QR codes for various use cases in events

Do you see a QR code everywhere in almost every event you attend, and have you ever wondered how do QR codes work or how they can be beneficial in the event industry? If you are beginning to understand QR code possible use cases in events, this article will help you one step ahead towards event market domination. The following are the contents we would cover.

  1. What is a QR code?
  2. How to use the QR code?
  3. Where to use the QR code in Events?
  4. How to create the QR code?

1. What is a QR code?

Before we jump to the possible use cases, we must first learn the QR code’s basic concepts.

QR code stands for Quick Response code, a two-dimensional version barcode capable of storing lots of data almost instantly by scanning with the mobile device. Nowadays, QR codes can be seen everywhere and anywhere widely used for marketing, advertising, events, healthcare, education, and payment.

There are two types of QR codes: Static & Dynamic. The Static QR code is fixed and permanent, and its data cannot be edited after completion. It could help link email addresses, social media, URLs, wifi passwords, etc. On the other hand, dynamic QR codes can store more data and can be edited and even after you have printed it on paper.

2.How to use the QR code?

QR code can be decoded in two ways:

  • Third-party QR code reader app that converts the image to usable information
  • The device camera functions as a built-in QR code scanner in a mobile device, such as new smartphone versions: iPhone, Bixby vision for Samsung, etc.

3.Where to use the QR code in Events?

QR codes for Event Marketing

You can use QR code to amplify your event marketing efforts in boosting more attendees. By offering additional information in the QR code, users can simply scan the code and view all the event details: location, time, and link to the event ticketing platforms to purchase the event ticket with a tap.

It is also perfect for advertising on paper-based printing materials such as leaflets. The space needed to spend on the ads page can be minimized and promotes advanced technology excitement through scanning. You can easily print those printed ads and do leaflets printingonline at Gogoprint, and they will deliver your orders to your doorstep. You can create large-scale marketing campaigns on prints such as billboards, advertising posts, even bus stops, and even in digital worlds by integrating the use of QR codes.

As an additional benefit, you can track and optimize your QR code campaigns in digital and print. In that report, you can view the real-time metrics such as location, time scanned, types of devices used, total scans, etc.

QR codes for Business Cards

Business cards are mandatory, especially in networking and business events. Instead of writing out your business emails, website, address, and some other details on your business card, you could easily create a QR code and print it on a business card without occupying too much space on it. QR codes on a business card are essential to communicate with your potential business partners, customers, and investors. They can be stored with your basic information and your company or product information to build your company’s credentials to the business community.

You may want to find out how Gogoprint can help you with Business card printing online.

QR codes for Onsite Registration at an event

When an event accepts walk-in customers and customers need to do onsite registration or onsite ticket purchase, it could be redundant in the registration process if you collect the attendee’s information with the manual registration process.

In that case, you can create a QR code for the URL of the registration site or event ticket platform and print it somewhere in the event registration area so that people can quickly scan the QR code to register or purchase the tickets in a short time on their own. And you can assign one or two staff at the onsite registration counter to help with it if there are any issues.

QR codes for Event Check-in

Check-in with a QR code can speed up the process and will help to avoid the long queue at the entrance. It can also track people’s attendance at an event. To create a QR code for event check-in, you can use an event registration software like EventNook.

With EventNook, once registrants purchase the ticket or register the Event, they will automatically receive the e-ticket embedded with an instantly generated and unique QR code. Then, on the event day, the event organizer can use a free EventNook mobile check-in kiosk to let people check in by scanning each registrant’s unique QR code. All you need is iPhone or iPad device.

In that way, QR codes can track the attendee’s check-in, absence data, and solve the long queue problems in event registration and make your events look stunning and professional with advanced technology excitement. Check out the below video on how smart check-in with QR code works.

QR code for Event Badges

Adding QR codes on custom event badges can improve the event entry process and provide networking and additional marketing opportunities.

For instance, there may involve a large group of attendees attending the same event in networking or business events, and it can put more pressure on the event management team to make both admission and re-entry faster. In that case, using digital methods can help with this. You can use registration software like EventNook, which can not only track the attendees but can provide onsite event badge printing services by showing the unique QR code to scan on the EventNook smart mobile check-in kiosk.

As you see in video above, within 2 seconds, you can print onsite custom event badges. You can also include QR code on the name badge that enables participants to network as digital business cards to streamline the networking efforts. Below is another sample video of how EventNook can scan the QR code inserted badge and track exhibitor leads.

