Where should the QR code go at a wedding?
In three kinds of places: a small card on every table, one welcome sign where guests arrive, and one more where people stand around with their phones out, the bar or the photo spot. It is one code printed many times; every copy opens the same gallery, so count your tables and add three, and that is how many to print. Put them out before guests sit down: the first photos are taken in the first minutes at the table, and a card that arrives with dessert has missed them. The free plan takes 20 photos per guest with no limit on guests, so the cards cost you nothing but the printing.
What it costs
- Free: 20 photos per guest, kept 14 days from when you create the event
- Paid: $19.99 (£15.99 in the UK) per event for unlimited photos and videos per guest, kept up to 12 months
- One-time payment. No subscription and no fee per guest.
One QR code for the whole wedding, or one per table?
One. The code is the address of your event’s gallery, and every print of it, on table nine or on the welcome sign, opens the same page. So does the six-character event code typed at Eventphoto.io, and so does the plain link if you send it in a message. There is no table-nine album: you want one gallery for the whole day and one download at the end, and that is what one event gives you.
Two events would mean two galleries and two downloads, which is only worth it when two parties really are separate, a rehearsal dinner you want on its own, say. A wedding planner sets up one event per couple and prints the code for every wedding fresh, because each code opens exactly one gallery; the planner guide covers that side.
How many copies should I print?
Count the tables and add three: one card per table, plus the welcome sign, one for the bar and one for the photo spot. With eight to ten guests at a round table, a hundred-guest wedding is ten to twelve tables, so thirteen to fifteen prints. On long banquet tables put a card every six to eight seats, because a card at the far end of a table of thirty is a card nobody can read. Print two spares; cards get spilled on.
Size matters more than count. A code that works on a card read from arm’s length is too small for a sign read from across the bar; the size guide gives the rule and the numbers. The Eventphoto.io sign designer prints three formats for exactly these three jobs: a table card (~15 × 8.5 cm), A5 (14.8 × 21 cm) for the bar or the gift table, and A4 (21 × 29.7 cm) for the welcome easel.
What about the ceremony?
No sign at the ceremony. Phones are away, or should be, and a QR code on the aisle chairs reads as an instruction to get them out. If there is a printed program, a small code on the back with one line, “Add your photos from today”, is enough; nobody scans it during the vows, and that is fine.
The ceremony photos arrive anyway, because the code is the same all day and the event stays open long after it. A guest who took three pictures on the church steps scans the card at dinner and adds them then, or from the couch the next evening. The gallery is open for 14 days from the day a free event is created and 12 months from the upgrade on the paid plan, so the late photos have time. An unplugged ceremony works the same way: say on the program that you would like phones away, and let the code on the dinner table be the answer to “where do I send the ones I took afterwards?”.
The bar, the dance floor and the photo spot?
The bar is the best spot after the tables: a line, phones out, nothing else to do. An A5 card on the counter or a larger sign behind it, big enough to read across the counter. The photo spot, a backdrop, a booth or the flower wall, produces exactly the pictures you want most, so put the code where people look right after the shot, on a small stand beside it.
Not the dance floor. Nobody scans anything on a dance floor; they take the video, go back to the table, and that is where the card is waiting. The restroom mirror is the classic extra, and it works, because it is the one place every guest stands alone with a phone for a moment. If you use the digital guest book, on the paid plan, it lives inside the same gallery, so the guest-book table needs no second code, just the same card and a line asking for a message.
How do evening guests find it?
They walk past the welcome sign on the way in, which is why it stays up all night and does not come down after the ceremony. The table cards are still on the tables. The one thing worth adding for them is a sentence from the microphone once they have arrived: “The code on your table collects everyone’s photos, scan it and add yours, no app needed.” One line, once, when the evening guests have a drink in hand.
Print the six-character event code in large type under the QR code on every sign, for the guest whose camera will not scan: typed at Eventphoto.io, it opens the same page. If the event has a PIN, and it has one by default, print that too, in the same size; a sign with the code and no PIN sends people to find the host. The morning after, the host can send the plain link in the group chat for anyone who never got near a card.
When should the signs go up, and what about the morning after?
The table cards go out with the place cards, before the doors open; the welcome sign stands before the first guest arrives, at the ceremony entrance if the ceremony is on site, otherwise at the reception door. Whoever lays the tables, you, the coordinator or the venue, puts the cards out in the same pass. Give the venue the stack a day early with one line of instruction and it happens without you.
The morning after, one card on the brunch table. The day-after photos, the breakfast, the leftovers of the flowers, the two of you asleep in a chair, are the ones nobody else has, and the code still works. Then collect the cards with the gifts; the gallery does not need them any more. You get reminder emails before the event expires, and the download guide explains how to get everything out in one ZIP.
Placement questions, answered
Can I put the QR code on the invitation?
Only if the event will still be open when the invitation is scanned. A free event keeps its gallery for 14 days from the day it is created, so a code on invitations sent months ahead points at an expired event by the wedding. Put the code on the program, the table cards and the welcome sign instead, or upgrade: the paid plan ($19.99 (£15.99 in the UK) once) keeps the event for 12 months from the upgrade, long enough for the invitation, the website and the thank-you cards to carry the same code.
Does the sign need the PIN on it?
If the event has one, yes. A PIN is on by default when an event is created and the gallery asks for it the first time a phone opens the page; a sign that shows the code but not the PIN sends guests to the host to ask. Print the PIN under the QR code in the same size as the six-character event code, or switch the PIN off when you create the event if the venue is private enough.
Can the same code be used at the rehearsal dinner and the brunch?
Yes: one event is one gallery, and the code works from the moment the event is created until it expires, so a card on the rehearsal-dinner table and one on the brunch table send everything into the same place as the wedding itself. If you would rather keep the rehearsal dinner separate, create a second event; the free plan takes 20 photos per guest, so a small dinner costs nothing.
What if a guest cannot scan the code?
Print the six-character event code in large type under the QR code: typed at Eventphoto.io, it opens the same page, and so does the link if the host sends it in a message. Nothing to install on either route. A failed scan is usually a code printed too small or too far away; the size guide covers both.
Should the DJ or the MC announce it?
Once, after the main course, when phones are already out: “The QR code on your table collects everyone’s photos, scan it and add yours, no app needed.” Not before dinner (people are settling in) and not during speeches. One line, once; the cards do the rest of the reminding.
What should the card say?
One request, not a URL: “Scan to add your photos, no app needed”, your names, and the PIN if there is one. The sign designer lays this out at the three print sizes, table card, A5 and A4, in your colors, and gives you a print-ready file.