Distributing Materials at Events and Meetings with QR Codes
Go Paperless and Slash Printing Costs and Prep Time
Every time people gather — for a seminar, a study session, a product launch, a large internal meeting, or a board meeting — printing handouts for every attendee, stapling them, and setting them on tables is exhausting work for the organising team. If figures change or a typo surfaces at the last minute, the cost and effort of reprinting throws everything into chaos. And when the event ends, a mountain of paper waste is left behind, which is a real problem from an environmental and SDG standpoint.
Digitising your document distribution with FS!QR doesn't just eliminate printing costs and prep time — it also gives you the flexibility to update materials at the last minute or even mid-event. For attendees, there's no heavy stack of paper to carry home; they can revisit everything on their smart device at any time. Both sides come out ahead.
Just Scan the Screen: A Distribution Flow That Guides Attendees Effortlessly
The biggest worry with digital distribution is that participants won't understand how to download and you'll lose time explaining. FS!QR addresses this directly with an intuitive, trouble-free distribution flow.
- Upload in advance: Upload the PDFs, handouts, and slides you want to distribute to FS!QR and generate a QR code.
- Post or project it at the venue: Project the generated QR code image large on the screen before the event starts, or print it on signage at reception, on table cards, or on attendees' name badges.
- Scan and view: Attendees simply scan it with their own smartphone or tablet camera as they sit down or check in, and the materials open on their device instantly. No special app installs or sign-ups are needed.
Last-Minute Updates? No Problem: A Dramatic Boost in Agility
"The handout had a critical outdated figure" or "slides were added at the last minute" — these situations are an everyday reality in event management. With paper it's too late to fix anything, but with digital distribution via FS!QR there's no need to panic.
If the content needs updating, simply revise the file, upload it to FS!QR with the same settings, and either adjust how you've shared it or swap in the new URL. The file attendees scan is instantly the latest version. No sticker corrections, no awkward verbal apologies — the inefficiencies that come with paper simply vanish.
Eliminate "I'll email it to you later" with Instant On-the-Day Sharing
A familiar scene: participants ask during or after the event to "send the slides later", leading to a task of collecting email addresses into a list for a mass send-out. Beyond the personal data risks this creates, it places a heavy administrative burden on the team after the event is over.
With FS!QR, it's as simple as projecting the "Download materials QR code" on the final slide. You can also include a link to a survey form (Google Forms, etc.) or your own service introduction URL on the download page, making it easy to guide attendees — while their interest is high — toward completing a survey or beginning a nurturing journey.
Information Control and Security: The Case for Time-Limited Sharing
Some materials you distribute may be sensitive — content you want to share only temporarily with event attendees, or that isn't strictly confidential but shouldn't sit on the public internet indefinitely.
The service deletes its records and stored files when the retention period ends; backups and copies saved on recipient devices may remain.