Why You Need QR Codes at Your Next Event

QR codes have been a game-changer for the modern event industry. These high-tech yet simple signatures improve the ways your attendees, guests, and management team engage with events and streamline a wide range of functions.

From check-in to information gathering QR codes make event planning and execution easier. They save time and money by reducing the physical assets your team has to produce, and help keep everyone on the same page.

In this guide, we’ll explore what QR codes are, how they work, and why you should consider implementing QR codes at your next event.

What are QR codes?

A Quick Response code (QR code) is a scannable matrix of squares that operates in a similar way to a bar graph. QR codes for events may contain information in a variety of formats, including URLs, account numbers, names, and more.

You can think of a QR code as an extension of the common barcodes you see at the supermarket, only with a much richer field of information.

Users scan the QR code with a QR reader to access the information. Modern smartphones and tablets include a QR reader in the camera function, turning your everyday mobile device into a high-tech QR scanner.

This makes QR codes useful for event organizers because almost every attendee, guest, staff member, or stakeholder has easy access to this useful tool.

One of the most famous recent uses of QR Codes was during the Superbowl. CoinBase, a Crypto currency exchange paid $7 million to air an ad that consisted of nothing but a QR code. Millions of people raced for their cell phones and scanned the code, which led to a promotion offer for new CoinBase subs.

https://www.youtube.com/watch?v=u0fxeCrH4VM

This example highlighted how useful, versatile, and well-accepted QR Codes have become.

Benefits of QR codes for events.

QR codes are vital conference planning tools because they make so many of the administrative tasks from an event easier to manage.

Key benefits of QR codes for teams running events include:

• Faster event registration through scannable QR codes
• More efficient event check in processes
• Better communication thanks to real-time updates to links, event schedules, and more
• Better event analytics thanks to enhanced information gathering

During the event QR codes can enhance the attendee experience by supporting things like:

• Interactive engagement through games, puzzles, or updates
• Personalized experiences like unique offers, personalized schedules, or personalized name badges for events
• Easier access to schedules, maps, agendas, and other key information
• Contactless communication for safer events

And, QR codes help increase the return on investment (ROI) of your event by offering:

• Better analytics so you can see how your audience engaged with your event and gather key demographic information
• Attendee tracking to show when event participants signed up, signed in, and interacted with various event sections
• Increased security because you can scan each user’s QR code to identify them
• Better data collection through personalized QR codes that contain demographic information
• Lower operating costs because QR codes replace paper maps, schedules, handouts, menus, and other common conference and event paraphernalia

The best cities for conferences usually have strong Wi-Fi networks and a high volume of smart phone users, making QR codes even easier to implement.

Practical use cases for event organizers.

The practical uses for QR codes are almost too many to mention. Event and conference organizers continue to innovate and create QR codes for an ever-growing list of tasks.

Rachel Waller is an IAPC-accredited conference and association assistant at Podium Conference and Association Specialists.

She’s seen firsthand the impact of QR codes at events she’s organized. Rachel talked us through some of the practical uses she’s found for QR codes.

“Most of our events use between 3-5 different QR Codes,” Rachel explained. “I’ve seen them used to sign up for newsletters and access the conference program.

“The main reason we use QR codes at our events is for post-conference ‘Certificates of Attendance’.

“This speeds up the process as attendees can request the certificate via the QR code instead of emailing us. It also saves time on our end as admin’s as it lowers the amount of emails we receive post-conference.”

The event management team has also used the information from those certificate requests to streamline their post-event processes and reporting.

The QR code system is able to save key details and gives the team easier access to that information in the way of an event.

Using QR codes to direct attendees to forms helps collate all the information in one place so you don’t have to input data from manual forms or email submissions afterwards.

Teams also use QR codes to send out event details. Large dynamic QR codes placed strategically on boards give your team an easy way to adjust and edit the agenda for each day of your event.

One dynamic QR code can be edited overnight so that event attendees who scan it on day two get the updated event information.

Dynamic codes also save money on future events because you can use the same marketing materials like billboards, flyers, or sandwich boards and just update the link the code leads to.

These updated codes will then lead users to your event landing page with all of your key details like contact information, site map, and more.

QR codes help you track the performance of marketing campaigns in print and other mediums where you don’t have access to page views or click-throughs.

