How to Use QR Codes for Your Event Check-In and Registration

Looking for a simpler way to handle attendee check-in for in-person events? You’re not alone. These days, we’re all about speed and convenience, especially when it comes to managing events. No one wants to deal with paper tickets or stand in long lines just to get through the door.

That’s where QR codes come in. Just a quick scan, and you're in. Easy, right?

They’ve made the whole check-in and registration process way smoother—not just for organizers, but for guests too. Less chaos, more good vibes.

If you're thinking about using QR codes at your next event, stick around. This article is just for you.

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What are QR Codes? 

Before we go any further, let’s make sure we’re all on the same page about what a QR code actually is.

Quick Response (QR) codes are 2D barcodes that can store different types of data—like links, messages, and more—which can be read by smartphone cameras or QR code scanners.

In the world of event management, these codes are especially handy. They can hold registration details, ticket info, and other essential data, making them a great tool for fast and seamless check-ins at event entry points.

There are a few different types of QR codes, but the most common ones are:

• Static QR codes – These contain fixed data that can’t be changed once created.
  
• Dynamic QR codes – These are more flexible and editable, allowing organizers to update or modify the information even after the code has been generated.

Alright, now that we’ve covered the basics, let’s move on to how you can use QR codes to streamline event operations.

How to Use QR Codes for Efficient Event Check-in & Registration

Let’s take a look at the step-by-step procedure for using QR codes for a seamless check-in and registration experience. 

1. Analyze Event’s Check-in Points

First things first, take a good look at all the check-in points for your event. During this process, you’ll want to focus on two key things:

• Find the best spots to place your QR codes or QR code scanners, so that attendees can easily spot and check in with maximum ease. Think highly visible areas like entry points, help desks, or self-service check-in stations. Visibility is everything here.
• Understand the expected check-in flow. Will attendees be checking themselves in, will staff assist them, or will it be a mix of both? This helps you decide what kind of setup you’ll need.

By planning this out ahead of time, you’ll make sure your QR code system fits the event space like a glove and keeps the check-in process running smoothly from the get-go.

2. Generate QR Code Tailored to Your Registration & Check-in Requirements

Now it’s time to generate QR codes that are perfectly tailored to your event’s registration and check-in needs.

Start by choosing the type of QR code you want to use: Static or Dynamic. If you need real-time tracking or the ability to update details after the code is created, go with Dynamic. But if your event setup is simple and straightforward, a Static code should do the job just fine.

There are tons of free and paid tools online that make it super easy to generate both types. Many of them even offer a dedicated “Event” option designed specifically for organizers like you.

Here’s an example of a static event QR code we created:

Keep in mind that a QR code is not just a random square-shaped image. Instead, it is a personalized key to your event. Therefore, it is essential to make sure it contains all the necessary information about the attendee.

3. Connect the QR Code with Your Database

Here’s the thing – simply creating a QR code isn’t enough.  For it to actually do something at check-in, it needs to be connected to your attendee database. That’s what makes quick, seamless verification possible.

Some of the best event management platforms make this part super easy with built-in QR code functionality. This automatically links each code to a specific attendee’s record. So when someone scans their code at the door, the system instantly pulls up their info. Simple and smooth.

On the other hand, if you are using a stand-alone QR code generator, then keep these things in mind while generating one: 

• Make sure the QR code links to a URL or backend database that can pull up attendee details instantly.
• The QR code should also be connected with a cloud-based spreadsheet, i.e., Google. If you prefer a lightweight setup, this is useful. 
• Real-time syncing is a must. You want the system to update instantly when someone checks in

With this setup, every scan tells your system:

• Who the attendee is
• What type of ticket they have
• And whether they’ve already checked in or not

Pretty useful, right?

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4. Place the QR Code or Distribute it Among Attendees

On to the most anticipated part - distribution. Depending on how you have set up your QR codes, you must first think about how or where to distribute these. For example, if your QR code links to a form attendees can fill in themselves to check in, you need to place these QR codes in easy to see locations. Think eye-level placements, clear signage, and maybe even a little lighting if you’re indoors or in a dim space. 

On the other hand, if your generated QR codes must be scanned by an event organizer to check attendees in, you’ll need to consider how best to send the personalized QR code to attendees ahead of time. You’ve got a few easy distribution options:

• Send them via WhatsApp or SMS to the phone number attendees used when registering
• Email them, which is perfect for attaching additional event info or tickets
• For smaller events, you can even hand them out on-site during check-in

Whichever method you choose, just make sure it's convenient for your audience. That way, everyone can breeze through the check-in and registration process without a hitch.

5. Ensure Effective Scanning

Last but definitely not least, make sure the QR code scanning process is fast, smooth, and hassle-free. Not everyone is super tech-savvy, so it’s important to provide clear, simple instructions, both for attendees and any staff assisting them.

Let attendees know they can simply use their phone’s camera to scan the QR code. Once scanned, the code will usually open a link—maybe a check-in page or a quick form (like Google Forms)—where they can complete the registration process.

That said, tech hiccups can happen. Maybe someone’s phone isn’t cooperating, or they’re using an older device that doesn’t support QR scanning. No worries, there’s a backup.

In these cases, direct them to an online QR code scanner. These web-based tools allow users to upload a picture of the QR code and instantly decode the info. They're surprisingly reliable, even if the code is a bit tilted, blurry, or partially damaged.

Bottom line? A little prep goes a long way in making sure everyone can check in smoothly—no frustration, no delays.

One Last Scan Before You Go

No one likes chaos at the entry points—it’s every event organizer’s worst nightmare. Thankfully, QR codes have made this part of the process so much simpler and faster.

Gone are the days of long queues and overwhelmed staff trying to manage a sea of people. Now, attendees just scan a code and breeze through check-in. Easy, quick, and way less stressful for everyone involved.

So if you're an event organizer looking for a smarter, more efficient way to handle registration, give QR codes a try. Follow the steps we’ve covered above and start streamlining your workflow today.

If you're in need of a virtual event platform to can help you transform your events into online engaging experiences, check out Remo! We help event organizers create and host immersive virtual experiences for attendees, book a demo with one of our product experts to see how we can do the same for you.

Frequently Asked Questions about QR Codes for Event Check-In

1. How does QR code check-in work for events or workplaces?

QR code check-in is super simple. Each attendee gets a unique code linked to their registration info. At the entrance, they just scan it using a mobile device or scanner—no paperwork, no fuss. The system instantly pulls up their details and confirms check-in. It’s fast, contactless, and keeps things moving smoothly.

2. What devices can be used to scan QR codes?

Most modern smartphones can scan QR codes right from the camera app—no extra tools needed. You can also use tablets or handheld QR scanners for higher-traffic check-in points. If you're using an event management platform, it might have its own scanner app too. Either way, it's pretty flexible.

3. How do attendees receive their QR codes?

Organizers usually send QR codes via email, SMS, or messaging apps like WhatsApp. Some events also display them in the attendee's online account or mobile ticket. For smaller gatherings, you might even hand them out at the door. The goal? Make sure every guest has easy access before arrival.