QR Codes for Events: Registration, Check-in, and Engagement

Events Generate Chaos—QR Codes Bring Order

A conference has a hundred moving parts. Registration, check-in, session schedules, WiFi access, sponsor info, feedback forms. Attendees show up with questions, and staff scramble to answer them. Paper handouts get lost. Schedules change at the last minute.

QR codes can't fix every event challenge, but they can turn a lot of friction into a single scan. Here's how to use them across the event lifecycle.

Pre-Event Uses

Before anyone arrives, QR codes help drive registration and set expectations.

Event promotion. Posters, flyers, and social posts can include a QR code linking directly to your registration page. No typing URLs. Someone sees "Scan to register" at a coffee shop, scans, and lands on your sign-up form. Track which placements drive the most sign-ups by using different codes or UTM parameters.

Early bird and discount codes. A code on promotional materials can link to a registration page with a discount applied, or to a landing page that explains the offer. Makes it easy to track campaign performance.

Venue and parking information. Send a QR code with your save-the-date or confirmation email. Recipients scan to get directions, parking maps, transit options, or hotel links. Reduces "Where do I park?" questions on event day.

Registration and Ticketing

QR code tickets. Most event platforms (Eventbrite, Meetup, etc.) generate unique QR codes for each ticket. Attendees get them by email or in the app. At check-in, staff scan the code—contactless, fast, no paper to lose. Each code can be tied to attendee data for analytics.

Unique vs batch codes. Unique codes per attendee enable personalized check-in and tracking. Batch codes (one code for all "VIP" attendees) are simpler but don't identify individuals. For most events, unique codes are worth it.

Integration with event platforms. If you're using an event platform, use their native QR ticketing. If you're building custom, you can generate static QR codes that link to a check-in URL with a unique identifier—though managing this manually gets complex. Platforms handle the heavy lifting.

During the Event

Session schedules. A QR code on signage or in the program can link to a digital schedule—updated in real time if sessions change. No reprinting. Attendees always have the latest info.

Speaker bios and slides. Place a QR code next to each speaker's name or on their slide. Scanners get a bio, LinkedIn, or download link for slides. Reduces the "Can I get those slides?" follow-up.

WiFi access. One of the most appreciated uses. Create a WiFi QR code for the venue network. Print it on table tents, put it on a slide, or display it on screens. Guests scan and connect—no hunting for the password. Especially valuable at tech conferences and coworking events.

Live polling and Q&A. Link QR codes to Slido, Mentimeter, or your chosen tool. Display the code on screen; attendees scan to submit questions or vote. Engages the room without passing microphones.

Sponsor booth information. Each sponsor can have a QR code at their booth linking to their website, special offer, or lead capture form. Easy for attendees to "take" info without collecting stacks of brochures.

Networking and Engagement

Attendee badge QR codes. Put a QR code on each badge linking to the attendee's LinkedIn, vCard, or profile page. People scan each other's badges to exchange contacts—faster than typing or swapping business cards.

Digital business card exchange. Similar idea: a QR code that encodes a vCard. Scan, save contact, done. Great for networking breaks and sponsor meetings.

Scavenger hunts and gamification. QR codes placed around the venue can link to check-in points, trivia, or unlock content. Attendees collect scans for prizes or leaderboard placement. Adds a layer of interaction for engagement-focused events.

Post-Event Follow-up

Feedback surveys. A QR code on the closing slide or in a thank-you email links to a feedback form. Easier than typing a URL. Higher response rates when the ask is one scan away.

Session recordings. "Scan for recordings" on the final slide or in a post-event email. Attendees get access to content they missed or want to revisit.

Resource downloads. Slides, whitepapers, templates—pack them behind a QR code. Attendees scan to download. You can gate with email capture if you want to grow your list.

Best Practices for Event QR Codes

Size for badges and signage. Badge codes need to be scannable from a few inches away—at least 0.6 inches. For lobby signs or session boards, go bigger (2–3 inches) so people can scan from a few feet back. See our size guide for specifics.

Multiple codes for tracking. Use different QR codes for different touchpoints (main entrance vs session room vs sponsor area) if you want to see where engagement happens. Each code can point to the same destination with different UTM parameters.

Backup plan for tech failures. WiFi down? Some attendees can't scan? Have a short URL visible next to the code. "Or visit event.com/schedule" ensures everyone can access the info. Staff should know the URL for manual entry if needed.

Test before the event. Print test badges and signs. Scan from the distances attendees will use. Verify links work, WiFi codes connect, and schedules load correctly. Fix issues before day-of.

QR codes won't run your event for you, but they'll smooth a lot of the friction. Create the codes you need—registration links, WiFi credentials, speaker pages—and make your next event a little easier for everyone.