QR Codes for Events: A Practical Guide for Organisers
Events generate a lot of printed material — programmes, lanyards, signage, table cards, exhibitor packs. Most of it ends up in a recycling bin within hours. QR codes change the dynamic: instead of handing someone a printed schedule that may already be out of date by the time the event starts, you give them a code that always shows the current version. This guide covers the most practical ways to use QR codes at events of any size.
Eight ways to use QR codes at events
Event schedule and agenda
A QR code on lanyards, programmes or table cards that links to the live event schedule means attendees always have the current version. If a session time changes or a speaker drops out, you update the web page — the code stays valid. Particularly useful for multi-day or multi-track events where the programme is complex.
Pre-event registration and ticketing
On promotional materials — flyers, posters, social media print-outs — a QR code pointing directly to your registration or ticketing page removes the friction of typing a URL. Someone who sees your poster and scans it in the moment is far more likely to register than someone who has to find the URL later.
Venue WiFi access
At any event where attendees need internet access — conferences, workshops, trade shows — a WiFi QR code at the entrance, on lanyards and at tables removes the need to announce or print the password. One scan and the phone connects. This is particularly useful in large venues where staff are not available to help every attendee connect.
Speaker and presenter contact sharing
A vCard QR code on a speaker's slide deck (particularly the final slide), on their name badge or on a sponsor table lets attendees save their contact details without fishing out a business card. For networking-heavy events like conferences and trade shows, this reduces the friction of follow-up significantly.
Post-event feedback
A QR code on exit signage, in the final session, on table cards or in a follow-up email that links to a feedback form dramatically increases response rates compared to handing out paper forms. Google Forms and Typeform both generate direct URLs that work well for this. Place the code at the moment people are leaving — that is when the event is fresh.
Exhibitor and sponsor information
Rather than printing detailed exhibitor profiles in a programme that becomes outdated, each exhibitor can have a QR code on their booth or signage linking to their current product page, special offer or contact form. This gives exhibitors control of their message and reduces the amount you need to coordinate and print centrally.
Venue map and directions
A QR code linking to a Google Maps location or a venue layout map on your event website is particularly useful at large venues with multiple rooms, or for events spread across a campus or building complex. Place it at the entrance, on lanyards and in any pre-event communications.
Photo gallery and event recap
After the event, a QR code in follow-up materials linking to the official photo gallery, recap video or slide decks from the sessions keeps attendees engaged and gives them a reason to visit your site. This works well on thank-you cards, in post-event emails and on social media posts featuring event highlights.
Planning your QR codes before the event
The most common mistake with event QR codes is generating them too close to the event and not leaving time to test. Generate all your codes at least a week before the event, test each one on multiple devices and confirm the destination content is finalised and correct.
Make a list of every QR code you are deploying, the URL it points to, the print material it appears on and who is responsible for verifying it. Large events with many QR codes across many materials can have individual codes break without anyone noticing — a checklist prevents this.
For any code pointing to a web page, confirm the page is live and mobile-optimised before the event. Nothing undermines the experience like a QR code that loads a broken or desktop-only page on a phone at a conference.
Printing considerations for events
Event materials are often printed in large quantities and under time pressure. For QR codes on lanyards and badges, the minimum reliable size is 25–30 mm. For table cards, 35–40 mm. For large signage or banners visible from across a room, 80–100 mm minimum.
Download SVG files from DoMyQR.com for any codes going into professionally printed materials — a print shop will need a vector file to maintain quality at large sizes. PNG files work for inkjet or laser printing of table cards and handouts.
If codes are on lanyards or badges that may flex or curl, test the physical item before the event. A curved badge can distort the QR code pattern enough to make scanning unreliable. Laminate where possible for codes that will see heavy handling.
Create event QR codes for free
URL, WiFi, contact and email codes — all the types you need for an event. No account, no watermark, download as PNG or SVG.
Go to the generator →QR code reliability at events depends on device compatibility, lighting conditions and print quality. Test all codes on multiple devices before the event.