The ultimate guide to QR codes for events

Many of us thought the era of the small, scannable QR code would pass by as quickly as it arrived.

Well, not so fast: Between the smartphones in every pocket and the pandemic reducing physical touchpoints, the elegant QR code has become an unexpected star of the event check-in process. What a comeback!

First devised in 1994 by famed inventor Masahiro Hara, the QR code has undergone a surprising journey - only now fulfilling its true raison d'être.

Here’s how your team can set up unique QR codes to simplify and streamline the contactless check-in process, reduce wait times, and improve your guests’ event experience.

What is a QR code?

QR codes are two-dimensional barcodes - much like the ones you find in the supermarket, but with more complex data.

QR stands for Quick Response, describing how the code provides instant access to information (i.e., code value).

In other words, a QR code is an encoded unit of data translated into an image. QR code data can be alphanumeric, numeric, binary, or Kanji (the Chinese symbol system) in nature. The code’s black and white squares contain unique information, such as a website link or personal contact information.

Guests and event organizers can then use their smartphone camera or a QR code scanning app to scan the codes, instantly sharing or receiving key data.

For event planners, QR codes are a fast and efficient alternative to the traditional check-in process. These small codes open a whole new world of digital interactions between organizers and guests, from the moment they receive an invitation to the second they leave an event. 

Before we dive deeper into how you can use QR codes with zkipster’s event management software, here’s a look at the benefits.

Benefits of using QR codes within zkipster

• Ramp up check-in speed: Speed up check-ins by automating the guest list check.
• Improve hygiene: Replace physical tickets with contactless, touchless check-in and data exchange.
• Increase efficiency: Staff members and event organizers don’t have to look through endless paper guest lists — phew!
• Improve safety: Reduce fraud risks thanks to real-time data checks and full transparency of your event’s attendance status.
• Full flexibility: Control what your QR code contains, from contact info to guest ID.

But exactly how do QR codes help you unlock these benefits?

Let’s look at how these small but mighty codes can be used with zkipster to improve check-in methods - and many other aspects of your event.

QR codes for RSVPs and confirmation emails 

At zkipster, empowering you to manage your event communications digitally is at the heart of what we do. Use our software to create invitations, guest response forms, save the dates, and other event communications (such as emails, SMS, and WhatsApp) in minutes using popular templates or your own designs and custom HTML invites. Our QR code feature lets you enjoy the benefits of this technology across every client touchpoint.

After registering for your event, guests can receive their personal QR codes with their confirmation messages, allowing them to immediately add the codes to their digital wallets (iOS). With zkipster’s intuitive RSVP platform, you can customize the size, position, and functionality of your QR code to suit your brand and event with only a few clicks. 

Customizable, easy-to-track online invites and RSVPs? Check.

Check out our detailed guide to learn more about setting up confirmation emails and SMS.

QR codes for check-in 

Using QR codes for your event’s check-in procedures can feel like a huge relief. 

‍Confirmation emails and mobile device wallets put the codes at your guests’ fingertips, making check-in easier, faster, and safer than ever before. The self-check-in scan function of the zkipster check-in app signs in your guests within a fraction of a second. Scanned = checked in!

We provide two different but equally convenient QR code check-in systems: auto check-in and continuous check-in. Both options automatically check in your guests upon scanning the code - without having to manually press the check-in button on their profile. 

With continuous check-in, it’s possible to switch the zkipster in-app camera to an “always-on” setting so the scanner is in constant use. In effect, the mobile app becomes a QR code reader and check-in kiosk for seamless entry.

Increased efficiency and contactless check-in? Check. 

See our guide to QR code scanning for check-ins.  

QR codes for capacity management and admissions to event sessions 

Although social distancing is no longer a health and safety requirement, tracking the who, when, and where at your events is still critical for success. QR codes give you that peace of mind - in real time. 

With zkipster’s session management feature (available on both the iOS and Android apps), guests can be checked into a session independent of the main event check-in. Customizable guest groups let you manage who’s invited, where, and at what time, while QR codes track attendance and provide real-time visitor management.

Increased safety and visibility? Check.

Learn more about using sessions to engage guests and manage check-ins.   

QR codes for vCards 

These small, abstract images unleash their full potential when used as fast, interactive tools for enhancing your guests’ networking activities. Did you know QR codes can also store your guests’ contact information, serving double duty as shareable vCards (digital business cards)? 

They can trigger anything from contact info downloads to direct links to LinkedIn and other professional profiles.

Real added value for guests? Check.

Read our guide to learn how you can start using QR codes as vCards.

QR codes on printed name badges 

zkipster provides you with a quick and easy tool to embed QR codes on printed name badges issued at your event’s entrance. 

Customize your badges by choosing from a variety of templates, seamlessly embedding the QR code within the badge design of your choice. If you choose to use the code for check-in, zkipster lets you choose between two types of check-in ID: the zkipster ID and the custom ID.

The zkipster ID is an auto-generated code from the zkipster system that uniquely identifies every guest when the code is scanned. By contrast, the custom ID lets you add custom code values after uploading and defining them in zkipster. No matter how you check in your guests, zkipster has you covered.

Enhanced guest identification? Check.

Find out more about adding QR codes to printed name badges.

Quick-fire QR code Q&A 

Do QR codes ever expire? 

Yes and no. It depends on the type of QR code: static or dynamic. The destination URL of a static code is fixed and cannot be changed once created, but with dynamic codes, you have the flexibility to change the linked URL even after printing or distributing the code. This means that the information contained within the code can change without the code itself needing to change.

zkipster QR codes never expire while an event is active. You can also ascertain if a guest has already been checked in if their QR code is scanned a second time, which provides an extra layer of security. Codes generated by zkipster’s QR code generator can be used in invitations, confirmations, and session and event check-ins, and they will always be the same but unique to each guest.

Can QR codes be tracked and analyzed? 

Yes, but this only applies to dynamic QR codes. Dynamic QR codes can be tracked and analyzed to gauge the performance of a campaign, assess the number of scans, locations, and devices used, or for purposes of targeting and rebranding.

What was the original purpose of QR codes? 

QR codes were created by the Japanese company Denso Wave to keep track of vehicles during the manufacturing process: they enabled components to be scanned at high speed.

What do the squares mean? 

The three big squares in the corners (bottom left, top left, and top right) tell the scanner or camera where and how to look at the pattern. They contain the so-called finder pattern and a smaller square corner that contains the alignment pattern. Together, they allow the reader to understand the pattern even when scanning from different angles. Clever, right?

Are QR code patterns the same for identical data? 

Not really. Even if the data stored on the scan is identical, the pattern can be quite different as there are diverse engines that calculate the pattern in different ways. While the image can differ, all QR codes follow a globally standardized system that is updated every few years by Denso Wave.

QR codes are not a thing of the past — they’re helping make the contactless check-in process easier than ever before. Set up QR codes for check-in with the zkipster app and you can avoid long queues, manage event session capacity, enable a hassle-free check-in experience, and create the ultimate guest experience.

Event attendee check-in made seamless? Check.

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Header image by Toa Heftiba via Unsplash.