Earlier this week, we discussed the basics of QR codes at events. (If you haven’t had a chance to read it yet, you can find it here.) Like any new technology, the successful use of QR codes relies on a few basic do’s and dont’s. To make sure that QR codes genuinely amplify your guest’s experience – and streamline that of your event managers to boot – we’ve compiled the most pertinent points to bear in mind:


Don’t use QR codes just because everyone else is

Before investing time and money into this event add-on, make sure you know how they’ll add to your guests’ experience. In the same vein, be clear on what you want them to achieve. Then ensure that your objectives can be met via QR codes. For example, if you want to drive guests to visit your showroom after the event, a QR code with a discount or exclusive test-drive is a great incentive. But if you’re holding a bespoke corporate bush retreat where frazzled CEOs can disconnect, there’s little point in including QR codes in their welcome pack if they’re in the middle of nowhere.

Do link to a mobile-optimised site

QR codes are designed for smartphone use, so if you’re using a QR code to direct your guests to a website, it’s imperative that it’s mobile friendly. Directing attendees to a website that’s unresponsive and difficult to navigate via a mobile phone defeats the entire point of using QR codes: to elevate your guests’ experience.

Don’t assume guests will know what to do with their QR codes

While some of your guests will be familiar with the square-shaped barcode, many will not. As I like to say to my staff, “Assume nothing” – this applies to the use of QR codes at events too. A clear, compelling call to action is crucial here. This could be “Scan to gain entry to the event”, “Scan to access your event press pack”, or “Scan to unlock your unique discount code”. Whatever it is that lies behind the QR code, be unequivocally clear about it.

Don’t leave the venue’s wifi availability up to chance

Wifi connections usually come standard with corporate event venues, but as mentioned in the previous paragraph, presuming that there’s a robust network available is asking for trouble. Make sure that there’s enough bandwidth to handle the spike in wifi connections, that the network is secure, and lastly, that guests can connect easily.

Do test your QR codes beforehand

Just like you’d proofread and check your creative before sending it out to your entire guest list, check to see whether your QR codes are working as intended. Test scan them from a variety of smartphones too to ensure that any bugs are fixed before any invitations or event content goes live.

Don’t forgo event analytics

Besides bolstering the entire event experience, QR codes are also a simple, but powerful means to determine how guests interact with your event. By linking your event QR codes to the event’s website or a landing page, you’ll be able you to track how many people are actually using their QR codes, how many are perusing your site as a result, the times this traffic peaks and more.

Our Quantum QR code Software and scanning App enables event companies to orchestrate discreet and secure registration. Find out more here.


QR codes are everywhere: on the back of your favourite soft drink, at the till point of your favourite coffee shop and – here’s where you need to pay attention – on the invitations to some of the world’s most prominent events.

Despite their ubiquity, QR codes are one event technology shrouded in mystery: what are they exactly? And are they really that useful for me, and my guests? We’ll answer these two questions and explain why this simple addition to your event content can add an element of exclusivity and increase engagement – two crucial qualities of a successful event.

QR, short for “Quick Response” codes are unique, smartphone-readable codes that comprise of black and white squares. Defined by Marketing Profs as “the real-world equivalent of a clickable link”, QR codes connect the user to a piece of exclusive content, like access to an exclusive event area, a discount on a purchase or as an incentive to share their experience via social media. This all thanks to the computing power of a smartphone.

This seemingly simple technology can be used throughout your event to give your guests a more engaging and immersive experience, by way of providing them with an array of content that’s super easy to access.

QR codes can be used at events in the following ways:

On your invitations or save the dates
Think of a QR code as a first class boarding pass, if you will. A QR code on your digital invitations serves as a ‘digital gatekeeper’ of sorts, denoting an air of anticipation. Once scanned, guests can be directed to a bespoke event website, access related multimedia and pre-register for the event. More.

At the event registration or guest check-in:
Arguably one of the biggest benefits of replacing manual guest list management with QR codes is that it speeds up and streamlines a traditionally arduous process. What’s more, because each guest has a unique QR code, security breaches are mitigated (read our past blog for more on how QR codes can increase security at your event.) What’s more, event staff are immediately notified of each guest’s particulars, eradicating the chance of VIPs being passed over, or a special needs guest having to wait in line longer than necessary.

At the event:
Use QR codes in place of a press kit or event pack. Instead of having to lug reams of notes around them, guests can access all event-related information instantly using the device in the palm of their hand. To add increased value to your attendees, use QR codes at various event touch points, like information booths or while waiting for the lunch buffet, to provide them with product discounts and special offers.

After the event:
Make your event linger long after the last guest has left the venue by sending guests a post-event QR code to access key takeaways, limited offers and more. Make sure to direct guests to a post-event survey too: this is an opportune time to gather additional information about their experience at your event, brand sentiment and more.

Are you as excited about QR codes as we are? Check back in later this week to learn about the do’s and don’ts of using QR codes at corporate events.

Our Quantum QR code Software and scanning App enables event companies to orchestrate discreet and secure registration. Find out more here.


