Email vs QR codes

Let's settle this: should you email your photo collection link or use QR codes at your event? The answer might surprise you. It's not about which one's better - it's about using both strategically. Here's what actually happens when you try each approach.

The Email Reality Check

You send out your photo collection link via email. Sounds foolproof, right? Here's what actually happens:

First, let's say you email 50 people. About 30 will open it within a week. Of those 30, maybe 15 will click the link. Of those 15, perhaps 10 will actually upload photos. That's a 20% success rate, and that's being optimistic.

Why so low? Your email lands between a credit card offer and a newsletter they forgot they subscribed to. Even with a compelling subject line like "Share your photos from Sarah's wedding!" it's competing with hundreds of other messages. The people who do open it might star it for later, then forget. Or they open it on their laptop but their photos are on their phone.

The QR Code Experience

Now imagine QR codes at your event. You put them on tables, near the photo booth, at the bar. People see them in the moment when they're actually taking photos. They're already holding their phone. One scan, and they're uploading.

But here's the catch: not everyone knows how to scan QR codes. You'd think by now it would be universal, but watch a room full of people try to scan one. Half will take a photo of it instead of scanning. Others will download a QR scanner app when their camera already does it. Some will ignore it entirely because they don't trust random codes.

What Hypothetically Works Best

Imagine you're running a 200-person corporate event. Here's what might happen with each method:

Email only: Send link Monday after the Friday event. By Friday, you might have 40 contributors. Send a reminder the next Monday, get another 20. Total: 60 people, 30% participation.

QR only: Codes everywhere at the event. You might get 50 people scanning and uploading in real-time. Another 30 might photograph the code to use later (but probably won't). Total: 50 people, 25% participation.

Both: QR codes capture the immediate enthusiasm. Email catches everyone else later. You might see 40 uploads during the event, then another 40 from the email follow-up. Total: 80 people, 40% participation.

The Timing Factor

QR codes work best during and immediately after your event. People are in the moment, phones in hand, taking photos. They see the code while waiting for drinks or between speeches. The friction is minimal - scan, upload, done.

Emails work best 2-3 days later. People have had time to review their photos, delete the blurry ones, maybe edit a few. They're at home on WiFi, not worried about data usage. They have time to browse through and select their best shots.

The Generation Gap

Here's something to consider: different age groups respond differently.

Younger guests (under 35) will likely scan QR codes without thinking twice. They're used to them for menus, payments, everything. But they might ignore emails entirely.

Older guests (over 50) might be suspicious of QR codes but diligent about emails. They'll print the email to remember it (yes, really) or forward it to themselves as a reminder.

Middle-aged guests (35-50) are your wildcards. They know both methods but might need prompting for either.

Making QR Codes Work

If you use QR codes, make them impossible to miss:

• Print them large (at least 4 inches square)
• Add clear instructions: "Scan to share your photos"
• Place them where people naturally pause
• Include them in the program or on place cards
• Have someone demonstrate during announcements

Consider this: "Everyone take out your phone! Open your camera and point it at the QR code on your table. You'll see a link pop up - tap it to share your photos with the bride and groom!"

Making Emails Work

For emails, timing and language matter:

• Subject line: "Your photos from [specific event]" beats "Photo sharing link"
• Send Sunday evening or Tuesday morning (avoid Monday chaos)
• Keep it short: link in the first line, instructions in three bullets
• Include a deadline: "Collecting photos until Friday"
• Make it personal: "Hi John" beats "Dear guests"

The Hybrid Approach

1. Display QR codes prominently at your event
2. Announce them during a moment when everyone's paying attention
3. Capture immediate uploads from engaged guests
4. Email the link 2 days later to everyone
5. Reference the QR codes: "If you didn't get a chance to scan the code Saturday..."
6. Send one reminder email a week later
7. Close the collection and download everything

Common Mistakes to Avoid

• Don't hide QR codes in corners where nobody looks
• Don't send emails while the event is still happening
• Don't use tiny QR codes that phones can't scan from normal distance
• Don't bury the link in paragraph three of your email
• Don't forget to test both methods before your event

The Bottom Line

Neither method is perfect alone. QR codes capture spontaneous sharing but miss people who need time. Emails reach everyone but get ignored in the inbox flood. Use both: QR codes for the immediate win, emails for the thorough follow-up.

Create your photo collection at warpbin.com - you'll get both a link and QR code, so you can test what works best for your crowd.