How to Create a QR Code Seating Chart for Seamless Events

Update:  October 13, 2023
How to Create a QR Code Seating Chart for Seamless Events

A QR code seating chart is an innovation that lets event guests or attendees easily find their seats within the venue. 

People won’t have to search the room for an empty seat or sit at tables reserved for other guests. They only have to scan the QR code to determine the seat assigned to or reserved for them.

It’s a handy tool for event planners to help them position their guests accurately. They can also ensure that everyone will get a seat for a pleasant experience.

Curious how this works? Well, producing one needs only a few clicks in a QR code generator. So, if you’re managing an event soon, this blog article is for you.

How do QR codes for seating charts work?

This is a digital take on the traditional seating charts. Instead of printing tons of chart copies for distribution, just know how to create a QR code directing all guests to a guide showing their respective seats.

The QR code can either lead to a landing page of the seat plan or an image showing the seat assignment details. They only have to scan it with their smartphones, and they can easily find their seats.

Printing one seating chart QR code and placing it on the venue entrance or displaying the code on the screen will make it available to everyone without hurting the pocket.

QR code solutions to create seating charts

In sharing and creating your own QR code, there are three solutions that you can use: URL, file, and landing page. Here’s how each solution can work wonders for you.

URL

Url seating chart QR code

With the existence of free graphic editing sites today, like Canva, you can now create online seating charts from scratch or use pre-generated templates.

Using the URL QR code solution, you can embed your Canva seating chart’s link in a code. When guests scan this code, you can direct them to the chart’s online view.

However, you must ensure the link’s access is updated, and anyone can view it—even without a Canva account. This avoids hassle on the guests’ ends.

File

Say you already have a PDF or an image of your seating chart. You can use a File QR code converter and transform the file into a QR code for quick and easy sharing.

Your guests no longer have to download the same file app you’re using to view the chart. By scanning the code, you can provide them with a digital seating chart—eliminating the hassle of app incompatibility.

Landing Page

The landing page QR code solution lets you create a personalized landing page, allowing you to create a seating chart from scratch. You can design it however you like, providing a sense of originality.

You can add elements like videos, audio files, and images to your landing page. Remember your seating chart file? You can place that on the page for easier viewing.

Scanning the code will take the guests to the seating chart you edited, helping them easily locate their seats.


How do I create a QR code for a seating chart?

To create a QR code for your seating chart, just follow the steps below:

  1. Go to QR TIGER QR code generator and log in to your account. You may sign up for the free trial if you don’t have an account yet.
  2. Click on any of the QR code solutions mentioned above. 
  3. Provide the necessary data.
  4. Select Dynamic QR, and click on the Generate QR code button.
  5. Customize your QR code by adding colors, modifying the frame, eye, and pattern shapes, adding a logo, and even a call to action tag.
  6. Test-scan your QR code seating chart first to make sure it’s working.
  7. Download your QR code. It’s now ready for sharing, whether via digital display or printing.

Best practices in customizing your QR code using the best QR code generator

Customization might be overwhelming, especially when there are many features to play with. 

Here are some tips and ideas on how to create effective, eye-catching yet scannable QR codes:

Do not invert the color

Seating chart QR code color

The rule of thumb for QR code colors is to use light colors for the background and dark ones for the pattern. Inverting the colors will result in a problematic QR code that’s hard to decode. 

This way, scanners will easily find the significant points of the code necessary to decode the embedded data.

Do not use colors with low contrast

Maintain a proper color contrast in your QR code. Always use different colors for the pattern and the background, and avoid using pastel colors for the pattern—they are not scanner-friendly.

Do not blend in light colors together or dark colors together. Scanners will have a hard time reading your QR code.

Do not overcrowd your code

Static QR codes directly hold the data, reflecting the code’s pattern. The bigger the data, the denser the QR code will look. Some scanners may take longer to decode denser-looking patterns.

On top of that, a QR code with too many dots congested in its pattern may not be visually pleasing. It may ruin the theme of the event.

To avoid having such problems, always go for dynamic QR code solutions. This type of QR code only holds a short URL that leads to your embedded data, not the data itself.

This means your data size won’t affect the QR code’s pattern, making it easier for scanners to interpret.

Do not print in low-quality

After generating your QR code, you can download it in PNG or SVG format. The PNG format fits for sharing QR codes online.

But if you are to print your QR code, downloading it in SVG format is preferable because it retains the quality of the code after printing.

This format lets you resize or stretch out your QR code without affecting its quality and readability.

Don’t forget the call to action and logo

Seating chart QR code cta
Your QR code will be more effective with a call-to-action tag. It compels guests to scan the code and, at the same time, serves as instructions to those who might not have a clue what to do with QR codes.

The logo will also help guests identify that such a QR code is related to the event.