4.How to create the QR code?

There are many free online QR code generators. You should still consider credibility, clarity, and brand reputation, such as if they got trusted by big names and brands in choosing the best QR code generators. Most QR code generators allow free static QR code, but you cannot change the information behind your QR code once generated in the QR code generator. But with the subscription, you can create the dynamic one, which allows you to edit the data behind the QR code even after printing. The followings are recommended free QR code generators.

  • QR codes for Event Check-in, Onsite Badge Printing- EventNook

I hope you find it helpful. If you have any feedback on the article, please feel free to drop us hello@eventnook.com, and we would love to hear your thoughts!

If you are keen to know more about EventNook services for your upcoming events, we will be glad to assist, and please feel free to contact us.

QR CODE & RFID: How to use data collection technology for your event?

Road map

In this article, you will learn:

SKIMMING

  1. QR codes are suitable for both casual and formal events. It checks in fast, costs little, stores a large amount of information. Before event, QR code can be embedded into the confirmation email. On the event day, event organizers can track attendees’ real-time activity by setting up scanning counters at various locations.
  2. RFID enables an instant, touchless check-in process with a lightweight tag. Active tags, passive tags, and semi-passive tags are three main RFID tags. Active tags are the most expensive(up to hundreds USD) but has a extended range(up to a few hundred meters). Passive tags cost similarly to QR codes but have a limited range of a few meters.
*Event PriorityRecommended technology
Attendee participation: O2O interactionQR code
Economical & fast check-inQR code
Environment consciousQR code
Voluntary multi-location data tracking*QR code
Lower budgetQR code
Completely skip the queueRFID
Involuntary real-time, multi-location data tracking*RFID

*The difference between voluntary and involuntary data tracking is worth noting. For QR code, only when an attendee is willing to scan, the data entry can be collected. For RFID, as long as the attendee is within the range, the reader can capture the data continuously. Because of this, many customers are concerned with the privacy issue of RFID.


What is RFID and QR code

RFID

The complete kit of RFID has three parts: RFID tag, a reader, and a backend server(On the image, it’s a tag and a reader). RFID tags are tiny microchips attached in microcircuits. There are three RFID tags: passive, active and semi-passive.

QR Code

Conference Name Badge with QR Code

QR codes (Quick Response) are 2-dimensional barcodes that can store up to a few thousand characters. Once scanned by smart devices such as a phone, a tablet, QR code will direct you to websites, SMS messages, card information, images, videos, etc.

If you want to know more about how QR code is used in a real event, you can click here.

Why choose them for your event?

By WhatWolf

QR Codes and RFID can be useful for multiple scenarios: event check-in, breakout session check-in (activity tracking), and post-event(data collection and analysis) period. Essentially, what these two technologies can do is to collect raw data — from registered information to spatial activity.

Comparing with the traditional data collection method(hand writing, excel sheet, online form), advantages of QR code and RFID for events are

QR code:

  • Environment-friendly – QR code can reduce the usage of printing materials
  • Attendee convenience – ticket can be distributed online before the event day to avoid the complicated process of retrieving ticket
  • Cost-Effective – QR Codes themselves cost nothing to generate. The cost of QR is mostly the man power of coding, customization of QR
  • Automatic – Completely reduce the human effort of data collection as well as human error
  • Versatile – QR code can be incorporated into most marketing materials for most messages(text, sms, webpage, ticketing wedge, photo, video, pdf..etc)
  • Measurable – Users’ activity via QR code can be back traced with analytics or other quantitative tools

RFID:

  • Touchless – Passive RFID enables remote check in within meters, active RFID within a few hundred meters
  • Efficiency – One RFID readers can read multiple RFID tags simultaneously
  • Automatic – Completely reduce the human effort of data collection as well as human error
  • Reset – RFID supports multiple rewrite of data
  • Real-time tracking – Often used in supply chain tracking, RFID can realize true automatic tracking.

Multi-scenario application

Concerns and solutions

Data security and privacy

Security and privacy are always among the top concerns of event organizers of large, private or formal event. Although there is no 100% safe method, QR code and RFID both have some protective solutions.

QR Code: malicious websites

Usually, QR codes can be scanned by ANY smart devices. Scanning a malicious QR code can direct the user to cloned malicious sites, resulting in revealing sensitive information.

  • For example, a cloned google page with a login button can acquire user’s Google account.

