The Complete Guide to Using QR Codes at Events and Conferences

Events are one of the highest-density QR code environments in existence. The organisers who do it right deploy dedicated codes across registration, sessions, and badges, ending up with clear data on attendee engagement across every touchpoint.

This guide is a complete playbook to help you prioritize the highest-value deployments for your event.

Before the event: save-the-date and calendar QR codes

The first QR code that should go out is on your event invitation or save-the-date communication. An Event QR code encodes an .ics calendar file: when scanned, the attendee's phone prompts them to save the event directly to their calendar (iOS Calendar, Google Calendar, or Outlook) with the title, date, time, location, and description pre-filled.

This single step reduces no-shows meaningfully. Attendees who save an event to their calendar are far more likely to attend.

Include the .ics QR code on:

• Email invitation (as an image)
• Printed postal invitations
• Social media graphics ("Save to calendar: [QR code]")
• Event website footer

At registration: WiFi and programme access

Registration is the highest-traffic touchpoint of any event. Two QR codes belong here without exception:

WiFi QR code

Print a WiFi QR code poster at the registration desk. Attendees scan and connect to the event WiFi instantly: no password to distribute, no staff time spent answering WiFi questions.

Digital programme QR code

Link a URL QR code to your live programme page or schedule app. If a session is moved, cancelled, or modified, you update the destination URL and every printed QR code immediately reflects the change with zero reprinting.

Session and programme QR codes

Create a unique QR code per session room. Place it on the room door, on the session description in the programme, and on the screen during the intro slide. Each code can link to:

• The session description and speaker bio
• Slides or resources shared by the speaker
• A live Q&A submission form
• The feedback form for that specific session

Using separate codes per session lets you measure session-level engagement: which sessions get the most resource downloads and which Q&A forms get the most submissions.

Sponsor activations

Sponsors pay for visibility: QR codes make that visibility measurable. Create a unique QR code for each sponsor's stand, badge lanyard insert, or brochure. The analytics show how many attendees scanned each sponsor's code.

Sponsors can use their QR code to link to exclusive content, discount codes, product demos, or lead capture forms. Business plan users can add retargeting pixels so attendees who scan a sponsor's code are added to the sponsor's remarketing audience.

Networking and badges

Event badges are high-value QR code placements. Print a vCard QR code on every badge lanyard insert. Attendees who want to connect scan each other's badges: no business card exchange required, no typo risk, no lost cards.

Feedback collection

Post-event feedback collection often suffers from weak response rates when sent days later. A QR code on the exit from each session, or on the back of the badge, captures feedback in the moment.

Use a Feedback QR code for quick 1 to 5 star ratings with an optional comment, or a Lead Capture Form when you need structured questions. Place feedback codes:

• On session room exits (scan as you leave)
• On the back of the badge (scan at any point)
• At the event exit alongside a thank-you display
• On conference materials bags

Post-event analytics

The analytics from your event QR codes tell a story that no other data source can: which sessions, stands, and resources had the highest engagement; when engagement peaked during the day; and which attendee segments were most active.

Group all your event QR codes in a single ScanOrbit folder named after the event. After the event, review the analytics dashboard and extract the key metrics for your post-event report. See the analytics guide for a breakdown of every metric available.

For a deeper look at the event use case including sponsor measurement frameworks and WiFi QR deployment strategy, read the events and conferences use case guide.