You can measure the impact of your flyers, posters, or print ads by using a unique QR code for each medium. A call to action (CTA) that encourages the viewer to scan the code helps drive viewership and improve the results.

One novel way to use QR codes is to help personalize event experiences. For example, you might create a custom QR code with data about your attendees dietary preferences, which will allow them to be served the correct meal during lunch or dinner events.

You can also use personalized QR codes for event attendees to give them access to different programs or activities.

Unique QR codes on event tickets can help you control the use of tickets by tracking which tickets have already been scanned. They can also hold personal information to help improve the customer experience. QR codes work both on digital, mobile-based tickets and on paper tickets.

How to implement QR Codes

The first thing you’ll need is a QR code generator.

For event tools like a waiver link, registration form link, or event pages like schedules or agendas you can create a single dynamic QR code.

For attendee QR codes, ConferenceBadge.com offers EventBrite and vCard QR code generators but also a custom QR code generator that lets you create custom data with key attendee information.

Here’s a step-by-step guide to implementing QR codes are your event:

1. Write a list of the links or systems you want to use QR codes for, these might include:

   • Codes for event marketing
   • Codes for important event information
   • Codes for each individual attendee
   • Codes for presenters/guests

2. Create your codes using a QE generator

3. Print your event marketing and event information QR codes onto posters or fliers, or create digital pages with QR codes for event attendees to scan

4. Position QR codes at the key stations around your conference of event

5. Print conference badges and ID cards with unique QR codes for each attendee

6. If you’re going to be scanning QR codes at event registration, entry, or during different program activities then make sure your staff have a QR code scanner

7. Have staff on hand to help users scan QR codes in person if they’re unfamiliar with the process

It’s easy to implement QR codes at your event. All you need is a QR generator, a way to display your QR codes, and guests with mobile devices to scan the cards.

QR code pitfalls to look out for

Like any technology, QR codes aren’t perfect, here are some common problems with QR codes to watch out for:

Incorrect sizing

A QR code that’s too small is difficult to scan, which can lead to errors and frustration for guests. Pre-test your QR codes at different sizes before you use them.

Wrong Links

As you increase the number of QR codes you use it’s easy to lose track of what each one is for and how they’re being used. This is less common with vCard-style codes that double as a business card, but it can happen easily with custom data. To prevent this, keep a track of your various QR codes and where they’re deployed in your conference planning app. You can even label the posters or materials that use QR codes so you can better identify which link they’re for.

Security Issues

QR code pricing can vary widely, and you may be tempted to use a free QR code generator for your first time using these tools. Some free QR code generators are unreliable and may track your client data or company data. Be wary of free tools.

Try ConferenceBadge.com for your event QR codes

Conferencebadge.com has a long history of helping event and conference organizers execute high-quality events with efficiency and cost-effectiveness. Our QR code solutions take this to the next level by letting event management teams do more with their conference ID badges.

From ticket purchase right through to Post-Event Survey Questions, QR codes can help improve ROI and decrease costs, all while improving the event attendee experience.

Conferencebadge can develop QR code badges for any event with features like QR codes and even eco-friendly lanyards - sign up now or request a quote!

FAQs

How do I create a QR code for an event?

You can create a QR code for an event using the QR generator at Conferencebadge.com. QR codes with custom links or data let you build scannable images that link directly to your event page or other important event information.

What information can I put on a QR Code?

QR Codes for events can hold information like registrant details and ticket packages, or even links to key event information like conference room layouts, site maps, or agendas. All this means you can have key event details as close as the end of your conference lanyards.

Can I use an Event QR Code for event ticketing?

Yes! QR codes are a useful tool for event ticketing. These codes can be used on digital or paper tickets, and allow you to streamline entry with a quick scan. QR codes improve event security and make ticketing more reliable because of their tracking capabilities.

What are the benefits of using QR codes at events?

QR codes make events easier to plan, execute, and manage. They streamline everything from ticketing to registration, and even improve the flow of information to attendees. QR codes can also help you optimize your marketing strategy.

How can QR codes enhance the attendee experience at events?

QR codes enhance the attendee experience by offering deeper levels of personalization and customization. They also make it easier for your attendees to access crucial event information like the event program, facility maps, and more. You can upload data from your conference planning checklist template Excel sheet to create custom QR codes for each attendee at scale. This allows you to offer personalized experiences like Welcome messages and more.