How QR Codes Can Streamline Event Management

February 15, 2023

Annabel Maw

Annabel Maw is the director of communications at Jotform, a full-featured online forms platform for easy data collection and management.

QR codes are proving to be a winning solution for many companies around the world. British Airways uses them to cut down on queues. Italian fashion brand Diesel uses them to authenticate apparel. And video game developer Cygames used 1,500 drones in Shanghai to replicate a giant QR code in the sky that people could scan to access a game. 

The point? With QR codes, you can eliminate friction points and show off your creativity. When it comes to trade shows and other business events, QR codes can give attendees a streamlined, engaging experience.

Part of the beauty of using QR codes for events is how easy they are to use. Most modern smartphone cameras are built to scan QR codes. All the user has to do is hover the camera over the QR code and it automatically sends the user to a link such as a landing page or online form. It’s quick, simple and intuitive.

This doesn’t mean that you should go overboard with QR codes. You need to use them judiciously to reap the most benefits. Here are three reasons to use a QR code for your next trade show or corporate event.

1. Capture participants’ registration info sooner.

Getting people to RSVP to an event can be difficult, which makes planning a headache. With an RSVP QR code, you aren’t forcing anyone to jump through hoops or download an app. You’re just asking them to briefly turn on their smartphone camera. 

All the participant has to do is hover over the QR code to be directed to an RSVP form. Once there, the participant can enter their information. You can use software to send each guest a unique QR code to show upon arrival to make it easy for them to check in. 

2. Ditch paper maps and schedules.

Trying to provide up-to-date maps, schedules and menus can be frustrating due to last-minute changes to the show floor. Guest speakers and room assignments often need to shift closer to the event date. Luckily, posting QR codes around your conference, trade show or other corporate event lets you update information in real-time. 

For example, you can link a single QR code to a schedule page. Attendees can scan it anytime and stay up-to-date with scheduling or speaker changes. This allows you to provide them with terrific service and minimize foreseeable snags.

3. Simplify the entry process for raffles and contests.

Do your vendors plan to give away swag or prizes at your event? No one wants to fill out a contact form every time they enter a prize drawing. Instead, let event attendees use QR codes to submit their name, phone number, email address, etc.

How can you make this work? Consider issuing every participant at your event a personalized QR code for giveaways and raffles. When an event employee or authorized vendor scans the QR code, the participants’ data comes right up.

Creatively using QR codes for events presents an opportunity for you to stand out. So, get innovative and explore how QR codes could benefit your next trade show or corporate event. Your attendees won't be disappointed.


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Partner Voices
Less than six months ago, Lisa Messina joined the Las Vegas Convention and Visitors Authority (LVCVA) as the first-ever chief sales officer after leading the sales team at Caesars Entertainment. A 12-year Las Vegas resident, Messina is a graduate of Cornell University’s School of Hotel Administration and serves on MPI International’s board of directors. TSNN had a chance to catch up with this dynamic leader and talk to her about her vision for the new role, current shifts in the trade show industry, creating more diversity and equity within the organization, and advice to future female leaders. Lisa Messina, Chief Sales Officer, LVCVA With Las Vegas becoming The Greatest Arena on EarthTM, what are some of the things you’re most excited about in your role? Our team was at The Big Game’s handoff ceremony earlier this month, and I couldn’t help but think, “We’re going to crush it next year!”  These high-profile events and venues not only drive excitement, but also provide unmatched opportunities for event planners. Allegiant Stadium hosts events from 10 to 65,000 people and offers on-field experiences. Formula 1 Grand Prix will take place in Las Vegas in November, after the year-one F1 race, the four-story paddock building will be available for buyouts and will also offer daily ride-along experiences that will be available for groups. And, of course, the MSG Sphere officially announced that it will open in September, ahead of schedule, with a U2 residency. It’s going to be the most technologically advanced venue as far as lighting, sound, feel, and even scent, and it will be available for buyouts and next-level sponsorships inside and outside. There’s no ceiling to what you can do when you’re doing events in Las Vegas.  Allegiant Stadium As the trade show and convention business returns to the pre-pandemic levels, what shifts are you noticing and how do you think they will impact the industry going forward? Our trade show organizers are very focused on driving customer experience. Most of our organizers are reporting stronger exhibitor numbers and increased numbers of new exhibitors, with trade shows proving to be almost or above 2019 levels. Now our organizers are really doubling down on driving attendance and focusing on the data to provide that individualized, customized experience to help attendees meet their goals and get the best value. Some companies continue to be cautiously optimistic with their organizational spend when it comes to sending attendees, but I think it will continue to improve. As the U.S. Travel Association makes more progress on the U.S. visa situation, we also expect a growing influx of international attendees. What are some innovative ways the LVCVA helps trade show and convention organizers deliver the most value for their events? We focus on customer experience in the same way that trade show organizers are thinking about it. We got rave reviews with the West Hall Expansion of the Las Vegas Convention Center (LVCC), so over the next two years, we will be renovating the North and the Central halls, which will include not just the same look and feel, but also the digital experiences that can be leveraged for branding and sponsorship opportunities.  Vegas Loop, the underground transportation system designed by The Boring Company, is also a way we have enhanced the customer experience. Vegas Loop at the LVCC has transported more than 900,000 convention attendees across the campus since its 2021 launch. Last summer, Resorts World and The Boring Company opened the first resort stop at the Resorts World Las Vegas , with plans to expand throughout the resort corridor, including downtown Las Vegas, Allegiant Stadium and Harry Reid International Airport. The LVCVA also purchased the Las Vegas Monorail in 2020, the 3.9-mile-long elevated transportation system that connects eight resorts directly to the convention center campus. This is the only rail system in the world that integrates fares directly into show badges and registration. For trade show organizers, these transportation options mean saving time, money and effort when it comes to moving groups from the hotels to LVCC and around the city. Also, the more we can focus on building the infrastructure around the convention center, the more it supports the customer experience and ultimately supports our trade show organizers. Scheduled to debut in Q4, Fontainebleau Las Vegas will offer 3,700 hotel rooms and 550,000 square feet of meeting and convention space next to LVCC.  What are some of the plans for advancing DEI (diversity, equity and inclusion) within your organization? We’re currently partnering with instead of working with a leading consulting firm, to lay the foundation and create a solid DEI plan and be the leader when it comes to DEI initiatives. The heart of that journey with the consulting firm is also talking to our customers about their strategic approaches to DEI and driving innovation in this space.  What are your favorite ways to recharge? My husband and I have an RV and we’re outdoorsy people. So, while we have over 150,000 world-class hotel rooms and renowned restaurants right outside our doorstep, one of my favorite things to do is get out to Red Rock Canyon, the Valley of Fire, and Lake Mead. Five of the top national parks are within a three-hour drive from Las Vegas, so there’s a lot you can do. We love balancing the energy of Las Vegas with nature, and we’re noticing that a lot of attendees add activities off the Strip when they come here.  Valley of Fire What advice would you give to women following leadership paths in destination marketing? I think it’s about being laser-focused on what you want to accomplish; building a team around you that lifts you and helps you achieve your goals; and being humble and realizing that you do it as a group. No one gets this done alone. Thankfully, there are a lot of women in leadership in this organization, in our customers’ organizations, and in this city that we can be really proud of. We’re a formidable force that is making things happen.   This interview has been edited and condensed. This article is exclusively sponsored by the Las Vegas Convention & Visitors Authority. For more information, visit HERE.