GUIDE: How To Create QR Code for Event Registration

The big event you’ve been planning for is happening. Registered participants are starting to come in when your receptionist suddenly experiences a glitch in her records. The line starts to form and you fear that participants might get impatient. Event planners, you can avoid this potential problem because we will teach you how to create QR code for event registration. 

What is a QR Code

A QR code (Quick Response code) is a type of two-dimensional barcode that stores information in a matrix of black squares and white spaces. People use it as a quick way to direct people to a site or page with just a small square image. 

You might be familiar with the concept of scanning QR codes because of barcodes that have been present for a longer time. The difference between a QR Code and a barcode is that QR codes can store more information because it can store data horizontally and vertically.

QR codes work by encoding data into a square grid of black and white squares. When scanned by a smartphone or QR code reader, the encoded data is decoded and presented to the user. The data can range from URLs, contact information, event details, or any text. 

When events use QR codes for event registration, they can experience more convenience and efficiency. Instead of sending a registration form URL, event planners can simply create registration QR codes. 

Attendees can quickly register by scanning the QR code, reducing the time and effort required compared to manual entry.  Aside from this, using QR codes for events is also professional for your branding.

Types of QR Codes

There are two types of QR codes that you have to be aware of – static and dynamic. 

What are Static QR Codes

Static QR codes are fixed codes that, once generated, cannot be altered. They encode specific information, such as a URL, text, or contact details, directly into the QR code itself. Static QR codes are ideal for small-scale events or for distributing unchanging information, such as a fixed URL or contact details.

What are Dynamic QR Codes

Dynamic QR codes offer greater flexibility than their static counterparts. These codes allow the information they point to (such as URLs or event details) to be updated even after the QR code has been created and distributed. This makes dynamic QR codes an excellent choice for event registration, where details might change as the event approaches. 

Additionally, dynamic QR codes provide valuable data analytics, such as tracking how many people scanned the code, which devices were used, and other insights that can help improve future events.

Prerequisites of a QR Code

To successfully implement a QR code for event registration, there are several key prerequisites you must prepare. These elements ensure that the QR code for registration functions properly, seamlessly integrates with your event management system, and provides a smooth experience for your attendees. These are the following things to note: 

Event registration platform 

When you are sending a QR code registration form to a potential attendee, you must be prepared to have your event registration platform installed and ready to accept registrations. Choose a platform like Event Espresso that offers QR code integration and allows for customization of the registration form online to meet your event’s specific needs. 

Event landing page

Your event landing page is the first thing potential attendees will see when they scan your QR code and visit the linked site. Optimize your event registration page in a way that communicates the value your event will bring to potential attendees. 

Hook their attention, address their doubts, and have a clear call to action on your landing page. Don’t forget to include the basic details like your event date, time, and location. 

Aside from getting your attendees’ information, you can also integrate your payment collection method on your event registration page.

Device for testing

Before distributing and promoting your QR codes, conduct a thorough test run on various devices. Ensure that the QR code is scannable and that it directs users to the correct event landing page. Test it on multiple smartphones, tablets, and even QR code scanning apps to guarantee broad compatibility. This step is important to prevent any issues that might arise for your attendees when they attempt to use the QR code. 

Distribution Plan

Determine the channels you will be using to distribute your QR codes. Will it be on social media, to your email list, or printed on your physical stores? Additionally, consider placing the QR code on your website and in physical locations where your target audience is likely to see it. The goal is to make the QR code easily accessible to potential attendees, encouraging them to register quickly and efficiently.

Guide on How To Create QR Code for Event Registration

To generate a QR code, you need to purchase the Printable Tickets add-on of Event Espresso. 

Event Espresso is a WordPress plug-in that enables you to accept event registrations and accept payments for your event on your WordPress site. 

Once you have installed your Event Espresso plugin and have logged in, you can add your purchased Printable Tickets add-on. This add-on includes functionality to include both Barcodes and QR Codes on your tickets. Using digital or electronic tickets, or paper tickets, makes your check-in and attendance tracking process fast and more professional. 

