QR Codes for Events: Ticketing, Check-in, and Networking

Events and conferences have embraced QR codes to streamline everything from registration to networking. Whether you're organizing a small workshop or a large festival, QR codes can reduce queues, cut printing costs, and improve the experience for attendees. This guide walks you through the main use cases and how to get the most out of QR codes at your next event.

Why QR codes work so well for events

QR codes bridge the gap between the physical space and digital information. Attendees already have their phones in hand; a single scan replaces printed programmes, paper sign-in sheets, and the hassle of typing contact details. For organizers, the benefits include real-time data, lower printing and staffing costs, and the ability to update information (like schedule changes) without reprinting. From corporate conferences and trade shows to music festivals and community meetups, the same principles apply: less friction, more engagement.

Digital ticketing and check-in

QR code tickets are now standard for concerts, conferences, and sports events. Each attendee receives a unique code—either by email or in an app—that is scanned at the entrance. This speeds up entry, reduces fraud (duplicate or forged tickets are much harder to use), and makes it easy to track attendance and no-shows.

For event organizers, dynamic QR codes are especially useful: you can change the destination or ticket rules without reprinting. If a session moves to a different room, you can update the link behind the code. For large events, consider a dedicated ticketing or event platform that generates unique QR codes per ticket and optionally invalidates them after first scan. For smaller events, a simple static QR code linking to a registration or check-in form can be enough.

Networking and contact exchange

Replacing paper business cards with QR codes is increasingly popular at events. Attendees generate a vCard QR code with their name, role, company, and contact details. A quick scan adds the contact to the other person's phone—no typing, no lost cards, and no follow-up "I'll send you my details" that never happens.

Some events go further: pre-printed name badges with a QR code that links to a profile page or LinkedIn. Others set up "networking stations" where attendees can display their QR code on a phone or tablet for others to scan. Encourage participants to create their vCard QR before the event and save it to their phone home screen or lock screen so it's ready in seconds. Free QR generators (including those that output vCard) make this easy for everyone.

Agendas, maps, and WiFi

Event programmes and venue maps are ideal for QR codes. Place codes on signage at the entrance, in the lobby, and near session rooms. Link to a mobile-friendly schedule or an interactive map so guests can find sessions and facilities without hunting for paper or asking staff. For multi-day or multi-venue events, a single URL that you can update (e.g. behind a dynamic QR code) keeps everyone on the same page when times or rooms change.

WiFi credentials are another perfect fit. Create a WiFi QR code once and share it on screens, posters, or table cards. Attendees scan and connect without typing the password or asking the AV team. For larger venues with multiple networks, you can use different QR codes for different zones or access levels if needed.

Session and workshop check-in

Beyond main entrance check-in, QR codes can track attendance per session or workshop. Place a unique code at the door of each room or at the start of each session. Attendees scan on the way in; you get a clear record of who attended which sessions, useful for CPD credits, certificates, or simply understanding which topics drew the most interest. This can be implemented with a simple form ("Scan to check in to Session X") or integrated with your event app or registration system.

Feedback and surveys

Collecting feedback during or after the event is easier with QR codes. Put a code on the final slide of each presentation, on table cards in the networking area, or in a post-event email. The code can link to a short survey (e.g. Google Forms, Typeform, or your event platform). You'll get higher response rates than asking people to type a URL, and you can tailor the survey per session or track responses by scan location if you use different codes per zone.

Sponsors and exhibitors

Sponsors and exhibitors can use QR codes on their stands to drive traffic to landing pages, brochures, or lead forms. Encourage them to use a single, clear call-to-action per code (e.g. "Scan for our product sheet" or "Scan to leave your details for a follow-up"). If you provide a template or guidelines (size, contrast, and a short URL that works on mobile), the overall look and reliability of codes across the event will be more consistent.

Static vs dynamic QR codes for events

Static QR codes encode the data (URL, vCard, WiFi, etc.) directly in the pattern. They're free, work offline where relevant (e.g. vCard, WiFi), and never expire. Use them for: WiFi access, fixed agendas or maps, speaker vCards, and any link that won't change.

Dynamic QR codes store a short redirect URL that points to your actual destination. You can change the target anytime without reprinting. Use them for: ticketing, session check-in, feedback forms, and any content you might need to update before or during the event. Many event platforms generate dynamic codes for tickets and sessions by default.

Best practices for event QR codes

Use high contrast (e.g. black on white) and a size that's easy to scan from the typical distance—at least a few centimetres per side for close-range scanning, and larger for signs or screens. Test codes on several devices (iOS and Android) and in the actual lighting conditions of the venue before the event. Avoid glossy laminate or reflective surfaces that can cause glare.

For ticketing, ensure each code is unique and, if your system supports it, invalidated after first use to prevent reuse. Add a short line of text next to each code (e.g. "Scan for programme" or "Scan to check in") so attendees know what to expect. For printed materials, use a resolution and print quality that keeps the code sharp; 300 DPI or equivalent is a good baseline.

Common mistakes to avoid

Don't link QR codes to PDFs or desktop-only pages if attendees will mostly use phones—prefer mobile-friendly web pages or native app deep links. Don't use a single QR code for thousands of tickets; each ticket should have its own code if you need per-person check-in or analytics. Avoid placing codes where they'll be obscured (e.g. behind glass with strong reflections) or where the scan distance is too far for the code size. Finally, don't assume everyone has used QR codes before: a one-line instruction or a quick announcement at the start of the event can significantly increase scan rates.

With a bit of planning, the right mix of static and dynamic codes, and attention to size and context, QR codes can make your next event smoother, more data-rich, and more engaging for everyone.