Event QR Codes: Why it Matters and How to Create One?
When you think of an event pass, what instantly comes to mind?
Let me guess! A piece of paper where you’ll find details like event name, venue, timing, and so on.
While paper-based tickets bring out pure nostalgia, it is not really the smartest way to organize an event. These tickets are disconnected; you could lose them easily and are also more straightforward to forge. And do not forget about the wastage of paper and the huge cost involved.
A better and more sustainable way to approach this is through event QR Codes. Use digital passes and add unique QR Codes for each attendee. So attendees can self-register for the event without any hand-holding.
That is a smarter way to automate the event accessibility part and ensure smaller queues and less chaos. The same goes for online events, too. With the event QR Code in the picture, forget the last-minute “please let me in” requests.
What is an Event QR Code?
Event QR Codes simplify sharing event-related details like date, time, location, etc. for the attendees. Event organizers can use this marketing tool to make event information accessible for everyone, irrespective of the event type (online or offline).
With just a simple scan, event attendees can register for an event, RSVP for it, share the event details on social media, create reminders, and add them to their calendars so they don’t miss out.
How to Create an Event QR Code
So, how do you create a QR Code for your next event? Follow these simple steps:
- Sign up for a QR Code generator like Uniqode (previously Beaconstac).
- Pick your QR Code type. Some of the best choices are website QR Code, Facebook and Instagram QR Code, landing page QR Code, location QR Code and more.
- Fill out the event details in the given fields.
- Personalize the event QR Code to add your brand’s touch. To make it look unique, you can add backgrounds, themes, colors, fonts, frames, and logos.
- Add a CTA to the QR Code
- Generate the event QR Code and test it multiple times
- Download the QR Code in a format of your choice and start using it.
Why Should You Care about an Event QR Code?
Event QR Codes are great for a lot of things, including:
Smooth registration and check-in
Would you prefer a long queue of event attendees waiting to get in and a lot of chaos? Or would you settle for an event where attendees can opt for self-check-in?
For an offline event, just by adding QR Codes to the digital passes, attendees will need a quick scan at the entrance, and they can quickly get in. That’s not all. You can pre-assign seats to each attendee to avoid delays.
Attendees can register or perform web check-in with event QR Codes for online events. This saves the coordinator’s time as they will no longer need to let in multiple joining requests or maintain a list of attendees in spreadsheets. Event QR Codes automate the entire process.
Easy on the pocket
Paper-based tickets and passes involve the costs of papers and prints. Also, for manual check-ins, you will need some crew members to be on duty at the gates so they can manually verify the tickets and let the guests in.
For a series of events, the same platform also offers to create dynamic QR Codes where you can make last-minute updates to the information and save all the excess printing costs.
Track QR Code analytics to derive insights
For marketing and networking events, tracking event analytics is crucial. It gives the organizers lots of insights into the effectiveness of the event so they can plan the next steps.
With dynamic event QR Codes, you can track the following metrics in your QR Code generator’s dashboard:
- Ticket purchase status
- Chatbot queries
- List of attendees along with date and time
- Check-in status
These metrics provide you with in-depth details about the attendees and their interest level to join the event. Event coordinators use this information to refine the event marketing strategies.
Sustainable way of arranging events
While most brands are going green worldwide, holding on to paper-based tickets is not the best way to achieve sustainability. QR codes are an eco-friendly way of arranging offline events with zero paper waste.
5 Event QR Code Best Practices
Now that you know how to create an event QR Code let me tell you that it has improved. While creating QR Codes for an event is relatively easy, it becomes simpler if you follow the following best practices:
Paste the event QR codes in the right place
After you generate the event QR Codes, the next step is to paste them in the right place. You need to place your QR codes where they are easily accessible, and attendees can notice them without any hassle. Some of the familiar places are:
- Collaterals — Add the QR Code in the printed collaterals like brochures, flyers, billboards, and posters. So that attendees can scan it and register for the event independently.
- Badges — If you are using participation badges, adding QR Codes within them will be a great way to streamline event check-ins.
- Booths — In some events, you will spot the QR Codes at the interaction booth. When an attendee enters the event location, they can directly scan the QR Code from the booth to access the event and receive other details like room number, seat number, etc.
- Digital passes or electronic tickets — Event coordinators can set up an automated workflow where each person registering for an event will get unique QR Codes. While entering the event, they just need to get it scanned to enter. This method is safer and reduces ticket forgery.
Use a QR Code generator and event ticketing software.
Using Uniqode’s QR Code generator with event ticketing software can make the process of generating bulk event QR Codes.
Additionally, event coordinators can leverage these two applications to get critical insights into the event attendees’ behaviors, registration status, payment status, etc. Creating and streamlining an event workflow is essential; ticketing software can help here.
Note: What is Uniqode?
Uniqode is a QR Code generator helping businesses to connect offline and online experiences efficiently. Trusted by 50,000+ global brands, including Amazon, Toyota, Pepsi, and Uniqode, it enables you to generate personalized QR Codes and digital business cards that align with your brand presence and create excellent customer experience.
Mobile optimization matters
If you opt for event QR Codes, making the entire process mobile-friendly is a must. Largely because attendees can only scan a QR Code using smartphones. If the event landing page is not optimized, it will jeopardize user experience and even decrease user registrations.
Keep the QR Code content up-to-date.
You will notice event QR Codes on different types of collaterals. Apart from traditional flyers and posters, some brands go a step ahead and add QR codes to T-shirts, mugs, banners, and many other places. Make sure to always use content that is up-to-date and relevant for all these platforms. And don’t forget to use dynamic QR Codes, as they are editable multiple times.
Always test your QR Codes
As an event coordinator, you must remember that the QR Code you create is for the masses. It is not targeted at five to ten people, so if the QR Code doesn’t work for some reason, you can easily alter it. If your event QR Code fails to scan, this will hamper the entire event and affect many attendees’ experience. It could very well destroy your brand’s reputation, too. So always test your QR Codes before making them live.
Final Thoughts
Event QR Codes are a great way to automate the event registration to check-in process. It is a flexible and straightforward way to manage event registrations by empowering the attendees.
Open doors to a sustainable and automated QR Code creation process with an enterprise-grade QR Code generator.
