This guide will give you insights and practical steps on how to set up, use, and troubleshoot QR codes for your events.
Why QR Codes Make Event Entry So Much Easier
Picture a long line of attendees fumbling through their bags for a crumpled ticket and waiting for staff to sort through a guest list; it’s a nightmare. Think of QR codes as the digital upgrade to clunky paper tickets. Attendees simply flash a QR code on their phone. A quick scan confirms their entry, keeps the line moving, and makes your team look polished and professional. This creates a smoother guest experience everywhere from music festivals and fairs to museums, and zoos.
Pro tip: QR codes can also be an effective way to promote your event. Put your event's QR code on brochures, flyers, handouts, and even digital displays.
How to Create a QR Code for Your Event
If you’re stressed, you can relax knowing that you don’t usually have to create a QR code from scratch. Some ticketing platforms, such as TicketSpice, automatically generate a unique QR code for each attendee. If you’re DIY-ing it, though, here’s what you need to know.
Built-In QR Codes via Your Ticketing Platform
If you’re using TicketSpice, every ticket automatically comes with a scannable QR code. All you need to do is customize your email confirmation, and your guests will have everything they need at their fingertips.
Making One Yourself (If You Have To)
If your platform doesn’t provide QR codes, you can use free tools like QR Code Generator or Canva to create a basic code. Always test it before sharing, and avoid adding personal or sensitive data directly into the QR.
How to Use QR Codes at the Event
While QR codes can be great for teaching people about your event, the real magic of QR codes happens on event day.
Print or Email the QR Code to Guests
Make sure attendees have easy access to their QR codes. You can attach them to confirmation emails, include them in text reminders, or, if you must, print them on physical tickets. The goal is for guests to have their codes ready without needing to dig into their inbox at the last minute.
Scan with a Phone or a Dedicated App
You can scan QR codes with your phone’s camera, or, with dedicated tools like TicketSpice, there’s a scanning app that makes the process faster and more secure. With TicketSpice, scans even work offline, which is especially helpful at concerts, fairs, or outdoor events where service may be spotty.
QR Code Design Tips (So They Actually Work)
Here are some ways you can avoid scanning issues:
➡️ Keep the design simple and avoid over-stylized code.
➡️ Use high contrast, such as black on white, so the code is easy to read.
➡️ Make the code large enough that it can be scanned quickly.
➡️ Avoid printing on glossy surfaces that reflect light.
What to Do If a Code Doesn’t Scan
Scanning issues happen: low lighting, cracked phone screens, or smudged printouts are common causes. With this in mind, always have a backup option, such as looking up the attendee by name or order number in your ticketing platform.
Can QR Codes Track Attendance?
Yes, and this is one of their biggest benefits. With a concert ticket QR code or a museum entry QR code, for example, you can see exactly who attended, when they arrived, and which entry point they used. This data helps you follow up after the event, reward loyal attendees, and improve planning for future events.
Final Tips for a Smooth Event Check-In
Here are a few final ways to make check-in easy for everyone:
➡️ Do a test run before doors open.
➡️ Train your staff or volunteers on the scanning process.
➡️ Keep backup options (like name search) ready.
➡️ Encourage attendees to have their QR codes ready before they reach the front of the line.
FAQ
Do QR codes work offline?
Yes. With the TicketSpice app, QR codes can be scanned even without WiFi or cell service.
Are QR codes secure?
Each code is unique, making it nearly impossible to forge or duplicate. TicketSpice also blocks duplicate scans, so screenshots will not get past your team.
Can QR codes be used for more than check-in?
Absolutely. With features like Mobile PayPass, QR codes can also be linked to cashless payments at concessions, food vendors, and merch tables.
Ready to upgrade your event check-in with QR codes? You can get started with TicketSpice today, or reach out to our support team with questions.
We’re here to help you have the best event ever!
— The TicketSpice Team
