For Hosts · Practical

How to print your event QR code: A3 posters, business cards, name badges

A QR code is just numbers until it's printed. The material you choose, the finish you select, and how it sits under the lights will determine whether guests scan it or walk past it. Here's the technical guide.

Paper & material specs by format

A3 entrance poster (297 × 420 mm)

• QR size: 18–25 cm square (minimum 15 cm, but guests read from 3+ meters — go bigger).
• Best material: Matte foam-core board (3 mm thickness) or 300gsm cardstock. Avoids glare and sits well on an easel.
• Print finish: Matte only. Glossy will create reflection glare under event lights.
• Mounting: If using cardstock, print on both sides — one QR on each, or add event details on back. Frame with 4 cm white border minimum.
• Placement tip: Doorway, entrance, or coat check. Guests see it as they arrive or leave — high attention moment.

Tabletop cards (10 × 15 cm)

• QR size: 8 cm square (roughly 50–70% of card width).
• Best material: 300gsm uncoated cardstock. Fold it in half (half-fold to 5 × 15 cm) so it stands upright with a brass easel.
• Print finish: Matte. Include one line of copy: "Scan to share photos with us" in 12pt sans-serif.
• Quantity: 1 per table (15–20 cards for a typical reception).
• Logistics: Print from any local printer ($20–40 for 100 cards). Avoid shipping costs by printing locally a week before.

Name badges (9 × 6 cm)

• QR size: 2.5–3 cm square (bottom-right corner, under the person's name).
• Best material: Standard badge stock (Avery or equivalent). Print full-colour, but use a heat press or laminator to add a clear matte overlay.
• Print finish: Matte + matte laminate (85 micron). This prevents people from removing the laminate in humid environments.
• Quantity & timing: Print 5–7 days before the event (reduces misplacement). One badge per attendee + 5% extras.

Festival banners (1.5 × 2 m or larger)

• QR size: 40–60 cm square (guests read from 10+ meters).
• Best material: Polyester banner fabric or 13oz vinyl. Hemmed edges, grommets every 50 cm for secure rigging.
• Print finish: Satin or matte. UV-resistant ink recommended (outdoor durability).
• Placement: Side of stage or above the info booth. High, centered, well-lit.
• Supplier: Any major banner printer (Vistaprint, Printful, local print shop). Budget $80–200 depending on size.

The quiet killers of scan-rate

Glossy finish under spotlights

Glossy paper or vinyl reflects light. Under stage lights or bright overhead spots, the QR becomes unreadable (camera can't focus through the glare). Solution: always choose matte.

Tight crop (no quiet zone)

QR codes need space around them. Minimum 4 modules (the smallest squares in the QR grid) of empty white space on all sides. If you crop it to the edge of a card or poster, some phone cameras won't register it. Leave at least 1 cm clear border.

Dark paper behind the QR

A black QR on dark grey cardstock is invisible. Stick to white or very pale backgrounds. If you want a coloured card, keep the QR area in a white box (at least 2 cm larger than the QR itself).

Low contrast (dark background, dark code)

Best contrast: pure black QR on pure white background. Acceptable: dark grey on light grey (but reduces scannability). Anything else (coloured QR, text in the quiet zone) can fail.

Testing before you print

Print a test copy of your poster or card on regular A4 paper. Scan it with three different phones (iPhone, recent Android, older Android). Scan from the actual distance guests will use. Scan from different angles (straight on, 45 degrees, held at chest level).

If it scans on all three phones at all angles, it will scan on 95% of phones at your event. If it fails on any, adjust the size (bigger) or material (less glossy).

File preparation checklist

• QR code size: ≥2 cm square (preferably ≥8 cm for tabletop).
• Quiet zone: 4 modules (≥1 cm clear space) around all sides.
• Background: white or very pale (no darker than 95% grey).
• No text inside or overlapping the QR.
• Finish: matte (glossy only if in shade 100% of the time).
• Export as PDF or high-res image (300 DPI for print).