The field guide / Events
QR codes for events, from the first invite to the final session
The room changes. A speaker runs late. The printed program is already on its way. Give attendees one place to find the current details, with a QR code that can stay on every invitation and sign.
Build your planA practical guide, with ideas to adapt to your own business.
ASTER & SAGE PRESENTS
Good coffee.
Great company.
One night.
FRI16
OCT
YOU’RE INVITED
Latte art after dark
Meet the makers. Learn the pour.
Find your people over a cup.
Three places to start
Invitation
See the date, venue and registration link before committing.
Welcome sign
Find the current event details on arrival.
Program
Open session resources from a clearly labeled link.
Start with the attendee’s next question
Before someone registers, they need a reason to attend, a date and a location. At the venue, they may need directions or a revised schedule. Build the destination around that moment instead of sending every scan to a busy corporate homepage.
Use an Event page for the essentials. For a multi-track conference, a List of links page can point to your schedule, venue map and session resources. Keep registration in your existing ticketing service and add a clearly named link to it.
Decide what should survive a last-minute change
A dynamic code lets you revise the destination or hosted content while the printed symbol remains the same. Assign an event owner to make updates, and have a second person scan the printed code after each change. Editing the QR’s visual design does not alter copies you have already printed.
Keep codes for different jobs separate: an invitation can lead to event information while an exit sign asks for feedback. That keeps the request clear and makes scan activity easier to interpret.
Give your signs a rehearsal
Test where the sign will actually stand. Entrance glare, a crowded foyer and poor mobile reception can all change the experience. Ask a colleague unfamiliar with the event to scan it and find the start time without help.
Keep a printed fallback for essential arrival information. After the event, decide whether the destination should remain an archive or point to recordings; do not silently reuse last year’s code for an unrelated event.
Questions worth settling first
Can the QR code check attendees in?
These pages share event information and can link to registration. They do not validate tickets or mark an attendee as checked in. Use your ticketing provider for those tasks.
Do scans tell me how many people attended?
No. Someone can scan more than once or scan without attending. Use scan activity to understand engagement and your registration or check-in system to measure attendance.
Put the guide into practice
Start with one useful destination.
Create and customise a static QR code, then sign up or log in to download it for free. Need to edit after printing? Explore dynamic codes with a seven-day Business trial, no card required. An active plan is needed to keep dynamic codes running after the trial and grace period.