From menus to boarding passes, QR codes are everywhere. You may think you’re using them effectively at your event, but are you really? A poorly designed QR code can slow down the initial check-in process, lines at every session entrance, and even networking connections between guests. All this lagging causes frustration and poor retention rates.
Designing QR codes for your event might seem like a one-and-done process, but it can lead to chaos if you don’t implement it right. On the other hand, following a few simple steps in your QR code design can help you create seamless entry points and facilitate networking with one quick scan.
Why Do You Need QR Codes?
Giving guests an excellent experience at every opportunity should be a top priority. Your attendees expect the latest and greatest at your event, which means you can count out any thought of using manual check-ins with paper and pens.
Instead, providing your guests with a QR code on their badges allows for lightning-fast check-ins and eliminates any risk of mistakes. When you use software that accommodates event management with QR codes, you ensure that every guest has an easy check-in process. You also give them another reason to be impressed with your event.
QR codes are useful for more than just the initial check-in, however. You can also use them for each guest to check into a session, allowing you to gauge attendance in every room accurately and in real-time.
QR codes are also an amazing way to facilitate networking between guests. Rather than guests writing down each other’s names, individualized QR codes allow them to instantly connect to each other’s LinkedIn page or other social media outlets.
You can also use a dedicated QR code on every guest’s badge and throughout your venue to link them to your event’s landing page. You can use this page to give real-time updates, share when a session is nearing full occupancy, and remind them of other happenings. With this QR code on their badge, they can check the landing page at any time, whether in the venue or in their hotel rooms.
How to Design a QR Code
You might think all there is to incorporating QR codes onto your guests’ badges is to generate them. And while that’s certainly one part of QR code design, it’s only a very small component.
Know Which Type You Need
QR codes can be either static or dynamic. Each type has a different purpose.
Static QR codes are permanent—they link to a fixed page that you can’t change. They’re great for advertisements or linking to each guest’s chosen webpage for networking.
Dynamic QR codes allow you to change the linked content without changing the actual QR code. They’re perfect for subject-to-change items like menus, session attendance rates, updated schedules, and more.
You may want to include both types of codes on your guests’ badges to help them with networking and updates. If that’s the case, make sure to put extra effort into the badge design so attendees don’t get them mixed up.
Follow Good Design Techniques
It goes without saying that your event badges should be attractive, minimal, and functional. This includes your QR code design. Here are several tips to keep in mind when designing your badges and QR codes:
- Color contrast: While incorporating colors is a great idea, they need to be contrasting enough that the QR code stands out from the background for optimal scanning. Avoid backgrounds with patterns, images, or gradients.
- Size: A QR code that’s too small will be difficult to scan. This leads to bottlenecked lines and frustration instead of easy networking. On the other hand, a QR code that’s too large doesn’t leave much room for anything else on your badges. Carefully consider the code’s size when designing your badges so everything is sized and spaced well.
- Resolution: Sometimes, generating a QR code results in a low-resolution file. While this isn’t usually a problem on badges, if you have signs with your landing page’s QR code throughout the event venue, you could run into issues with blurry, unscannable QR codes. Ensuring your codes are high-resolution is good practice, and a few test prints never hurt, either.
- Position: Because it’s so vital that all your QR codes be easily scannable, considering their placement is a crucial step. Make sure that the holes where the badges connect to the lanyards won’t interfere with any QR codes. At your venue, place QR code signs in highly visible places that are at eye level and free from obstructions.
Share Real-Time Updates
A QR code that links to your event’s landing page won’t do much good if you don’t share updates in real time. Guests want to be informed of updates as they happen—no one likes when event managers leave them in the dark.
When you use high-powered corporate event software, you should be able to access and share updates as they happen. While having real-time attendance tracking is helpful for you to see, it won’t do your guests any good if you’re not sharing when a session is nearing capacity.
Instead, take advantage of your system by sharing immediate updates to your landing page. Guests can access these updates at any time or location simply by scanning the QR code on their badges.
Seamless Events Start with Well-Designed QR Codes
As an event manager, you know the importance of using powerful event management software. However, if you don’t take advantage of its many features, you won’t be able to give guests the event experience they deserve.
QR codes are the secret sauce that can elevate your event. When you understand their use and know the proper type, design, and function of the QR codes you need, you can eliminate check-in chaos and make networking a breeze.