QR Codes for Events: Registration, Check-in & More (2025)

QR codes for events streamline everything from registration to post-event follow-up. A single scan can check in attendees, share session schedules, facilitate networking, or capture leads—replacing paper tickets, printed programs, and manual data entry.

This guide covers how to use QR codes throughout the event lifecycle: before, during, and after your conference, trade show, or private gathering.

Why Use QR Codes for Events

Events generate enormous amounts of data and logistics. QR codes digitize the physical:

Event QR Code Use Cases

1. Event Registration and Ticketing

Replace physical tickets with QR codes sent via email.

How it works:

1. Attendee registers and pays
2. System generates unique QR code per ticket
3. QR code sent via email (or stored in event app)
4. Attendee shows QR code at entry
5. Staff scans to validate and check in

Benefits:

• No lost tickets
• Easy ticket transfer (forward the email)
• Prevents counterfeiting (unique codes)
• Instant attendance data

2. Fast Check-In and Entry Management

Speed up entry with smartphone scanning.

Implementation options:

What a scan captures:

• Arrival time
• Attendee identity
• Ticket type (VIP, general, speaker)
• Badge printing trigger

3. Session and Schedule Information

Link attendees to always-current schedule information.

Static approach: Print QR codes on materials linking to web schedule Dynamic approach: Use QR codes in the event app that update in real-time

4. Networking and Contact Exchange

Facilitate professional connections with vCard QR codes.

For attendees:

• Display vCard QR on badge or phone
• Other attendees scan to save contact
• Faster and more accurate than card exchange

For speakers:

• Include speaker QR on presentation slides
• Audience captures contact instantly
• No need to spell out email addresses

5. Lead Capture at Trade Shows

Exhibitors collect leads by scanning attendee badges.

How it works:

1. Each attendee badge has unique QR code
2. Exhibitor scans visitor badge
3. Contact info captured instantly
4. Exhibitor adds notes to lead record
5. Follow-up triggered post-event

Benefits over business card collection:

• No manual data entry
• No lost or illegible cards
• Instant CRM integration
• Lead quality scoring possible

6. Feedback and Surveys

Capture feedback while the experience is fresh.

Timing options:

• Post-session surveys (QR on exit sign)
• End-of-day feedback (QR on badge)
• Post-event surveys (QR in follow-up email)

Implementation:

• Link to simple survey (Typeform, Google Forms, etc.)
• Keep surveys short (3-5 questions max)
• Offer incentive for completion

7. Wayfinding and Venue Navigation

Help attendees navigate large venues.

Use cases:

• QR codes on room signs linking to room schedule
• QR at venue entrance linking to interactive map
• QR on parking signs linking to directions

Creating Event QR Codes

Ticket QR Codes

For ticketing, you need unique QR codes per ticket.

Requirements:

• Each ticket has unique identifier
• QR encodes ticket ID (not personal data)
• Scanning validates against database
• One-time use prevents sharing

Technical approaches:

• Use event management platform (Eventbrite, Cvent, etc.)
• Build custom with QR generation API
• Integrate with existing ticketing system

Informational QR Codes

For schedules, maps, and content:

1. Create destination content (webpage, PDF, app link)
2. Generate QR code linking to content
3. Use dynamic codes if content might change
4. Test at intended print size

Networking QR Codes

For contact exchange:

• Individual: Each attendee creates their own vCard QR code
• Badge-integrated: Event prints unique QR on each badge linking to attendee profile
• App-based: Event app generates QR from profile data

QR Code Placement at Events

On Badges

Benefits: Always with attendee, easy access Considerations:

• Size constrained (aim for 2.5cm minimum)
• Will be viewed from close range
• Can include multiple codes (check-in, networking)

On Signage

See our QR code size guide for detailed calculations.

On Printed Materials

Program guides: Link to digital version with updates Session handouts: Link to slides, resources Maps: Link to interactive/mobile map Name badges: Networking QR codes

On Screens

Presentation slides: Speaker contact or resources Digital signage: Session schedules, sponsor info Check-in kiosks: Self-service registration

Event QR Code Analytics

What to Track

Using Data to Improve

During the event:

• Identify overcrowded sessions (open overflow rooms)
• Track registration vs. attendance (no-show rates)
• Monitor booth traffic for staffing

After the event:

• Analyze session popularity for future programming
• Measure sponsor value via scan data
• Identify top networkers for speaker/champion programs

Integration with Event Platforms

Most event management platforms include QR functionality:

When to use platform QR vs. custom:

• Platform QR: Ticketing, check-in (integrated data)
• Custom QR: Marketing materials, signage, specific tracking needs

Best Practices

Before the Event

• Test all QR codes at actual print size
• Verify links work on both iOS and Android
• Train staff on scanning procedures
• Have backup plan if scanning fails (manual check-in)
• Send ticket QR codes well in advance

During the Event

• Staff positioned with charged devices
• Good lighting at check-in areas
• Clear signage for QR check-in lanes
• Monitor scan data for issues
• Capture feedback while fresh

After the Event

• Export all scan data
• Match scan data with registration data
• Calculate engagement metrics
• Share lead capture data with exhibitors
• Analyze for future improvements

Frequently Asked Questions

Can attendees share their ticket QR codes?

They can screenshot and share the QR, yes. To prevent this: (1) use single-scan validation so the code only works once, (2) check photo ID at entry, or (3) require the registered attendee's phone/email to be present. For most events, a single-scan policy is sufficient.

What if an attendee's phone dies at check-in?

Always have a backup. Options: (1) Allow lookup by name/email, (2) Have attendees add ticket to digital wallet (works offline), (3) Email backup contains text confirmation code. Never rely solely on QR without a fallback.

How do I track which sessions attendees actually attend?

Place unique QR codes at each session entrance. Attendees scan to check in to each session. This gives you attendance data per session, not just overall event check-in. Some events make this optional; others require it for continuing education credits.

Should I use the same QR code for multiple events?

No. Each event should have unique QR codes, especially for ticketing. Using the same code across events creates security issues and data confusion. Dynamic codes let you update destinations, but ticket codes should always be unique per event.

How large should QR codes be on event badges?

Minimum 2 × 2 cm (about 0.8 × 0.8 inches) for reliable scanning from handheld distance. If badges will be scanned from further away (like at a lead capture booth), consider 2.5-3cm. Always test with actual badges and scanners.

Can QR codes work offline at events with poor WiFi?

QR scanning works offline, but validation typically requires internet. Options: (1) Cache validation data on scanning devices before event, (2) Use mesh network for scanning stations, (3) Have offline fallback that syncs when connection restores. Plan for venue connectivity.

Summary

QR codes transform event logistics from paper-based friction to seamless digital experiences. Whether you're running a 100-person workshop or a 10,000-person conference, strategic QR deployment streamlines check-in, enhances networking, and provides data you can't get any other way.

Key takeaways:

• Use unique QR codes per ticket for security
• Dynamic codes for content that might change
• Always have offline/backup plans
• Capture data during the event, analyze after

Ready to create QR codes for your next event? Start with our free generator for informational codes, or sign up for dynamic codes with tracking. 14-day Pro trial, no credit card required.