The Ultimate Guide to QR Codes at Events

Remember when QR codes were just those weird square patterns you’d see on product packaging? Well, they’ve come a long way! These days, QR codes are at the heart of the event world, making everything from ticket check-ins to information sharing a breeze.

During the COVID-19 pandemic, QR codes became our go-to for contactless menus and payments. As we started gathering again, they became extremely popular with event organizers –  so much so that QR code creation quadrupled between 2021 and 2024. The US is leading the charge, with event planners everywhere jumping on the QR code bandwagon.

So, what’s the big deal? Well, imagine waving goodbye to long check-in lines and hello to smooth, contactless entry. Picture your attendees accessing event info, schedules, and cool interactive experiences with just a quick scan. That’s the magic of QR codes!

Now, if that makes you want to implement them in your events already, this guide is for you. Whether you’re a QR newbie or looking to level up your code game, we’ve got you covered. Let’s turn those little squares into big wins for your events!

The key benefits of QR codes at events 

QR codes make everything run smoother, faster, and with fewer headaches. Let’s break down why they’re so useful:

• Streamlined operations: QR codes simplify check-ins, ticket checks, and information sharing, which means less time wasted and fewer mistakes.
• Happy attendees: With QR codes, your guests can breeze through entry points and access information in seconds. No more worrying about losing or fumbling with paper tickets!
• Quick and contactless check-ins: In a world that values speed and safety, QR codes deliver both. A simple scan gets the job done, no contact required.
• Engagement boost: QR codes can link to interactive content, polls, or social media, keeping your attendees involved and excited.
• Real-time updates: Need to change the schedule? No problem. Update the info linked to your QR code, and everyone will be in the loop instantly.
• Budget-friendly: Say goodbye to printing costs for tickets, programs, and maps. QR codes can replace all of these, saving you money.
• Data gold mine: Each scan gives you valuable insights into attendee behavior, helping you plan even better events in the future.
• Eco-friendly: Less paper means a smaller environmental footprint. Mother Nature approves!
• Tighter security: QR codes are harder to fake than traditional tickets, keeping gate-crashers at bay.
• Flexible and fun: You can customize QR codes to match your event’s style and use them in creative ways to surprise and delight your guests.

With all these benefits, it’s no wonder QR codes are becoming a must-have for savvy event planners. They’re convenient, and they’re revolutionizing how we experience events!

QR tickets for a flawless check-in experience

When it comes to events, first impressions matter. If you’re wondering how to make the QR magic happen for your event, look no further than Event Tickets Plus. This nifty plugin (if we do say so ourselves) works right in your WordPress dashboard so that you can create and sell event tickets without any extra websites or fees.

It also works with WooCommerce, allowing you to use popular payment gateway options like PayPal, Stripe, or Braintree.

The best part? Event Tickets Plus automatically creates a unique QR code for every ticket sold. No extra work for you, and a smooth experience for your attendees. And when it’s time to check people in, the Event Tickets Plus App makes scanning these codes a breeze.

But wait, there’s more! You can customize the emails that contain these QR codes. Add your event’s branding, include important info about check-in procedures, or throw in some exciting details about what attendees can expect. It’s a great way to build excitement and make sure everyone has what they need before they arrive.

Enhanced data insights and attendee tracking

A key advantage of using Event Tickets Plus is that it’s also a powerful tool for gathering valuable data about your event and attendees.

Each QR code is unique to the ticket holder, so you can track who’s at your event and what they’re doing. It’s great for security, too, as these codes can’t be copied or shared.

When people buy tickets, you can ask for important info like dietary needs or accessibility requirements. This information helps you plan better and make sure everyone has a great time.

Event Tickets Plus gives you detailed reports on ticket sales and attendees from the data you collect. You can use this info to improve your future events, create better marketing, and give attendees more of what they want.

Most importantly, you can see all this data in real time during your event. Need to open more food stands? Wondering which sessions are most popular? You can find all of this info to help you make smart decisions on the spot.

Other QR uses to enhance the attendee experience

Of course, QR codes can be used for more than just check-ins. From accessing digital programs to joining live polls, QR codes open up a world of possibilities. Let’s explore some creative ways to use QR codes that can take your event to the next level.

Badges

QR codes on badges can store tons of info about each attendee, making networking a breeze. These codes can link to personalized schedules too. Attendees can quickly check their unique agenda with a simple scan. No more fumbling through papers or apps to find out where to go next.

QR codes make sharing contact info super easy. Say goodbye to swapping business cards or typing numbers into phones. Simply scan, save, and you’re done. It’s networking made simple and fast, leaving more time for actual conversations and connections.

Live CTAs

QR codes are real-life calls to action that give attendees instant access to all sorts of cool stuff. Need marketing materials? Product details? FAQs? Just scan, and you’re there!

