The event QR code puts your appointment straight into the calendar of whoever scans it: name, date, start and end time, location and description. Use it on invitations, posters and promotional material, so nobody forgets the date or jots down the wrong time.
- Carries name, start, end, location and description in the calendar format that phones understand.
- With no end time, the event gets a duration of 1 hour.
- The time is local: the calendar shows exactly the hour you typed.
- Here at QR Code Free Forever, the data is stored in the QR code itself: it never expires and doesn't go through our server.
What is an event QR code for?
- Invitations: weddings, birthdays, graduations, baby showers and anniversaries.
- Courses and talks: on the poster, the flyer and the registration email.
- Churches and community groups: a special service, retreat, meeting or rehearsal.
- Schools and homeowners' associations: parent-teacher meetings, residents' meetings and school fairs.
- Retail: a grand opening, clearance sale or Black Friday with a set date.
- Companies: training sessions, conventions and the year-end party.
How to create the event QR code
- Event name. Short and clear, the way you want to see it in the calendar: “Ana and Leo's Wedding”, “Sales Talk”.
- Start. Choose the date and time.
- End (optional). If left blank, the event lasts 1 hour. The end must be after the start.
- Location (optional). An address, a place name or “Online”.
- Description (optional). Dress code, what to bring, the registration link. Two or three lines are enough.
- Customize and download. Check the scan test and download as PNG or SVG.
- Test. Scan it with your phone and see if the date and time show up right before saving.
How does the event time work?
The time goes into the QR code as local time, with no time zone: the calendar of whoever saves it shows exactly the hour you typed. For an in-person event, that's the ideal behavior, because the time that counts is the one at the event location.
For an online event with people in other time zones, write something like “7 pm Eastern Time” in the description, so nobody joins the livestream late.
Tips for a QR code that works the first time
- Short description. Every letter goes into the QR code. Long text makes the code dense and hard to scan on a small invitation.
- Check AM and PM. 7:00 PM is not 7:00 AM, and nobody wants guests showing up at breakfast time.
- Say what the QR code does. A “Save to calendar” next to the code helps whoever is about to scan it.
- Size and contrast. At least about 0.8 × 0.8 in (2 × 2 cm) when printed, dark dots on a light background and a clear margin around it.
Things to watch out for
The event QR code is a snapshot of the moment it was created. If the date, time or location change, the printed code keeps the old information. So create the QR code only after locking in the details with the venue, the caterer and everyone else involved.
See also
- Location QR code, so guests arrive without getting lost.
- WhatsApp QR code, to confirm attendance with a pre-filled message.
- Link QR code, for the registration page or the gift registry.
Frequently asked questions
Does it work on iPhone and Android?
On most phones, the camera or Google Lens recognizes the event and offers to save it to the calendar. If your device doesn't offer it, a QR scanner app will do the trick.
Does the QR code notify people who saved it if the event date changes?
No. The data is stored in the QR code and in each person's calendar. If the date changes, create a new QR code and let those who already saved it know.
Can I add the livestream or meeting link?
Yes. Paste the Zoom, Meet or YouTube link in the description, and it goes along to the calendar.
Does the QR code create a reminder?
No. The QR code carries the name, time, location and description; whoever saves it can turn on an alert in their own calendar.
Does one QR code work for a multi-day event?
It does, if it's a single block: put the start on the first day and the end on the last. If each day has a different time, create one QR code per day.