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
Overview: The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality. In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way. “We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.” Amenities: The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.  The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need. Gold Key Members The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events. OCCC Events: This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.  The Center’s top five events during their 2022-2023 fiscal year included:  AAU Jr. National Volleyball Championships 2023 200,000 Attendees $257 Million in Economic Impact MEGACON 2023 160,000 Attendees $205 Million in Economic Impact Open Championship Series 2023 69,500 Attendees $89 Million in Economic Impact Sunshine Classic 2023 42,000 Attendees $54 Million in Economic Impact Premiere Orlando 2023 42,000 Attendees $108 Million in Economic Impact