QR Codes for Events: RSVP, Schedules, Tickets, and Check-In

QR codes work better at events than almost any other context. People are standing somewhere with their phone already in their hand, looking for information. A QR code on a table tent, a printed invitation, or a venue sign gives them what they need in one scan — no app, no typing, no asking a volunteer.

Here are the main use cases and how to set each one up.

RSVP forms

Encoding an RSVP form URL into a QR code on a printed invitation is one of the clearest wins in event planning. Instead of asking guests to type a URL, visit a website, or mail back a card, they scan and fill in a form in 90 seconds.

Any form tool works — Google Forms, Typeform, Tally, Airtable Forms. Get the form's shareable link and encode it. Make sure the form is mobile-optimised before printing (most modern form tools are by default).

For weddings: include the QR on the RSVP card inside the invitation. For conferences: put it on the save-the-date email and the event page.

Event schedule and programme

A QR code linking to an online schedule solves the problem that printed programmes go stale. Speaker drops out? Session time changes? You update the web page. Every attendee who scans gets the current version.

Host the schedule on a Google Doc, Notion page, or a simple webpage. If it's a multi-day conference, a page that lets attendees add sessions to their calendar (an ICS file or Google Calendar link) is worth the extra setup.

Print the QR on:

• Table cards and seat cards
• The welcome sign at registration
• Lanyards or badge inserts
• The back of the printed programme (with a note that the online version is up to date)

Digital tickets and check-in

If you're running ticketed events without a dedicated ticketing platform, QR codes can still work for check-in. Sell tickets via a form or payment link, then send each buyer a unique confirmation URL. They show the QR (you can encode the URL or the booking reference) at the door.

For small events (under 200 people), a simple Google Sheet cross-referenced by name or reference number works without any additional software. For larger events, Eventbrite, Luma, and similar platforms generate QR tickets natively.

Vendor and sponsor information

At markets, fairs, and expos: vendors can put a QR on their table that links to their website, order form, or social profile. Visitors scan rather than fumbling for a business card they'll lose. This is also a good pattern for wedding vendors at styled shoots and bridal fairs.

Feedback and post-event surveys

A QR code on a feedback card or a sign near the exit encodes your post-event survey. Google Forms, Typeform, or a simple one-question survey link all work. People are more likely to fill out a survey immediately after an event than after they've left and forgotten the experience.

Practical tips

• Test before printing. Scan the QR from a printed test sheet, not from a screen. Different surfaces and paper finishes (gloss vs matte) affect scan reliability.
• Size at minimum 25mm. Event QR codes are often scanned at arms' length — size up from the absolute minimum. See the size guide.
• Label every QR. “Scan to RSVP”, “Scan for today's schedule”, “Scan to check in.” People scan things they understand.
• Use a stable URL. If the page moves between print runs, your QR becomes a dead link. Host the destination on something you control.
• Brand it. A QR in your event's accent color with your logo looks like part of the design, not an afterthought.

See also

• QR codes on flyers — sizing and placement
• QR code sizes for print
• QR codes on business cards