How to Make a QR Code for Your Wedding Seating Chart
Step-by-step guide to creating a QR code wedding seating chart your guests can scan on the day — no printing, no crowding, no last-minute reprints.
A wedding seating chart with a QR code replaces the traditional easel board with something guests can check from their phones — no crowding, no squinting at calligraphy in dim lighting. This guide walks you through exactly how to set one up using Venued.app, from your guest list to a printable QR code your guests can scan on the day.
What You'll Need Before You Start
You need two things: your confirmed guest list (names and table assignments) and a free Venued.app account. That's it. No design software, no QR code generator, no third-party tools.
Free plan covers: Up to 100 guests — enough for most weddings. If you're expecting more, the Pro plan removes the cap.
Step 1 — Create Your Event in Venued.app
Sign up at venued.app and create a new event. Enter your event name (e.g. “Sarah & James' Wedding”) and the date. Venued.app generates a unique event page your QR code will point to.
Pro Tip: Use your couple name or a phrase guests will recognise — it appears on the seat-finder screen when they scan.
Step 2 — Import or Enter Your Guest List
Add guests manually or import from a spreadsheet. Each entry needs a name and a table number. You can also add seat numbers and notes (menu choice, dietary requirements, a thank-you message) — these appear when the guest finds their name.
Importing from Excel or Google Sheets: Export your guest list as a CSV, then upload it directly. Venued.app maps columns automatically.
Last-minute changes: You can update names, swap tables, or add walk-ins right up to — and during — your reception. The QR code always serves the latest version. No reprinting.
Step 3 — Generate Your QR Code
Once your guest list is ready, go to the “Share” section of your event. Venued.app generates a QR code that links directly to your digital seating chart. Download it as a PNG or PDF — ready to print at any size.
Where to display your QR code:
- Printed on a small 5×7 standee card at the reception entrance
- On the back of ceremony programs distributed before the reception
- On table cards at the welcome drinks area
- Sent digitally to guests via WhatsApp or email before the event
Step 4 — Test It Before the Day
Scan your own QR code with a phone camera and search for a guest name. Confirm the table number shows correctly. Check on both iOS and Android if possible. No app download is required for guests — it opens instantly in the browser.
What guests see: A search bar. They type their name, see their table number immediately. Optional extra info (floor plan, menu, thank-you note) appears below.
Step 5 — Handle Day-of Changes in Seconds
A guest cancels at 11am on your wedding day. With a printed chart, that's a crossed-out name or a gap at the table. With Venued.app, open the dashboard on your phone, remove or swap the guest, and save. The QR code updates instantly — your other guests scan and see the correct arrangement.
No reprint. No stress. No moment wasted.
Why This Works Better Than a Printed Seating Chart
Traditional seating boards create a bottleneck at the reception entrance — 150 guests, one board, low lighting. The “squint and shuffle” wastes 10–15 minutes and delays your grand entrance and first course.
With a QR code seating chart, every guest checks their phone independently. No queue, no crowding. You get a smoother entrance, a faster first course, and guests who aren't frustrated before dinner even starts.
Ready to Create Yours?
Venued.app is free to start — no credit card required. Set up your wedding seating chart, generate your QR code, and share it with your guests in under 10 minutes.