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What is an Event QR Code?

An event QR code encodes calendar event information in the iCalendar (iCal) format directly into a scannable QR code. When someone scans the QR code with their smartphone camera, it automatically prompts them to add the event to their calendar app -- including the event title, date, time, location, and description.

Unlike a URL QR code that requires an internet connection, an event QR code stores all the calendar data within the QR pattern itself. This means it works offline and is compatible with virtually every calendar application, including Google Calendar, Apple Calendar, Outlook, and Samsung Calendar.

How to Create a Calendar Event QR Code

  1. Enter your event title -- Give your event a clear, descriptive name that attendees will recognize.
  2. Set the start and end date/time -- Select the exact date and time for when your event begins and ends.
  3. Add a location (optional) -- Include the venue name, address, or virtual meeting link so attendees know where to go.
  4. Add a description (optional) -- Include any additional details such as an agenda, dress code, or special instructions.
  5. Generate and download -- Download your event QR code as PNG or SVG.

Where to Use Event QR Codes

Event QR codes are incredibly versatile and can streamline how attendees save and manage event details. Here are some popular use cases:

  • Conferences and seminars -- Print QR codes on badges, programs, or signage so attendees can quickly save session times and room locations to their calendars.
  • Wedding invitations -- Include an event QR code on your save-the-date cards or invitations so guests can add the ceremony date, time, and venue directly to their phone.
  • Meetups and networking events -- Share event QR codes on social media posts, flyers, or email newsletters to make it effortless for people to remember and attend.
  • Workshops and training sessions -- Distribute QR codes in registration confirmation emails so participants never miss a session.
  • Trade shows and exhibitions -- Place QR codes at booth displays so visitors can save upcoming product launches, demos, or speaking sessions.

Tips for Event QR Codes

  • Be specific with your event title -- Use a clear, recognizable name instead of generic titles. "Annual Tech Summit 2025" is better than "Event."
  • Double-check your dates and times -- Verify the start and end times before generating the QR code. Once printed, static QR codes cannot be changed.
  • Include the full address in the location field -- A complete address allows calendar apps to provide directions and map links automatically.
  • Use the description field wisely -- Add useful details like parking information, a contact number, or a link to the event website.
  • Test before printing -- Always scan the generated QR code with your own phone to confirm all event details appear correctly in your calendar app.
  • Choose higher error correction for printed materials -- If the QR code will be printed on posters, banners, or outdoor signage, select "High (30%)" error correction for better scan reliability.

Frequently Asked Questions

Common questions about event QR codes and calendar compatibility

Event QR codes use the standard iCalendar (iCal) format, which is supported by virtually all modern calendar applications. This includes Google Calendar, Apple Calendar (iCal), Microsoft Outlook, Samsung Calendar, Yahoo Calendar, and most other calendar apps on both iOS and Android. When a user scans the QR code, their phone will automatically recognize the calendar data and prompt them to save the event.

The event QR code stores the date and time you enter as-is. When someone scans the QR code, the event will be added to their calendar in their device's local timezone. For events that are attended in person, this typically works perfectly since both you and the attendees are in the same timezone. If you are organizing a virtual event for participants across multiple timezones, consider mentioning the timezone explicitly in the event title or description (e.g., "Webinar - 3 PM EST").

No. Event QR codes generated here are static, meaning the event data is encoded directly into the QR pattern. Once created, the information cannot be changed without generating a new QR code. If you need the ability to update event details after printing (for example, if the venue changes), consider using a dynamic QR code through ElkQR, which lets you change the destination at any time.

No. Since all the event data is embedded directly within the QR code pattern, scanning and saving the event works entirely offline. The user's phone reads the iCal data from the QR code and passes it to the calendar app locally. No server connection or internet access is needed at the time of scanning.

QR codes have a maximum data capacity of about 4,296 alphanumeric characters. For most events, this is more than enough to store a title, dates, location, and a description. However, if you include a very long description, the QR code becomes denser and harder to scan, especially at small sizes. We recommend keeping the description concise and using the location field for addresses rather than embedding them in the description.

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