QR code event check-in: a pre-show and show-day checklist
Short answer
Smooth QR check-in depends on preparation more than scanners. Send codes early, test the full flow at the venue, staff an assisted lane for lookups and accessibility needs, plan a fallback for connectivity problems, and decide in advance whether you also need session-level attendance for continuing-education credit.
Key takeaways
- Rehearse the complete check-in flow on site with real devices and venue connectivity.
- Always run an assisted lane for name lookups, problems and accessibility requests.
- Write a fallback procedure before show day and brief every volunteer on it.
- Decide early whether you need session attendance, not just arrival check-in.
- Use registration answers to prepare accessibility support at the door.
What should happen in the weeks before the event?
Most check-in problems are visible weeks in advance: missing emails, duplicate registrations, unpaid group seats. Clean the registration list early and send each attendee their code with clear instructions about what to bring.
- Resolve duplicate and incomplete registrations.
- Confirm group registrations have names assigned to every seat.
- Send QR codes with a reminder closer to the date.
- Tell attendees that a printed or on-screen code both work, if that is true for your setup.
How should you test check-in at the venue?
Test where you will scan, not in the office. Lighting, screen glare and venue Wi-Fi can all behave differently on the day. Scan a mix of printed and on-screen codes, and time a realistic queue.
- Scan test codes from phones and paper under venue lighting.
- Check connectivity at every check-in point, including overflow entrances.
- Confirm what staff see on a successful scan, a duplicate and an unknown code.
- Practice a name lookup for attendees without a code.
How can check-in be accessible?
The W3C WAI guidance on accessible presentations recommends asking about accessibility requirements at registration and providing accessible venues. Use those answers at the door: give staff a discreet way to see requested support, and keep an assisted lane at accessible height with seating nearby.
Do not make a phone the only path in. Some attendees will not have a working device, and some codes are hard to present for people with limited dexterity or vision.
Source: W3C WAI: How to Make Your Presentations Accessible to All
What is your fallback if scanning fails?
Write a fallback procedure and brief every volunteer on it. Decide how staff will look up and admit attendees if a device fails or connectivity drops, and how those arrivals will be reconciled afterward so records stay accurate.
- Keep spare charged devices at each station.
- Define the lookup process for when a scan fails.
- Name one lead who decides when to switch to the fallback.
- Reconcile fallback arrivals into your records the same day.
Do you also need session attendance?
Arrival check-in tells you who came to the event. If you award continuing-education credit, you may also need to know who attended which sessions. Check the requirements of your accrediting body, then plan scanning at session doors with enough staff for room changeovers.
Frequently asked questions
How many check-in stations do we need?
It depends on arrival patterns, not just total attendance. Time a realistic scan during testing and plan for your busiest window, usually the hour before the opening session.
Should codes be printed on badges or shown on phones?
Supporting both is the most forgiving approach. Printed badges also help with session scanning later in the day.
What do we do with walk-in registrations?
Route them to the assisted lane so they do not slow down attendees who already have codes, and make sure they enter the same records as everyone else.
How do we handle someone whose code was already scanned?
Brief staff to treat it as a lookup, not an accusation. Common causes include a shared code or a colleague checking in for a group. Resolve it at the assisted lane.
Is session scanning required for continuing-education credit?
Not always. Requirements vary by accrediting body, so confirm what evidence of attendance they accept before choosing a method.
Sources
Checklists and steps in this guide are editorial recommendations from the EvolveEvents Editorial Team, not requirements of the cited sources. EvolveEvents offers conference and trade-show management; see features or request information to discuss fit.