Quick answer: enter the event title, location, start and end time, and an optional description. The QR code holds a standard calendar event (iCalendar VEVENT), so most phones offer “Add to calendar” when they scan it. Print it on invitations, posters or tickets.
Why calendar codes reduce no-shows
People mean to save the date, then forget. When the event goes straight into their calendar, the phone reminds them – with the right time and address. That’s why event QR codes are popular on wedding cards, school notices, webinar slides and appointment reminders.
Filling in the details
- Title – what people will see in their calendar: “Sara & Ahmed – Walima”, not “Event”.
- Location – the venue name and town, or a meeting link for online events.
- Start and end – both are used. The time is stored as the local time you enter, so it shows correctly for guests in the same time zone.
- Description – dress code, parking or a ticket number; keep it short.
Phone support, honestly
Android camera apps and Google Lens show an “Add to calendar” action for event codes. On iPhone, the built-in camera reads the event in recent iOS versions; some older versions show the text instead, from which the details can be copied. For guests across time zones (an online conference), also print the time with its zone, such as “7 pm PKT / 2 pm GMT”.
Planning the timeline? The Date & Age Calculator counts the days to your event, and the time calculator adds up session lengths for a programme. Send guests to the venue with a location QR code on the same invitation.
How to create an event QR code
- Name the event. Use a title that will still make sense in someone’s calendar weeks later.
- Add the place and times. Fill in the venue, then the start and end date and time.
- Add a short description. Optional – dress code, gate number or a link.
- Test on your phone. Scan it and add it to your own calendar to check the time, then download PNG, SVG or PDF.
Send the same event as a calendar file
“Download .ics file” saves your event as a standard calendar file. Attach it to the invitation email or WhatsApp message; tapping it on a phone or computer opens Google Calendar, Outlook or Apple Calendar with the event ready to add – the same details as the QR code, for guests who received the invitation digitally.
All-day events
Tick “All-day event” for a sale weekend, a holiday or a deadline. The code then stores dates only, which calendars show as a banner across the day instead of a timed block. For a multi-day festival, set the end date to the last day – the tool adds the extra day that the calendar format requires.
Invitation cards: placement that works
- Bottom corner of the card, 2–2.5 cm, with the caption “Scan to save the date”.
- Pair it with a location code on the reverse side for directions.
- Use the card’s ink colour for the code (in Style) so it looks designed, not stuck on.
Checklist before printing invitations
- Date, time and AM/PM are right – add the event to your own calendar from the preview to check.
- The location is specific enough for maps: venue name and city.
- The description holds only what guests need on the day; details can change after printing.
- Print one test card and scan it with an iPhone and an Android phone.
Frequently asked questions
Which phones can add the event automatically?
Most Android phones and recent iPhones recognise calendar QR codes. Where a phone only shows text, the details can still be copied.
How are time zones handled?
The start and end are stored as local times without a zone, so they appear at that clock time in the guest’s calendar. Print the time zone too for international guests.
Can I add a reminder?
Reminders are set by each person’s calendar app (usually a default of 30 minutes or 1 day). They can change it after adding the event.
Can I add an online meeting link?
Yes. Put the meeting link in the location or description field.
Can one QR code hold several dates?
No. Make one code per event, or link to a web page that lists all the dates with a URL QR code.
What if the event is moved?
The code keeps the old time. Make a new code and tell guests about the change.
Can I download the event as a calendar file?
Yes. “Download .ics file” saves the event for email or messaging. It opens in Google Calendar, Outlook and Apple Calendar.
How do I make an all-day or multi-day event?
Tick “All-day event”, then set the first and last day. The code stores dates only, so calendars show it across the whole day.
Will guests get a reminder?
Their calendar app adds its usual default reminder (often 30 minutes or a day before). They can change it after saving the event.