During presentations, QR codes can pop up on screens, inviting attendees to join in real-time activities or access exclusive content. These codes can also link to videos, downloadable goodies, or other fun interactive content. It’s a great way to keep attendees engaged and give them extra value.

And don’t forget about event apps! QR codes can prompt attendees to download your event’s special app, opening up even more ways for them to get involved and make the most of your event.

Send attendees more info

QR codes are like mini information hubs at your event. They can share all sorts of details – schedules, menus, speaker bios, and more, with the attendees. With a quick scan, attendees can access a wealth of information right on their phones.

Want to know more about a speaker or session? There’s a QR code for that. It links to detailed information without cluttering up your printed materials. Plus, if there’s a last-minute schedule change, you can update the linked information instantly – no more outdated printed schedules.

These codes can also connect attendees to useful resources. Need the slides from a presentation? Or maybe a whitepaper mentioned in a talk? Just scan the QR code and download away.

Accessibility

QR codes are great for making events more inclusive. They help ensure everyone can fully enjoy and participate in your event, regardless of their needs.

QR codes can be a welcome solution for attendees with hearing aids. Place them around the venue to provide details about hearing aid loops. A quick scan gives instructions on how to connect, making sure these attendees don’t miss a word.

QR codes also help with visual accessibility. They can link to digital versions of presentations or transcripts, allowing people with visual impairments to view materials at a comfortable size on their own devices. The codes can also guide attendees to other visual aids, making sure everyone gets the full event experience.

Collecting information

Event QR codes make gathering info from attendees very simple. They’re perfect for quick surveys, feedback forms, and data collection.

You can create a survey using a tool like WPForms, then link it to a QR code, and place these codes around your event space. It’s fast, paperless, and makes it super easy for attendees to share their thoughts.

QR codes are also great for lead generation. Use them to collect contact info from interested attendees. They scan and fill out a quick form, and you’ve got a new lead. It’s a simple way to grow your network and follow up after the event.

Future calendar events

If you have multiple consecutive events planned, QR codes can direct attendees to future event pages with just a quick scan. It’s a great way to promote what’s coming up next.

Pro tip: Use The Events Calendar plugin on your WordPress site. It’s a fantastic tool for managing all your events, whether they’re in-person or virtual. And when you pair it with Event Tickets, you’ve got a powerhouse combo for event management and ticketing.

Now, here’s where QR codes come in handy. Link them to your event calendar, and attendees can access all your upcoming events in one place. They can even add these events to their own calendars – like Google Calendar or iCalendar – with just a tap. No more forgotten dates or missed opportunities!

This easy scheduling trick can really boost attendance at your future events. When it’s this simple to save the date, more people are likely to show up. Plus, they’ll always have the latest event info right in their personal calendars.

Hybrid events

QR codes can act like bridges between the real world and the virtual one, making hybrid events a breeze. They help connect in-person and online attendees, creating one big, happy event family.

For folks at home, QR codes can be their ticket to joining live streams or virtual networking rooms, while in-person attendees can use QR codes to access digital materials or join online chats with virtual guests.

This way, everyone gets the full event experience, no matter where they are. Virtual attendees don’t feel left out, and in-person guests get the best of both worlds. It’s a win-win.

Sharing user-generated content (UGC)

QR codes are great for getting your attendees to share their event experiences online. You can create QR codes that link directly to your event’s social media pages or hashtags. Attendees can scan and start sharing in seconds. It’s way easier than typing out long hashtags or searching for your accounts.

Want to collect photos from everyone? Set up a QR code that leads to a Google Drive folder or a gallery page on your website. With plugins like FooGallery User Uploads, attendees can easily add their pics to your event gallery.

This sharing frenzy does more than just create fun memories. It builds a sense of community among your attendees. Plus, all those posts and photos are like free advertising for your event. When people see how much fun everyone’s having, they’ll want to join in next time!

Discounts, raffles, and competition entries

QR codes can help you create exciting, interactive experiences that everyone will love. They make joining raffles or competitions super easy. Just scan and you’re in – no long forms or waiting in line.

Want to offer special deals? Create QR codes that unlock exclusive discounts. It’s like giving your attendees a secret password to savings. This not only boosts sales but makes everyone feel like a VIP.

These codes also make your event more exciting. When entering a contest is as easy as snapping a photo, more people join in. It’s a great way to keep everyone engaged and having fun.

For you, the organizer, QR codes are a dream come true. They help you keep track of who’s entering what, making sure everything’s fair and square. Plus, you can see which contests or discounts are the biggest hits.

Creating your event’s QR code with ease

If you’re using Event Tickets Plus for check-ins, you don’t need to worry about creating QR codes. The plugin automatically generates a unique QR code for every ticket purchase. Each code lets you quickly check in guests without scrolling through a long attendee list. It’s like having a super-fast, digital guest list!