To install, download the latest version of the EE4 Printable Tickets add-on from your Event Espresso account.

Then login to your WordPress dashboard (WP-admin) and go to Plugins. Next, click on Add New –> Upload and browse to the plugin on your computer. Then select the zip file and begin the upload process. Wait for the plugin to upload and then click on Activate.

Go to your WP-admin (WP Dashboard). Then locate Event Espresso in the WP admin menus and click on Messages. You’ll now be viewing the Messages overview screen. Look for the Ticket message type in the list. If you do not see it, then you may need to paginate (browse to the next page) to see it.

Then click on the Registrant link for the Ticket message type and this will take you to the messages template editor which can be used for editing your ticket design. Once you are finished making changes, be sure to save changes by clicking on the save button

The next step is to notify your registered attendees with their event QR codes through the ticket message type. After registration, this email notification goes out and it includes a link that has access to available tickets whether that is one ticket or several tickets.

It can also be edited through the Messages editor. From your WP dashboard go to Event Espresso –> Messages. Then look for the Ticket Notice message type and click on Registrant.

Be sure to inform your attendees to save a picture of their ticket which contains the generated QR code to bring to the event. 

Troubleshooting

What do I do if the QR code isn’t working?

If the QR code on your event tickets isn’t working, there are a few steps you can take to troubleshoot the issue. First, ensure the QR code is clearly printed or displayed without any distortion. 

Additionally, test the QR code with multiple devices to confirm if the issue is isolated to a particular device or scanner. If problems persist, check if the URL embedded in the QR code is correct and active. If necessary, regenerate the QR code through Event Espresso and reissue the tickets.

Event Espresso also has a very hands-on customer service you can contact for any questions not covered in the documentation site. 

The plug-in won’t activate. 

Are you running a current version of Event Espresso 4? This add-on needs at least version 4.6 to activate

How do I handle registration errors?

Ensure that all required fields are correctly configured and that your payment gateways are properly integrated. If an attendee encounters an error during registration, promptly review their registration form submission to identify any potential issues. Providing a dedicated support channel, such as an email address or phone number, for attendees to reach out with issues can also help resolve errors quickly.

What devices work in scanning the QR code?

An Android phone, Android tablet, iPhone, or iPad can be used for check-in. The check-in processes communicate with your WordPress website in real-time, so an active internet connection is required.

Tips for Creating Effective QR Codes for Events

Edit your Layout

Place the QR code in a prominent location on your event materials, such as tickets, flyers, or digital invitations, where it’s easily noticeable. Make sure there’s sufficient contrast between the QR code and its background to avoid scanning issues. 

Event Espresso allows you to customize your tickets with the event information you want displayed on the ticket. 

Set Clear Instructions

Even though QR codes are widely used, not all attendees may be familiar with how to use them. Providing clear instructions on how to scan the QR code is essential. Include a brief description near the QR code, such as “Scan this QR code with your smartphone to register for the event.”

Conduct Testing and Trials

Allot time to test your QR codes for your event and troubleshoot in case any technical issues arise. We recommend at least testing it 2 weeks before you plan to distribute your QR codes. Test the QR code on different devices, such as various smartphone models and tablets, to check for any compatibility issues. It’s also important to test the code under different lighting conditions and at various angles to make sure it’s easily scannable in real-world situations. 

Comparing QR Codes Event Registration Platform

Event Espresso

Event Espresso is a WordPress plugin that offers an all-in-one solution for event registration, making it the best choice for creating and managing QR codes for event check-ins. Unlike other platforms, Event Espresso allows you to generate custom QR codes that are directly linked to individual registrations, ensuring a seamless check-in process. What sets Event Espresso apart is its deep integration with your event’s backend system. 

Eventbrite

While Eventbrite is a comprehensive tool with a strong brand presence, its features can be somewhat rigid and may not cater to the unique needs of all event organizers. While Eventbrite also supports QR code check-ins, it lacks the level of customization and control offered by Event Espresso. 

