only does the QR code ticketing create a positive first impression from your attendees, but it also empowers staff to check guests in swiftly, reducing lines and bottlenecks.

4. Do gamify for better attendee engagement and experience

Use QR codes to gamify engagement and enhance the experience when someone scans them. By integrating QR codes into interactive games and activities, event organizers can create a more dynamic and memorable experience for attendees. 

You can turn participation into a fun game by offering scavenger hunts and quizzes, along with prizes, coupons, and rewards that attendees can redeem during and after the event. This adds an exciting element, encourages exploration, and boosts overall attendee involvement.

5. Do track the real-time analytics

Utilize QR code scan analytics to gather real-time insights, monitor event performance, and track attendee engagement. With the real-time information in hand, organizers can make immediate adjustments related to the event, such as reallocating resources to popular sessions, seating arrangements, or addressing logistical issues. 

In the post-event period, organizers can utilize analytics to gather valuable information about session attendance, booth visits, interactions with event content, and return on investment. The post-event information can help improve management and enhance attendee experience in future events. 

6. Do use for event feedback collection 

Implement a QR code at the event exit points or counters to collect feedback from attendees. A quick scan of the QR code feedback directs them to a concise online survey form, allowing them to share their thoughts on sessions, speakers, or the overall event experience instantly. 

This real-time feedback is invaluable for continuous improvement and planning future successful events. To make it incredibly easy for attendees to provide their valuable feedback, consider embedding a QR code on exit signage, event programs, or directly on attendees’ badges. 

7. Do create a centralized digital album for image sharing 

Create a centralized digital album for everyone to share event images by providing a single QR code that links directly to a shared photo gallery or cloud album. This allows attendees and photographers alike to easily upload and view images from the event in one convenient location. 

It creates a comprehensive visual record, encourages community building, and allows everyone to relive the memorable moments.

4 Don’ts when using QR codes for events

Here are some areas to avoid and precautions to take when using QR codes for events. 

1. Don’t use where there’s poor internet connectivity

Confirm reliable Wi-Fi or cellular coverage at the event location before deciding to use QR codes. Attendees must have a stable internet connection on their smartphones to access the event page or intended online destination. 

Before deploying any QR codes, conduct a proper test of the internet connectivity in all areas where the codes will be placed. If connectivity is a known issue, consider alternative solutions or provide clear signage indicating potential internet limitations to prevent frustration. 

2. Don’t rely only on QR codes 

Always pair digital support with physical or printed assistance for information about venue maps, event details, and staff assistance, particularly for attendees who lack smartphones or struggle with technology.  

This multi-faceted approach ensures that all attendees, regardless of their technological proficiency or device availability, can access all necessary information seamlessly and participate in the event without encountering unnecessary friction.

3. Don’t use the QR code that adds no real value 

Use the relevant link to the QR code for the content or services that attendees truly need in the moment. Don’t send attendees to a generic homepage or your website when they need to check in for an event or sign up for a specific registration form. 

Provide clear, concise instructions right next to the QR code, explaining precisely what it’s for and what attendees can expect after scanning it. This transparency builds trust and encourages engagement if attendees know that they are navigating to a specific online destination they need. 

4. Don’t place where there’s less visibility 

Placing the QR codes in dimly lit areas, behind obstructions, or at awkward heights will significantly reduce their scannability. Without clear visibility, they fail to serve their purpose. Ensure the code is placed at a scannable distance. 

Always place the QR codes in a location that’s easily visible to users. Use them in high-traffic areas, such as entrance gates, registration desks, or information booths, to enable users to scan the codes with ease. 

Conclusion

While QR codes offer incredible convenience and efficiency in event management, it’s also crucial to know where you must take certain precautions to ensure the tool’s effectiveness. 

This innovative technology empowers event planners or venue managers to streamline promotion, enhance event check-ins, and enrich the overall attendee journey. However, it’d be a mistake to use the codes in areas with poor connectivity, relying solely on them without a physical backup, and using irrelevant links.

Frequently asked questions