However, event organizers don’t need to worry, as event sites are rarely targeted, because 1. some event sites are private; 2. relatively limited web traffic; 3.The public may have no access to QR codes themselves. On top of that, personal data of any event will be kept in a security system. For example, QR codes generated by EventNook have a series number, eg. 988868CE9F. If you search this number in public search engine, you will see no result. The data is encoded and kept safely in the system.

RFID: privacy controversy

RFID enables better visibility yet creates privacy concerns. According to the report produced by Capgemini, around 60% of the consumers in the US and EU are concerned that they are being tracked through purchasing. It’s likely that event attendees have similar concerns about RFID’s capability to do real-time tracking.

RFID provides event organizers with  dynamic mapping of all attendees—- the walking pattern, the duration of staying, and even the temperature of the room. As a result, much more personal and interactive analysis can be realized: attendee’s preferred activity/location/temperature; the relationship between multiple attendees, or more generally, the activity pattern of different genders.

However, attendees will have concerns about RFID for the exact reason: too much data is exposed. To address this, event organizers can use methods like “killing”(make the tag inactive), or erasing and rewriting the tag to stop this automatic data collection. However, if so, the main advantage of RFID over any other method is taken away.

Cost

The cost of these three types of RFID tags varies drastically. Active tags will cost up to a few hundred USD with an extra long battery life of maximum 5 years. Passive tags(without the reader and the backend server) cost approximately the same as a QR code.

On average, passive RFID tags cost a little higher than QR code. From the perspective of functionality, passive RFID can achieve approximately similar things with QR code: fast event check in, and some real-time data feedback during the event.

Conclusion

QR codes will have much potential in event marketing, registration, multimedia event involvement and real-time event tracking in the future. Many people have concerns about it being taken over by RFID, but QR has its own niches: it bridges the offline and online world with a few cents and a simple scan. We expect QR code to protect data more safely and incorporate new technologies like AR and VR into online-offline interactions.

RFID definitely has a large potential in the future for its touch-less data transmission. We expect it to lower the price, increase reliability and range limit so that more event organizers can consider it to be an affordable option.

For more information on how smart QR check-in is a fast-speed solution for a seamless event registration, click here to visit EventNook’s website or to contact us for a live consultation or demo.

What’s QR Code?

Scan this QR code for URL information

QR Code (abbreviated from Quick Response Code) is quite similar to a barcode which contains machine-readable data (alpha numeric A123456 like ID or characters). Unlike a regular barcode, QR Code is two dimensional, i.e. it contains information both in vertical and horizontal directions (black dotted within square shape) therefore, it can contain a lot more information.

The limitation of barcode is that it can contact only simple and short length of limited characters like 10 digits such as Product ID (For example, A0001). Since QR code is two dimensional, it can contains up to 4290 alphanumeric characters. Because of this capability, it opens up for various use cases creatively in our daily life and replacing barcode.

That’s why we can use QR code for sharing information such as Website URL in product brochure or promotional flyers, Person’s e-Business card in QR code, etc. by interacting with our mobile phone camera ability to scan QR Code.

Nowadays, most events use QR Code for various reasons.

Using QR codes at conferences and other events

  • QR Code as an e-Ticketing sent via email or SMS which save time for collection of physical tickets when people purchase tickets online for events and activities. The organizers can easily scan QR Code with an event app like EventNook Kiosk Check-in to control admission and onsite registration. See the sample video below.
Smart check-in with QR Code
  • QR code to drive ticket sales and registration – The event website can be shared as QR Code in promotional flyers and road show promotion to allow people easily scan QR code and visit the event website to purchase tickets
  • Share the event information such as speakers, agenda, map, etc. via QR code
  • Print QR Code in name badge to share e-business card in the event. See the sample picture below.
Conference Name Badge with QR Code

About EventNook

Event Management Software company based in Singapore which allows event planners and event organizers to manage events registration and ticketing operation smoothly and efficiently. With our easy to use event platform, users can set up professional looking event website, registration form and online payments with a few clicks and launch online registration and ticket sales immediately.

EventNook started with a humble beginning in 2012 to make organizing events easy and hassle-free for event organizers. Here, we are building the world class innovative event management platform by simplifying and redefining the old event management process with innovative solutions and leveraging on world class cloud and mobile based technologies. We have grown our business organically from serving a couple of events to thousands of events over 20 countries. We build our business from the ground up with one event at a time and we take pride in delivering great event experiences and make events inspiring.