For Hosts · Guide
The complete guide to QR code photo sharing at your event
The QR code is the entire on-boarding experience. If it's hidden, dirty, too small, or in a low-light corner — guests don't scan, and your shared gallery stays empty. Here's what actually moves scan rate.
How big should the QR be?
Rule of thumb: 1 cm of QR per 1 meter of viewing distance. Most phones today can scan a 3 cm code from 3 meters. For tabletop placement (guests at arm's reach), a 5–7 cm code is comfortable. For stage banners or wall posters, scale up to 15–25 cm.
What matters more than absolute size: high contrast (black on white or very pale background) and a quiet zone — at least 4 modules of empty space around the code. Don't crop it tight against borders or images.
Where to place it
For each event type, here's what works:
Weddings
- One A3 poster at the entrance. Catches guests as they arrive — peak attention.
- A small card at each reception table. 8×12 cm cardstock on a brass easel sits beautifully next to florals.
- The bar. Guests stand still waiting for drinks — perfect scanning moment.
Festivals & concerts
- A large vertical banner at side-of-stage. 1×2 m minimum.
- Posters at info booths, bars, and merch tents.
- On the back of the wristband or lanyard. Guests will look at it eventually.
Corporate / conferences
- On every name badge. 3 cm square, printed under the name.
- On the welcome desk. Acrylic standee with QR plus a short instruction.
- On the back of business cards handed out to attendees.
Birthdays & parties
- A small card on the dessert or bar table. Casual, inviting.
- Tape one to the bathroom mirror. Surprisingly effective.
The 6 words next to the QR matter more than you think
A QR with no context gets scanned by maybe 15% of people. A QR with a single clear sentence next to it gets 60–70%. The sentence does the work.
Good examples:
- "Scan to share photos with us."
- "All photos from tonight, in one place."
- "Tap here to find yourself in the gallery."
Bad examples (vague, no value prop):
- "Picsaris event code"
- "Scan me"
- "Event link"
Lighting and reflection: the silent killers
QR codes need light to be scanned. Two failure modes:
- Too dark. A QR on a candlelit dinner table at 9pm — guests' phones can't lock focus. Solution: ambient uplight on the QR card, or print on a slightly reflective material that catches whatever light is available.
- Glare. Glossy laminate + a spotlight = unreadable. Use matte finish for printed materials. Acrylic standees should be at an angle, not flat to the light source.
Materials & print recommendations
- Tabletop cards: 300gsm matte cardstock, 10×15 cm. Stand-up format with a fold for stability, or use a small brass easel.
- A3 entrance poster: Matte foam-core board for a free-standing look. Or framed if you want a long-lasting keepsake.
- Festival banner: Polyester fabric or vinyl, hemmed edges, grommets every 50 cm.
- Name badge: Standard 9×6 cm badge with QR in the bottom-right corner, 2.5 cm square minimum.
The "first scan" moment
If the QR doesn't scan on the first try, most guests give up. Test your printed code on three different phones (iPhone, recent Android, older Android) before the event. Scan from the actual distance and angle guests will use.
If it works on three phones at three angles, it'll work on 95% of phones at the event.