Long check-in lines. Rising ticket printing costs. No reliable way to count attendees. QR codes solve all of these problems at once.
This guide covers how to create and use QR codes for events across four key areas: check-in management, digital tickets, cashless payments, and information sharing.
4 Ways to Use QR Codes at Events
| Use Case | Examples | Benefits |
|---|---|---|
| Check-in | Attendee verification, headcount | Faster entry, automatic data collection |
| Digital Tickets | QR-based admission passes | No printing costs, fraud prevention |
| Cashless Payments | Booth sales, food & beverage | No change needed, fewer accounting errors |
| Information Sharing | Event details, venue map, surveys | Less paper waste, real-time updates |
All of these can be implemented at low or no cost, regardless of event size.
QR Code Check-in System
Using QR codes for event check-in dramatically reduces wait times and automatically logs attendance data.
How It Works
- Distribute QR-coded tickets to attendees in advance (via email or messaging)
- Scan the QR code at the entrance with a smartphone
- Attendance records accumulate automatically in a spreadsheet
Free Setup with Google Forms
The simplest approach is combining Google Forms + QR codes:
- Create a Google Form for check-in (name, ticket number fields)
- Convert the form URL into a QR code
- Send the QR code to attendees via email
- On event day: attendee shows QR code → staff scans → form submits → check-in complete
Free Tool
QR Code Generator
Generate QR codes from URLs or text. Customize colors, add logos, and download instantly.
Try it now →Unique QR Codes for Individual Tracking
For more control, issue a unique URL per attendee embedded in each QR code.
- Embed a ticket number in the URL parameter (e.g.,
https://example.com/checkin?id=E001) - Enable one-time-use validation to prevent duplicate entries
- Track exactly who entered and when
Digital Tickets with QR Codes
QR-based digital tickets eliminate printing and shipping costs. Attendees just need their smartphone.
How to Create Digital Tickets
- Build an attendee list: Name, email, ticket ID
- Convert each ticket ID to a QR code: Use sakutto's QR code generator
- Send to attendees via email: Attach the QR image or provide a download link
- Scan and verify at the door: Match the ticket ID against your list
Printing QR Codes on Paper Tickets
For invitation cards or VIP tickets in print:
- QR code size should be at least 2 cm × 2 cm
- Avoid glossy paper (reflections interfere with scanning)
- Leave sufficient quiet zone (margin) around the code
- Test with multiple smartphones before the print run
Cashless Payments via QR Code
QR-based payments at sales booths and food stalls reduce the burden of handling cash.
Option 1: Peer-to-Peer Payment Apps (Easiest)
The simplest way to go cashless at an event:
- Open the booth operator's payment app and display their personal QR code
- Save it as a screenshot and print it for display
- Attendees scan the code and enter the amount to pay
No merchant registration required — you can start immediately.
Option 2: Register as a Merchant (Official Method)
For organizations running events formally, register with a QR payment provider.
Payment Tips
- Ensure internet connectivity: Have a mobile hotspot or tethering ready
- Keep cash as a fallback: Not everyone will have a payment app
- Set refund rules in advance: Share the procedure with all booth staff
Sharing Event Information via QR Code
Place QR codes on flyers and posters to share information that won't fit on paper.
Useful Data to Embed
| Data | Use Case |
|---|---|
| Event page URL | Program and schedule details |
| Google Maps link | Directions to the venue |
| Social media account | Follower growth, hashtag promotion |
| Google Form | Post-event survey and feedback |
| Wi-Fi credentials | Share venue Wi-Fi password |
Placement Tips
- Add descriptive text like "Event details here" next to the QR code
- Place in the lower-right of flyers to align with the natural reading flow
- Match the QR code color to the event theme for visual consistency
- For outdoor displays, use a size of 3 cm × 3 cm or larger
Survey QR Codes
QR codes are highly effective for post-event surveys. Place them on tables or at exits so attendees can respond on their phones immediately. Response rates improve dramatically compared to paper surveys.
Pre-Event Checklist
Check-in & Tickets
- Verified that all QR code URLs link correctly
- Tested scanning on multiple phones (iPhone / Android)
- Briefed check-in staff on the scanning procedure
- Prepared a backup check-in method (paper list)
Payments
- Printed and distributed payment QR codes to all booths
- Confirmed Wi-Fi or mobile data connectivity
- Shared refund procedures with staff
Information Sharing
- Verified QR codes on flyers/posters are scannable at the printed size
- Confirmed linked pages are mobile-friendly
- Tested survey forms end-to-end
Free Tool
QR Code Generator
Generate QR codes from URLs or text. Customize colors, add logos, and download instantly.
Try it now →Summary
QR codes can transform event operations — from faster check-in and digital ticketing to cashless payments and streamlined information sharing. All of these can be set up with free tools, making QR codes accessible for events of any size.
Create your QR codes with sakutto's free generator — no sign-up required, and all processing happens in your browser for complete privacy.
Free Tool
QR Code Generator
Generate QR codes from URLs or text. Customize colors, add logos, and download instantly.
Try it now →