A vCard QR code turns every name badge into a digital business card. An attendee points a phone camera at the badge, taps "Add to Contacts," and the wearer's name, title, phone, email, and website save in one step. No typing, no lost business cards. This guide explains what a vCard QR code is, what to include, and exactly how to format your attendee spreadsheet so Billy's Badges can generate a unique code for every badge in your order.
What is a vCard QR code?
A vCard is a standard contact-card format that every iPhone and Android phone understands. A vCard QR code stores that contact card directly inside the code. Because the information lives in the code itself (not behind a web link), it works without an internet connection, never expires, and doesn't depend on a third-party QR subscription.
Here is what the contact data inside a code looks like, using Billy's Badges as the example:
BEGIN:VCARD
VERSION:3.0
ORG:Billy's Badges
TITLE:Custom Event Badge and Lanyard Printer
TEL;TYPE=WORK,VOICE:+1-855-565-4375
EMAIL;TYPE=WORK:hello@billysbadges.com
URL:https://billysbadges.com
ADR;TYPE=WORK:;;1395 W Jeffrey Dr;Addison;IL;60101;USA
END:VCARD
You never have to write this code yourself. You fill in a spreadsheet, and we convert each row into a vCard and a print-ready QR code.
Why add vCard QR codes to event badges
- Faster networking: Attendees swap contact details in seconds instead of spelling out email addresses on a loud expo floor.
- Accurate contact data: Information comes straight from your registration list, so there are no typos from hand-copied business cards.
- Exhibitor and sponsor value: Booth staff can capture a visitor's details with a phone camera, no separate lead-retrieval app required.
- Less paper: Fewer printed business cards change hands, which supports your sustainability goals.
- No expiration: The contact card is stored in the code itself, so it keeps working long after the event ends.
How to set up your spreadsheet
We generate one QR code per row of your spreadsheet. Use the column headers below, in this order, and enter one attendee per row. If you're exporting from your registration platform, rename or rearrange the exported columns to match.
Step 1: Add these column headers
| Column header | What to enter | Required? |
|---|---|---|
| First Name | Attendee's first name | Yes, for personal cards |
| Last Name | Attendee's last name | Yes, for personal cards |
| Organization | Company or organization name | Recommended |
| Title | Job title | Optional |
| Phone | Work phone with country code, such as +1-855-565-4375 | Optional |
| Work email address | Recommended | |
| Website | Full URL starting with https:// | Optional |
| Street | Street address | Optional |
| City | City | Optional |
| State | Two-letter state or province code | Optional |
| ZIP | ZIP or postal code | Optional |
| Country | Country, such as USA | Optional |
Step 2: Fill in one row per badge
Here is a completed row using Billy's Badges' company contact. For a company card like this one, such as an exhibitor or staff badge, you can leave the name columns blank and the organization name becomes the contact name.
| Field | Example entry |
|---|---|
| First Name | (blank) |
| Last Name | (blank) |
| Organization | Billy's Badges |
| Title | Custom Event Badge and Lanyard Printer |
| Phone | +1-855-565-4375 |
| hello@billysbadges.com | |
| Website | https://billysbadges.com |
| Street | 1395 W Jeffrey Dr |
| City | Addison |
| State | IL |
| ZIP | 60101 |
| Country | USA |
In your actual spreadsheet, each field above is a column, and each attendee is a new row underneath the header row.
Step 3: Clean up the data before you send it
- One value per cell: Don't combine fields (such as "Addison, IL") in one cell, and don't merge cells.
- No line breaks inside cells: A hidden line break can split a contact card or break the code.
- Consistent phone format: Include the country code (+1 for the US and Canada) on every number.
- Full website addresses: Start every URL with https:// so phones recognize it as a link.
- Trim extra spaces: Stray spaces before or after text end up in the saved contact.
- Keep the header row as-is: Leave the header names unchanged so every column maps to the right field.
Step 4: Save and send the file
Save your spreadsheet as an Excel file (.xlsx) or a CSV file (.csv). If your list includes accented or non-English characters, save the CSV with UTF-8 encoding so names print correctly. Send the file along with your badge order, or email it to hello@billysbadges.com. We'll generate a unique QR code for each row and place it on the matching badge.
Heads up: A vCard QR code shares the wearer's contact details with anyone who scans it. Let attendees know during registration that their badge will include a contact QR code, and only include the fields they've agreed to share.
Design tips for QR codes on badges
Keep the contact card lean
Every field you add makes the QR code denser, and dense codes are harder to scan at badge size. Name, organization, email, and phone cover most networking needs. Add the website and address only if they're useful to the people scanning.
Size it for scanning
Plan for a QR code of at least 1 inch square, and closer to 1.25 inches if you include every field. A 4x6 badge gives you the most room to fit a scannable code alongside a large, readable name. Leave a clear white margin around the code so phone cameras can find its edges.
Place it where people can reach it
Put the code on the lower half of the badge, where it won't compete with the attendee's name, and where it's easy to scan while the badge hangs on a lanyard. Avoid placing it where a badge holder's slot or a folded edge could cut through it.
Pro tip: When your proof arrives, scan a few of the QR codes with both an iPhone and an Android phone before you approve it. Check that the name, email, and phone save correctly in the contacts app.
Turn every badge into a networking tool, and give your attendees one less thing to remember at your next event.
Frequently asked questions
What is a vCard QR code?
A vCard QR code is a QR code that stores a digital contact card. When someone scans it with a phone camera, the phone offers to save the contact, including name, organization, title, phone, email, website, and address.
Do vCard QR codes need an internet connection to work?
No. The contact information is stored inside the code itself, so a phone can read and save it without Wi-Fi or cellular service. That makes vCard codes reliable in convention centers with spotty signal.
Can every attendee have a different QR code?
Yes. Each row in your spreadsheet becomes its own vCard and its own QR code, which prints on that attendee's badge.
What file format should my attendee list be in?
Send an Excel file (.xlsx) or a CSV file (.csv) with one attendee per row and the column headers listed in this guide. Save CSV files with UTF-8 encoding if any names include accents or non-English characters.
How big should a QR code be on an event badge?
At least 1 inch square, and about 1.25 inches if the code includes every contact field. Keep a clear margin around the code so phone cameras can read it easily.
Can I leave some fields blank?
Yes. Only the name (or organization, for a company card) is needed. Blank fields are simply left out of the contact card, which also keeps the QR code smaller and easier to scan.