5 reasons to use a QR code seating chart

Here are some reasons to get a seating chart QR code for your next event:

Contactless and hygienic

The traditional way of printing seating charts is costly; what most event organizers do to save on cost is to print a few of them and have them passed on from one guest to another.

But sharing of charts might pose a risk of spreading germs; it’s not hygienic at all. However, with QR codes, printing or displaying one copy on-screen will still serve the guests the same purpose minus the threat of transmission.

Dynamic and updateable

Last-minute changes are always part of an event, no matter how well-prepared it is. The thing about printed seating charts is that once distributed, you can no longer change them.

On the other hand, dynamic QR codes are updateable in real time. For instances of unexpected guests, you can immediately assign them to any vacant spots without having to roam around the venue looking for extra seats.

The changes will reflect on your QR code seating chart in real time, so you don’t have to worry about the other guests who previously scanned your code.

Enhanced guest experience

A touch of modern tech at events can spice up the show and make guests leave with positive remarks. QR codes offer guests a modern and interactive experience different from the usual ones.

Also, QR codes are accessible since people have their smartphones with them most of the time.

Cost-effective and environmentally friendly

Printing physical seating charts is not a cheap thing. Imagine how the cost might double when sudden changes on the guest list occur after printing tons of seating charts already.

QR codes and sustainability are always a pair; QR codes eliminate these expenses and also contribute to reducing paper waste, making them a practical and eco-friendly option.

Analytics and data collection

Dynamic QR codes are trackable, making them the perfect tool for organizers and planners to monitor guest behavior.

The number of scans can tell them how many guests have reached the venue and at what time, allowing them to prepare for the estimated number of guests on the way.

Where else can you use a seating chart QR code?

Apart from weddings, other events can benefit greatly from using QR codes. Check out the ones below:

Conferences and seminars

Scan seating chart QR code

Conferences and seminars usually have a long list of participants, and event staff must position all of them properly. They must make sure everyone gets their assigned seat.

Providing each of them with seating charts will cost a lot, so using a QR code that they can just flash on the screen before the event starts will surely save the day.

Here’s another idea, you can use a QR code for registration to also allow attendees to pre-register for the conference.

Banquet hall events

Banquet halls have always been perfect for galas and special parties because of their incredible space. The bigger the place, the more guests it can accommodate.

But here’s the problem: It’s also harder for event staff to assist guests to their seats.

However, placing a QR code seating chart at the entrance will allow guests to scan the code and locate their seats independently, reducing the organizing team’s workload.

Theater and performing art venues

Theater seating chart QR code

Plays and performances usually amass a huge crowd. Seating arrangements might be fine if the venue is not jam-packed, but imagine if contactless event registration is done ahead of time—seat reservations will fill the whole place.

It would be so chaotic to let everyone pick the seats independently.

Tip: Plan ahead and assign seats to each attendee, then show a QR code on the screen or at the main entrance for the audience to scan.

Since theaters already have numbered seats, it’s easy for attendees to find theirs according to their ticket number; using a QR code on tickets helps them identify if other attendees have already occupied their seats. 


Save a seat in style with QR codes

Make no room for guests fighting over a specific seat in the venue. No one wants a disastrous and unorganized event; it should be memorable and magical.

Plan ahead. Create a QR code seating chart that guests can easily access and follow. Remember, your top priority should be their comfort and enjoyment. And having QR codes to find designated seats can give just that.

But seating charts shouldn’t hurt your budget; get a QR code you can share instead. It’s 100% digital and guest-friendly. Plus, it’s got advanced features that will make event management a breeze.

Go to QR TIGER QR code generator today. Start creating your QR code and make your events a positive and memorable experience for all.

FAQs

How do you list names on a seating chart?

Depending on the platforms you’re using, the editing features should help you out with adding labels and names to your chart.

There are two ways to create an online seating chart for weddings and other events with names in it:

If you’re using the Landing Page QR code solution from QR TIGER, simply lay out the seating arrangements using shape images.

After that, you can add text anywhere on the design and even change the font style by tapping the font family button. 

You may also try using Canva. This free editing site lets you create your seating chart with guest names. Canva also offers free, ready-to-use seating chart templates.

How to create a Canva seating chart with a QR code?

If you want to print at least one seating chart for a souvenir and want a QR code in it, you can use Canva and its QR code integration.

Simply create an account on Canva and search ‘seating charts’ in the template section; all options will appear on display.

You can enable the QR code integration to Canva using the API key on your QR TIGER account. Once the integration is on, you can instantly add a QR code on your design straight from Canva—no need to shift tabs.

This integration is only available to the best QR code generator subscribers, so have an account with QR TIGER first.

Remember, you cannot create a QR code in Canva; you can only attach an active QR code from your QR TIGER dashboard.

brands using QR codes


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