A wedding seating chart QR code for guests
Guests find their name and table on their phone, and the plan can still change the morning of the wedding.
A wedding seating chart QR code opens your table plan on each guest's phone. List guests alphabetically with their table, save it as a PDF and print the code on a welcome sign. When a guest cancels on the day, upload the new plan and the same sign shows the change from the next scan.
Every guest finds their seat
A guest scans the welcome sign, finds "Hale, Robin" and walks straight to Table Willow.
How to set up a seating chart by scan
List guests A to Z
Sort by surname with the table name beside each one. Guests look for their own name, not for a table.
Save and upload
Save the list as a PDF with large text, choose the PDF type above and upload it.
Print the sign
Put the code on the welcome sign at a height people can scan standing, with "Find your table" above it.
Keep a printed copy
Leave one printed plan with the planner or at the bar for guests with a flat phone.
Worked example: a barn wedding with 110 guests
- The sign
- An A2 welcome board with the couple's names, the code 8 cm wide and the line "Find your table".
- The morning
- Two guests cancel and a cousin brings a partner. The couple uploads the updated plan at 9:00 from a phone.
- The arrival
- Guests scan in small groups while the drinks go round, and nobody queues at a crowded board.
Fixed or editable for a seating chart?
-
Fixed QR code (static)
A fixed code can only hold a link to a plan you host yourself, and the plan must stay at that address. It works if nothing will change.
-
Editable QR code (dynamic) Our pick for this job
An editable code hosts the plan and swaps it until the last minute, so we recommend it for weddings. A pass covers the day: $12 for 3 months, paid once.
Signs that guests scan
Big enough to read from the queue
A code of 6 to 8 cm reads from two metres, so guests can scan without stepping up to the sign.
Light where it stands
Evening receptions need a lamp or candlelight near the sign, because cameras struggle in the dark.
Match the stationery
Use the wedding colours for the frame, and keep the code dark on a light background.
Questions and answers
Before you print
- Is it free?
- Fixed codes are free: make as many as you like, download a PNG with no sign-up, and get every other format and print files with a free account. Editable codes come with a plan, a pass, Keep-alive or the 14-day trial.
- Can I change the link after printing?
- Yes, with an editable code. It holds a short link you control, so you can point the printed code somewhere new any time, and the next scan opens the new page. A fixed code keeps the link it was made with.
- Can I use my own domain?
- Yes. A custom domain is included on passes, from Starter, and during the trial. Starter covers one subdomain, for example go.yourbrand.com, and apex domains start on Pro.
- What happens if I stop paying?
- Editable codes work to the end of your paid period, and after a failed payment every code keeps working for 14 days. Turn codes back on within 12 months. Fixed codes keep working as long as their links do.
How do guests find their seat with a QR code?
They scan the sign, the plan opens, and they look up their surname in the alphabetical list. The table name sits right next to it.
Can I change the seating plan on the wedding day?
Yes, with an editable code. Upload the new plan from your phone and the printed sign shows it from the next scan.
Should the plan be sorted by table or by name?
By name. Guests know their own name, and an alphabetical list finds it in seconds. Add a second page by table for the venue staff.
How big should the code be on a welcome sign?
About 6 to 8 cm wide for scanning from one to two metres. Leave a clear white border around it.
Do older guests manage the scan?
Most phone cameras read codes without an app. Keep one printed plan at the entrance or with an usher for anyone who prefers paper.
Seats sorted, sign printed
Upload your seating plan and print the welcome sign, ready for last-minute changes.