How to create a calendar event QR code
- Enter the event titleKeep it short and clear, e.g. "Summer Party at Mia's".
- Pick the start and endLeave the end empty for a one-hour event, or tick "All-day event".
- Add location and descriptionAn address in the location field becomes tappable in most calendar apps.
- Download and testScan with your phone: you should see "Add to calendar" with all details filled in.
How event QR codes work
The code contains a calendar entry in the iCalendar (VEVENT) format, the same standard used by Google Calendar, Apple Calendar and Outlook:
BEGIN:VEVENT · SUMMARY:Summer Party · DTSTART:20270612T190000 · LOCATION:… · END:VEVENT
When scanned, the phone shows the event details and an Add to calendar button. Commas, semicolons and line breaks in your text are escaped so the entry appears exactly as typed.
About time zones
By default the time is saved as "floating" local time: 7 pm stays 7 pm on every guest's phone, which is right for in-person events. For online events, choose a Time zone and the code stores the time in UTC, so guests in other countries see it in their own local time.
Where to use calendar QR codes
- Save-the-date cards and invitations: weddings, birthdays, reunions. See our wedding QR code page.
- Posters and flyers: concerts, markets, open days and sports fixtures.
- Schools and clubs: parent evenings, term dates, training sessions.
- Businesses: webinars, product launches, workshops and sales.
- Appointment cards: clinics, hairdressers and garages: give customers their next appointment as a code.
Compatibility
| Device | How it works |
|---|---|
| Android (camera / Google Lens) | Opens "Add to calendar" directly |
| iPhone camera | Recognized on recent iOS versions; some versions show the text first and users tap to add |
| Scanner apps | Most show an "Add event" button |
Because support varies slightly, it's a good idea to print the date and time in words next to the code as well. If you need guaranteed compatibility, upload an .ics file to your website and use a URL QR code.
Writing a good calendar entry
The calendar entry is what guests will look at on the day, so make it useful. Put the most important word first in the title ("Wedding – Anna & Tom" rather than "Our big day"), because calendar apps cut long titles short. Put the full street address in the location field. Most calendar apps turn it into a tappable map link and use it for "time to leave" alerts. Use the description for the details people will search for at the last minute: dress code, parking instructions, the door code or a phone number to call if they're lost. Keep it brief, though: every character makes the QR code denser.
Online events: choose a time zone
For webinars, live streams and calls with people in several countries, pick the Time zone you are planning in. The code then stores the start and end as universal time (UTC), and every guest's calendar shows the event at the right local time. Leave it on "Same clock time everywhere" for in-person events, where 7 pm should stay 7 pm.
| Event | Time zone setting |
|---|---|
| Wedding, party, concert | Same clock time everywhere |
| Webinar or online class | The organizer's time zone |
| Hybrid conference | The venue's time zone |
Troubleshooting
The event shows the wrong time. Check the time zone setting, and whether the guest's phone has the right time zone.
Only the text appears, no "Add to calendar". Some scanner apps don't support calendar codes. The phone camera and Google Lens do. As a fallback, put a link to an .ics file or an online event page next to the code.
Description cut off. Calendar apps show long descriptions fine, but every character makes the code denser. Keep the description to the essentials.
Combine with other codes
On an invitation, put the event code next to a location code for directions. For recurring events (weekly classes), link to an online calendar instead. A static calendar code always holds a single date.
Frequently asked questions
Which calendars does it work with?
Any calendar on the phone: Google Calendar, Apple Calendar, Samsung Calendar and Outlook all accept the iCalendar format.
How do I make an all-day event?
Tick "All-day event". For a multi-day event, set the end date to the last day of the event.
What time zone is used?
By default, the local time you enter: 7 pm shows as 7 pm on every phone, which suits in-person events. For online events, pick a time zone and each guest sees the event in their own local time.
Can I add a reminder?
Reminders are set by each person's calendar app (usually 30 minutes or a day before by default). The QR format doesn't carry reminders reliably.
Can I change the date after printing?
No, the date is stored in the code. For events that might move, link to an event page with a URL QR code instead.
Does the code expire?
No, although after the event date the entry simply becomes a past event.
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Last updated October 27, 2026 by the QR Code Haven team. Found a problem? Tell us.
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