But what if you want to use QR codes for other reasons, like sharing event info or running contests? Don’t worry, it’s easy to create these too. Let’s look at some simple ways to make your own QR codes:

Free Option: QR Code Monkey

1. Go to the QR Code Monkey website.
2. Type in the website address (URL) you want your QR code to link to.
3. Want to make it look cool? You can change the style, color, and file type.
4. Click to create your code, then download it.

Paid Option: QR Code Generator Pro

1. Go to QR Code Generator Pro, pick a plan, and sign up for an account.
2. Choose what kind of QR code you want and add your content.
3. Make it look awesome with advanced design options.
4. Create your code and download it.

When choosing a QR code maker, make sure it can create high-quality images. This is super important if you’re going to print your QR codes on posters or flyers.

Pro tip: Start thinking about your QR codes early in your event planning. You can create them ahead of time and add the final content when you’re ready to use them.

Customization and branding: Designing visual and effective codes

Your QR codes don’t have to be boring black-and-white squares. With a little creativity, you can make them match your event’s style and stand out! Customized QR codes look more professional and fit better with your event’s overall look. 

Here’s an example that shows just how much you can do to really make it your own:

To make your QR codes pop:

• Use your brand colors: Most QR code makers let you change colors. Pick ones that match your event theme.
• Add your logo: Many tools allow you to place your logo in the center of the QR code. It’s a great way to make it uniquely yours.
• Get creative with shapes: QR codes don’t have to be square. Try rounded corners or even circular designs.

A word of caution, though: While it’s fun to customize, always test your code after making changes to ensure it scans properly. With the right balance of style and function, your QR codes can be both eye-catching and effective.

Best practices for using QR codes

Strategic placement

Think of QR codes as helpful signposts for your event. Place them where they’ll be most useful, like:

• Registration desks for quick check-ins and information access.
• Entrance gates to guide attendees to event maps or schedules.
• Session rooms, linked to speaker bios or presentation materials.
• Event posters and banners to provide easy access to event details or social media pages.
• Attendee badges for networking and easy information sharing.

Consider the user’s perspective. Can they easily scan the code without awkward reaching or bending? Is there enough light? Make it as convenient as possible.

Mobile-friendly content

Your QR codes are gateways to information, so keep the following tips in mind to make sure that information looks great on mobile:

• Use a responsive design for event schedules, one that adjusts to different screen sizes.
• Ensure maps are zoomable and easy to navigate on a small screen.
• Keep speaker bios concise and scannable.
• Offer downloadable PDFs optimized for mobile viewing in place of hard-copy session handouts.
• Consider creating a mobile app or mobile-optimized website for exclusive digital content.

Remember to test your content on various devices – iPhones, Android phones, and tablets – to ensure a consistent experience for all attendees.

Address potential issues

Not everyone is a QR code pro, so be prepared to help:

• In your Event Tickets email, include a step-by-step guide on how to use QR codes.
• Suggest reliable, free QR code scanner apps for both iOS and Android.
• Have staff members available to help scan codes for attendees who need assistance.
• Consider providing a few tablets at information booths for those without smartphones.

Security and privacy

Protecting your attendees’ data is crucial:

• Use HTTPS URLs to encrypt data transmission.
• Clearly communicate your data usage policy – what you’re collecting and why.
• Use Event Tickets Plus to create attendee-only content, adding an extra layer of exclusivity and security.
• Consider using dynamic QR codes that allow you to change the destination URL without changing the code itself.

Testing is key

Thorough testing can prevent day-of headaches:

• Test in various lighting conditions – bright sunlight, dimly lit rooms, etc.
• Check scannability on different surfaces – paper, screens, etc.
• Ensure your QR codes are at least 2 cm x 2 cm when printed, with good contrast.
• Run a full dress rehearsal with staff, testing every QR code in your event.

Monitor and analyze

Turn your QR codes into valuable data sources:

• Use unique codes for different locations or purposes to track which are most popular.
• Monitor scan rates in real time to address any issues quickly.
• Analyze post-event data to understand attendee behavior and preferences.
• Use insights to refine your QR code strategy for future events.

The goal is to enhance your attendees’ experience, not complicate it. Use QR codes thoughtfully and strategically, and they’ll become a valuable tool in your event planning arsenal.

Implement QR codes at your event today

Now it’s your turn to put QR codes to work. Think about your event. Where could you use QR codes to make things smoother? Ticketing? Marketing? Information sharing? The possibilities are endless!

If you ask us, Event Tickets Plus is your best friend for ticketing and check-ins. It automatically creates QR codes for every ticket sold, works perfectly with WordPress, and makes check-ins a breeze with its handy app.

Plus, Event Tickets Plus doesn’t stop there. It offers a whole suite of features to make your event management easier. From customizable emails to detailed reports, it’s got you covered.

So, what are you waiting for? Dive into the world of QR codes and watch your events transform. Your attendees (and your stress levels) will thank you!

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