How to print a QR code sign that guests actually scan
The code is only half the job. The other half is size, paper and where the sign stands. Here is what works in wedding venues, gardens and restaurants.
Which size to choose
A6 is enough for a table. The code comes out at about 4 cm (1.6 in), comfortably above the practical minimum of about 3 cm (1.2 in). The card fits a standard table number frame or stand and leaves room for plates.
Go for A5 where guests look from further away: the bar, the dessert table, the guest book or the photo booth. Put the A4 poster at the entrance, on an easel or next to the seating chart. A simple rule: a code can be scanned from roughly ten times its own width.
Paper and printing
Matte card stock of 250-300 gsm works best. Glossy paper and glossy lamination reflect the venue lights, and a glare spot on the code can stop it from scanning. If the card goes into a frame with glass, test-scan it through the glass before the day.
In the print dialog, turn off "fit to page" and print at 100%. If your printer only takes A4 or Letter paper, print the card at actual size and trim it. The Evening design has a dark background and uses a lot of ink on an inkjet printer. For a dozen or more tables, a local print shop is usually cheaper and neater: bring them the PDF or PNG.
Where to put the signs
Guests scan what is in front of them at the moment they have their phone in hand. That is why one card per table works better than one big poster in a corner.
- One card per table, visible from every seat, not hidden behind the flowers.
- A poster at the entrance or by the seating chart, so guests hear about the album right at the start.
- Extra cards at the bar, the photo booth and the guest book.
- Good light. In candlelit dimness a phone may not pick up the code.
- A quick reminder from the DJ or host after the first dance does more than another sign.
Test-scan before you print
Five minutes of testing saves a lot of stress on the day. Always do this before printing the full set.
- Scan the code from the screen with two different phones, ideally an iPhone and an Android.
- Open the link on a phone where you are not logged in. That is what your guests will see. For a Google Drive folder, check the sharing settings.
- Print one test card and scan it from the distance of a guest sitting at the table.
- Make sure the link will still work on the day and for a few weeks afterwards.
Frequently asked questions
Is this template really free?
Yes. Creating, printing and downloading the sign costs nothing, needs no account and adds no watermark. Make as many versions as you like.
Will the QR code ever expire?
No. It is a static code: your link is stored in the code itself, with no redirect through us. It works for as long as the link itself works.
Can I use a Google Drive folder link?
Yes, the code can point to any link. Keep in mind that the folder has to be shared with anyone who has the link, and adding files to Google Drive usually requires signing in to a Google account. Check it on a phone before you print.
How big should a QR code on a table be?
At least about 3 cm (1.2 in). On the A6 card from this template the code is about 4 cm (1.6 in), on A5 about 6 cm (2.4 in) and on the A4 poster about 8 cm (3.2 in).
Is anything I type sent to your server?
No. The link, the text and the finished code are created only in your browser. The page does not send or store any of it.