QR codes for events
By Prabhneet Singh Narula, founder of RelyQr · Updated
Short answer
Event organisers use QR codes on posters and invitations that open the event page with an add-to-calendar button, on badges that share contact details, and at the venue for agendas, Wi-Fi and feedback forms. Use dynamic codes so a changed time, room or speaker never means reprinting, and give each poster its own code to see which locations work.
The QR codes an event needs
| Code | What it does | Where |
|---|---|---|
| Event | Date, time, place and add to calendar | Posters, invitations, social posts |
| Website | Your ticketing or registration page | Posters and adverts |
| The agenda or venue map | Badges, signs, seats | |
| vCard | Attendees save each other's details | Name badges |
| Wi-Fi | Guests join the venue network | Registration desk, tables |
| Form | Feedback or session sign-ups | Exits and session rooms |
Changes happen: print once
Times move, rooms swap and speakers cancel. With a dynamic event code, you edit the event and every poster, invitation and badge shows the new details. Calendar buttons give people a standard .ics file for Apple Calendar and Outlook, and a Google Calendar link, in the event's own time zone.
Sizes for event print
| Placement | Scanned from | Code width |
|---|---|---|
| Name badge | 30-50 cm | 2.5-3 cm |
| Invitation or flyer | 30-50 cm | 2.5-4 cm |
| Poster | 1-2 m | 10-20 cm |
| Stage screen or banner | 5-10 m | 50-100 cm |
What to measure
- Scans per poster location, to place next year's posters.
- Scans by day before the event, to time reminders.
- Feedback form responses per session.
Questions people also ask
Can people add my event to their calendar from a QR code?
Yes. An event QR code opens a page with Add to calendar (Apple Calendar and Outlook) and Google Calendar buttons.
What if the event time changes after printing?
Edit the event: everyone who scans a dynamic event code sees the new time.
Can I put a QR code on name badges?
Yes. A vCard code on each badge lets attendees save each other's details in one scan.
How do I know which poster brought people?
Give each poster its own dynamic code and compare scans per code.
Make a QR code that lasts forever
Free static codes with your logo and no watermark. Dynamic codes you can change after printing keep working on every plan.