Eventbrite’s pricing structure, which includes fees for ticket sales, might also be a drawback for smaller events or those with tight budgets. 

QR Code Generator

QR Code Generator is a straightforward tool for creating QR codes, but it’s not specifically designed for event registration. While it allows users to generate QR codes linked to URLs, contact details, or plain text, it doesn’t offer the customization features found in Event Espresso

Scanova

Scanova is a QR code creation tool that offers advanced design options and analytics but is primarily focused on the visual aspect of QR codes rather than event management. While it provides customizable QR codes that can be linked to various types of content, Scanova doesn’t offer the same level of integration with event registration platforms as Event Espresso. 

Bitly

You have probably used a link shortener using Bitly. They also have a QR code generator as an add-on feature. Bitly works for those who want a simple QR code but it does not integrate in your event app. If you decide to purchase the services of Bitly, you will still need event management software and consider the additional per-ticket fees associated with using the platform. 

FAQs on How To Create a Registration QR Code

How can I track registrations from a QR Code?

You can track the registration on your Event Espresso dashboard in real time

Do I need the internet to access the QR Code?

Yes, you generally need an internet connection to scan QR codes and access registration details in Event Espresso. The app connects to the event database in real-time to update attendee statuses and track attendance. 

Can QR Codes be accessed on the screen or the paper?

Yes, QR codes can be accessed on both screen and paper. 

Case Study of an Event Using QR Code for Event Registration

A non-profit organization planned a women’s leadership conference to bring together over 400 professionals, entrepreneurs, and community leaders. The event aimed to provide networking opportunities, workshops, and keynote speeches focused on empowering women in various fields.

The organization decided to use Event Espresso as their event management platform. Event Espresso provided a comprehensive solution that included online registration, payment processing, and most importantly, the ability to generate QR codes for each attendee.

With Event Espresso, they were able to:

• Create an event registration website and customize their registration form
• Send out QR codes as printable or downloadable tickets to registered attendees
• Event organizers are able to quickly check-in attendees by simply scanning their event QR codes
• Event data can be transferred into their own server and use for further analysis

QR Code Best Practices

Choose an optimal size 

Ensure QR codes are printed at a size that is easily scannable. The general recommendation is that the QR code should be at least 1 x 1 inch (2.5 x 2.5 cm) when printed on physical materials. For larger signage, the code should be proportionally larger to ensure it’s easy to scan from a distance.

Test before distributing

est the QR code on multiple devices (iOS, Android, different QR scanners) to ensure it works seamlessly for all users. This helps avoid any last-minute issues and ensures a smooth registration process.

Provide Clear Instructions

Provide clear instructions near the QR code, explaining what attendees should expect after scanning it (e.g., “Scan to Register for the Event”). This clarity encourages more people to engage with the code. You can also add a compelling call to action (CTA) near the QR code to entice users to scan it. For example, “Scan Here to Skip the Line and Register Now!” makes the purpose of the code clear and attractive.

Be consistent in promoting across channels

Consistently promote the QR code across all event-related communications, including brochures, banners, social media, and email newsletters. This ensures maximum exposure and convenience for potential attendees.

Consider its placement

Position your QR level in eye-level areas to make it easy for visitors to scan the QR code. Additionally, you can pllace QR codes in high-traffic areas where attendees are likely to see them, such as entrances, registration desks, and common areas. This increases the likelihood of engagement.

Create a QR Code Registration System for your Event Now

Get an event QR code for registration for all your events. With Event Espresso you can customize your registration forms, create an event QR code, collect secure payments, and optimize your event landing page for search engines.

Unlike other ticket registration platforms, you don’t have to worry about paying for additional per-ticket commission fees. Event planners have been using Event Espresso for thousands of events. If your website is not hosted on WordPress, you can use Event Smart. It is a hosted version where you don’t need to build a website from scratch.

Check out our live demo or start our 14-day free trial now.