If you are going to organise an event, you want everything to run smoothly. Registering, for example. That should be as easy as possible. Just like the catering, the experience and the evaluation. There are various tools to help you with this. One of them is the QR code. The little cube of black and white pixels makes your event more interactive, more surprising and a lot more efficient. We explain everything you need to know about a QR code for your event.
Why create a QR code for your event?
No doubt you have used a QR code yourself once. On a ticket, for example. On a poster or to make a payment. Ideal! You scan the code and within a second you are on the right page, app or form. And of course you want to give your visitors that convenience. But that is not all: a QR code has more advantages.
- Shorter queues
If you include a QR code on the admission ticket, your attendees can get in faster. How? Scan, beep, walk through and you’re done! Are you organising a large event? Then this is ideal. It saves you from long queues and frustrated people. And, of course, it’s a benefit for your staff too: less paperwork, less hassle and a calmer atmosphere. - A sustainable alternative to paper
Programme booklet, floor plan or paper flyer? Expensive. But more importantly: not very sustainable. Skip the printed materials and put all the important information behind a QR code. Good for your wallet and the environment. - Great for collecting data
Do you want to measure your event properly and effectively? Then create a QR code and ask visitors what they thought of the event. Perfect for evaluation. It’s also useful for collecting email addresses for a newsletter or other follow-up. Perfect data to use wisely even after your event. - Enhancing the experience
It might sound a bit odd – creating an experience using a QR code. Yet it is possible: for example, you can let people vote via that code. Or give them direct access to exclusive content, a digital goodie bag or an interactive map. This makes the experience richer and more interactive. And all without any complex technology or set-up.
How can you create a QR code for your event?
Making a QR code is easier than you think. With the right tools, you can create one in no time.
Step 1. Think of the goal
What do you want to use the QR code for? There are several possibilities. Redirecting people to a website, for example. Or a registration form. Or should your code be dynamic so you can adjust it later? Once you know what the code should do, you can move on to the second step.
Step 2. Choose a QR-code generator
There are a lot of different generators you can use to create a QR code. For example QR Tiger, Me QR or QRCodeChimp. Look carefully beforehand whether you want to create a static or dynamic variant. In addition, look at what you expect to achieve with the QR code. Not every tool is free and sometimes there are conditions attached. For example, the amount of scans, expiry date or file storage. Look into this carefully.
Step 3. Fill in all necessary details
Fill in your details. Paste the URL and possibly add the file you want to link. Sometimes there are extra options: colours, your logo or changing the shape. These are great options because they make the code recognisable for your brand or event.
Step 4. Test, test, test!
First create the QR code. Then it is time for the most logical (and often forgotten) step: testing the QR code. It would be pretty annoying if it turns out that it does not work at all. So check whether the QR code works. Do this on different devices and with different scanners.
Step 5. Put the QR code on all your materials
A QR code that is difficult to scan is of little use to you. So put the code in logical places. For example tickets, banners, displays, badges, posters and on presentation slides. Not unimportant: use a large code, sufficient contrast and a background that is not distracting.
Get the most out of your QR code
Finally, some tips to get the most out of your QR code. Because if you take the trouble to make one, of course you also want it to be used well.
- Make it clear what people can do with it
State the purpose of the QR code. For example: ‘Scan here to register’, ‘Vote for the most interesting speaker’ or ‘View the programme here’. - Consider the Wi-Fi and signal strength
Are you using QR codes that link to online content which people need to view straight away at the event? Make sure there is sufficient Wi-Fi and/or signal strength. - Need flexibility? Use dynamic QR codes
Are you expecting a last-minute change? Or do you want to use a single QR code for different elements? If so, you can use a dynamic QR code. This allows you to change the underlying link or URL without having to create a new code. - To measure is to know
Check whether your QR code generator also provides statistics. This way, you can see how many people have scanned the code. And sometimes even when and where. Useful data that you can use in the future to improve your event.
Want to know more about organising an event? We would love to help you. Our account managers are ready to help you organise your event as successfully as possible.
