QR Code for Event Registration: Complete Checklist

For event registration, a QR code should open one stable sign-up page that works on a phone without logging in, sit on your printed material at a size people can scan from where they stand, and carry a short label saying what happens after scanning. Below is the checklist I go through for workshops, community events, conferences and school open days, split into before, during and after the event.

Before you make the code

Choose the destination carefully

The most common mistake is pointing the code at the wrong link: an admin view, an editing link, a draft, or a page that only works when you are signed in. Open your registration link on your phone in a private browser window. If it asks for a login you did not expect, fix the form's sharing settings first.

Think about what the page will show after registration closes. Posters stay on notice boards long after the deadline. A good approach is to point the code to a page on your own site, such as yoursite.com/register, which shows the form while it is open and a short "registration has closed" message afterwards. That way the code never leads to a dead end.

Keep the link short

Registration platforms often produce long links full of identifiers. A long link makes a dense code that needs more print space. If the platform offers a short link, use it; otherwise use a short page on your own site.

Decide whether you need one code or several

One code is simpler. Several codes, each pointing to a slightly different link, let you see which channel works: posters, flyers, social posts or partner newsletters. Many form tools accept a pre-filled answer or a source parameter in the link, so check what yours supports. If you use separate codes, name the image files clearly so the poster code does not end up on the flyer.

Making the code

Open the QR Code Generator and choose the URL type.
Paste the tested registration link.
Keep dark modules on a light background. Event branding often uses bold colours, so put the code on a white panel if the design is busy.
Add the event logo only with error correction on H, and keep it small.
Set a larger size and download the PNG.

Sizing for each kind of material

Material	How people scan it	Suggested code width
Flyer or handout	In the hand	3 cm
A4 poster on a notice board	Standing about 1 m away	8–10 cm
A3 or larger poster in a corridor	Walking past, 1–2 m away	15–20 cm
Projected slide	From seats across the room	A large share of the slide height
Check-in desk sign	Standing at the desk	6–10 cm

For slides, the people at the back of the room are the hardest case. Leave the slide up for at least a minute so people have time to get their phones out. The QR code size and error correction guide explains the distance rule behind these figures.

What to print next to the code

A call to action: "Scan to register", "Scan to reserve a free seat", "Scan to check in".
The deadline, if there is one.
Any cost or login requirement, so nobody is surprised after scanning.
A short typed link for anyone who cannot scan.
A contact for questions, such as an email address.

Testing before printing

Print one copy at full size.
Scan it from the real distance with two different phones, an iPhone and an Android if possible.
Complete a full test registration on the phone, including any confirmation email.
Delete or mark the test entry so it does not inflate your numbers.
Look at the form on a small screen: long dropdown lists and tiny text put people off.

On the day: check-in desks

A static QR code at the check-in desk works well for self check-in or late registration: people scan a code that opens a short check-in form. What it does not do is validate individual tickets. Codes that are unique to each attendee and get marked as used when scanned are a feature of ticketing systems, not of a general QR generator. If you need that, use your ticketing platform's own check-in app, and use static codes for everything around it: registration, the programme, feedback and WiFi.

Think about the queue as well. If fifty people arrive in the ten minutes before the start, a single code on one sign becomes a bottleneck as everyone crowds around it. Put two or three identical signs along the table, or one at the end of the queue, so people can scan and fill in the form while they wait.

Practical tips for the desk:

Print the code on a stand-up sign rather than flat on the table, where people lean over each other.
Keep a printed list or a laptop backup in case the venue's signal is weak.
If the venue has guest WiFi, put its code on the same table, clearly labelled and kept separate.
Have one person free to help anyone whose phone will not cooperate, so the queue keeps moving.

After the event

Switch the registration page to a closed message, or point it to your next event.
Ask for feedback while people are still in the room; a QR code on the closing slide tends to collect more responses than an email sent days later. Our guide to QR codes for Google Forms and surveys covers that setup.
Take down posters that are still up, or cover the code with an "event has ended" sticker.
Note what worked: which placements brought sign-ups, which sizes scanned well, and what people asked about at the desk.

FAQ

Can one QR code handle registration for several events?

Yes, if it points to a page listing all your events. That page can change over time while the printed code stays the same.

Can I use a QR code as an attendee's ticket?

A static code from a general generator does not know whether it has been used. For unique tickets, use a ticketing system that creates and checks a code per attendee.

What if registration fills up?

Update the destination page to show a waiting list or a "fully booked" message. That is easiest when the code points to a page you control.

When should the registration page go live?

Before the first poster goes up. A code that leads to an error on day one leaves a poor impression and wastes the attention you paid for.