Quick Response (QR) codes have boomed in the last decade. Although the technology was invented back in 1994 to keep track of car parts during the manufacture of vehicles in Japan, QR codes have had to bide their time before really taking off outside the car industry. The current climate of smartphones, apps and a hunger for automation has created the perfect environment for QR codes to flourish in. The events industry is a perfect example of where QR codes can be used to create the smoother running of events that give attendees a more personalised experience.

QR codes can perform a wide variety of functions – from displaying text to visiting a webpage

Next time you’re perusing the aisles of your local supermarket or walking down the street, look out for QR codes. It’s very likely that they’ll feature on a product item or poster advertising a concert. The idea behind them is simple: a two-dimensional barcode embedded with “instructions” is scanned by a reader – usually a QR reader app that uses your smartphone‘s camera. The instructions can be anything from “take me to this website or YourTube video”, “store this contact” or “send a text message to this person”. The beauty of the QR code is its rapidity and convenience. Rather than a concert organiser printing the words “visit our website to see what the band has been up to” and you having to type the URL into your browser, the QR code takes you straight there. The QR Code Generator website gives you an idea of the kinds of functions a QR code can perform.

QR codes improve the experience of your event for both the guest and the event planner

In the context of event planning, your guests are the ones who present the QR code to you, the event planner. Embedded in their QR code is anything you need to know about a particular guest. No longer will you need to rifle through reams of paper trying to find your guest’s name and information, as the queue grows longer and longer. You simply scan your guest’s QR code – provided to them in their invitation – and you’ll be able to find out who they are, where they’re sitting, their food preferences and other information that’s been collecting using Event Management Software. Armed with this information at your fingertips, you’ll be able to treat your guests with just the right amount of familiarity: making each one of them feel like a VIP.

Streamline the security and access at your event with the help of QR codes

As mentioned above, QR codes make managing the entry and access process of your event a thousand times more convenient. As each guest is given a unique QR code with their invitation, you don’t have to worry about verifying guest identity, which will cut down on the size of the security crew you need to hire. Perhaps you have a specialised VIP or parking area that you want to control access to? If your event has multiple areas that only select guests can enter, a QR code will save you having to keep track of who is allowed entry where. Simply position a host with a QR reader at the entrance of each area – just make sure there’s WiFi at your event or you won’t be able to scan the QR code.

The first thing your guest sees of your event is at the door – make sure they’re not waiting in line for more than a minute

QR codes will also help minimise queue times, especially if there are more than fifty guests at your event – or they end up arriving all at once. You’ll be using your smartphone or iPad as the QR reader, so you can walk down the line scanning invitations and speed up the entry process. The first impressions of your event count for a lot: if guests don’t waste a minute getting into the venue, it’ll leave a lasting positive impression.

Our RSVP Event Management Software brings the offline experience together with the digital one

RSVP’s Event Management Software makes use of QR codes in our RSVP process. Our software lets you pool all the information you need and want to know about your guests, letting you plan an event which resonates with and delights them. Everything from their travel details to the event, where they’re staying and events they’ve attended in the past can be gathered, stored and programmed into individual QR codes. If you’d like to experience how to make use of QR codes at your next event, contact us for a free demonstration of our Event Management Software.

Image Credit: blogs-images.forbes.com


Human hands holding mobile phone

An influx of innovative technology is increasingly influencing the South African event landscape. More than ever before, brands are able to equip themselves with sophisticated event planning and management tools in order to make the best impression possible on their guests.

One of the most powerful tools that’s doing just this is QR code software. QR codes bridge the divide between a physical event and the digital sphere. The use of QR codes is increasing exponentially, thanks to their ability to swiftly register and check guests in, as well as their function as a data gathering tool.

Brands who’re using QR code software at their events are successfully showcasing themselves in the best light possible.

No one likes to stand in a queue. If a long line that snakes out of the door and spills onto the steps of your venue is the first thing a guest sees, you’ve already conveyed a negative message about your brand. Registration and check-in processes are a guest’s first physical interaction with your event, which means that ensuring that this is a pleasant experience is pivotal. QR code software speeds up this process, and positions your brand as one that’s tech-savvy – and therefore, a brand that people want to engage with.

The benefits of using QR code software are both tangible and emotive.

While QR code software enables your event planners to streamline the management of your event, they also evoke a positive sentiment in the user. Possessing a unique QR code conveys a sense of exclusivity to your guests – an emotion that’s incredibly powerful in them forming an emotional bond – and hopefully attachment – to your brand.

QR code software is predominantly used for secure access control.

VIP events require heightened security – and without the use of QR code software – access to your event is at the mercy of human error. From the time a guest enters the conference room, to the number of times they exit and enter the main venue, a QR code allows you to track the movements of your guests.

A large conference with hundreds of delegates often consists of various sessions that involve select attendees. Thanks to QR code software, there’s no talking your way into a venue or break-away session. If a guest’s QR code doesn’t permit them access, they won’t be able to enter the designated area.

Most importantly, QR codes are a powerful source of real time intelligence about your event.

When used in conjunction with a sophisticated event management system, QR code software enables brands to obtain invaluable insight into their guests’ behaviour – information which they would otherwise not have access to. I’ve spoken before about the absolute necessity of having as much information about your guests as possible. This is so important for the sole reason that you’re able to create events that resonate with your particular target market.

Don’t let this crucial data go to waste.

Image credit – Ezleads4u