"I want to collect photos from all the event attendees." When that's the goal, the simplest and most effective method is QR code photo collection. Attendees just scan a QR code with their smartphone and can upload photos on the spot.
In this article, we'll cover everything from preparation to day-of execution and follow-up for QR-code-based event photo collection.
How to Create a QR-Code Album
Creating a QR-code-enabled album on PicTomo is surprisingly simple.
Step 1: Create an Album
Tap the "Create Album" button on PicTomo's homepage. Just enter an album name and you're done. Using the event name makes it easy for attendees to identify — for example, "Sarah & Tom's Wedding Reception" or "2026 New Employee Welcome Party."
Step 2: Display the QR Code
After creating the album, a QR code is automatically generated on screen. This QR code contains the album URL. When attendees scan it, the album page opens directly and they can start uploading photos immediately.
Step 3: Print QR Flyers
PicTomo's "QR Flyer" feature creates flyers with built-in usage instructions. Two types are available — A4 poster and card size — to suit different event scales and venues. Print easily on a home printer or at a convenience store; no professional design software needed.
QR Code Placement Guide
The golden rule is "place in multiple visible locations." A single location means some people won't notice it. Place QR codes at multiple points along attendees' natural paths through the venue.
Reception / Entrance
The first place guests visit. Set up an A4 poster-style flyer on the reception table, or have staff hand out card-sized flyers. Awareness from the moment of arrival increases photo-taking consciousness throughout the event.
Tables
At wedding receptions and seated parties, placing card-sized QR codes on each table is highly effective. Guests can casually scan while seated, making it easy to upload food and drink photos. Pair them with table number cards to save space.
Near the Stage
Placing QR codes near the stage where toasts and entertainment happen encourages "capture and upload this moment" behavior. Position them where guests in nearby seats will naturally see them.
Photo Spots
If your venue has a designated photo spot, place the QR code right next to it. This creates the most natural flow — take a photo, then immediately upload. Adding a message like "Just shot? Upload now!" makes it even more effective.
Restroom Entrance
It may seem surprising, but restroom entrances and waiting areas get a lot of visibility. Guests visit multiple times during an event, catching people who missed the QR code elsewhere. Brief waiting moments provide a perfect scanning opportunity.
Using QR Flyers
PicTomo's QR Flyer feature offers two types for different needs.
A4 Poster Type
- Use for: Wall display, standing on an easel, placing at reception
- Benefits: Large QR code visible from a distance. Usage instructions displayed prominently
- Best for: Weddings, corporate events, school functions, and other larger events
Card Type
- Use for: Handing out to individual guests, placing one per table
- Benefits: 10 cards from a single A4 sheet. Pocket and bag-friendly size
- Best for: Smaller gatherings, table placement, tucking into seat assignments
Using both together is particularly effective. Display the poster at the reception area and distribute cards to each guest. This ensures QR code access throughout the event.
Supplement with Digital Sharing
Combining printed QR distribution with digital sharing further increases photo collection rates.
Share in Group Chats
If you have an event group chat, post the album URL there. Sending it the morning of or just before the event starts is most effective. Add a message like "Upload your photos to this album!"
Pre-Event Email
For corporate events or school functions, including the album URL in the advance notice email is effective. Telling attendees "We'll be collecting everyone's photos in this album" helps set expectations.
Individual DMs
For international friends who aren't on the same messaging app, send the URL through whatever platform they use — Instagram DM, WhatsApp, etc. Since PicTomo is browser-based, it works from any device.
Helping Guests Who Can't Scan QR Codes
QR codes are incredibly convenient, but not every guest will scan them smoothly. Consideration for elderly guests and those less familiar with smartphones is important.
Display the URL in Text
Print the album URL in text below the QR code. Even guests who don't know how to use a QR reader can type the URL directly into their browser.
Use Short URLs
PicTomo album URLs are relatively simple, but if you want to make them even shorter, URL shortening services are an option. A short format reduces manual typing errors.
Enlist Help from Others
Ask event staff or nearby guests to help with QR scanning when needed. A brief request like "Please help anyone who needs assistance with the QR code" goes a long way.
Summary
QR code photo collection is the simplest way to efficiently gather photos from all event attendees. The three keys to success are:
- Multiple placement locations: Reception, tables, photo spots — position along attendees' natural paths
- Combine digital and physical: Use both printed flyers and group chat/email sharing
- Be inclusive: Don't forget to support guests who may struggle with QR scanning
With PicTomo's QR Flyer feature, preparation is easy. At your next event, use QR codes to create a rich album filled with photos from every attendee's perspective.