QR Table Cards for Weddings: How to Design, Print and Place Them

How many cards you need

The rule: one card per table, plus two or three spares. Cards are generated with numbers starting from 1, so all you need is the table count from your floor plan. Then add one card for each spot where guests stand around for more than a minute: the coat check, the bar, the dessert table, the guest book.

Cards away from the tables can use the same design without a number — they're for collecting photos, not for the table game.

Cards download as PNG files — one at a time or the whole set at once, one file per table. Any online print shop will take the set as-is; most have an "invitation" or "oversized business card" template that matches directly.

Choosing a design

The card should match your stationery, not shout over it. There are more than a dozen ready-made styles — classic gold on cream paper, minimalist white with a hairline rule, dark navy-and-gold variants for evening venues, and watercolor illustrated frames. On top of that you can change colors, typeface and size for every line of text, and switch ornaments, the heart, the date and the secondary text on or off.

• Light, classic stationery — gold on cream or a botanical frame.
• Modern, minimalist wedding — white, a thin rule, strong typography, no ornaments.
• Dark evening venue — navy or black with gold reads better in low light than a pale card.
• Set color palette — match the accent color to it, but keep the area behind the code light.

What to write on the card

Short and specific. A guest reads the card for two seconds, in a noisy room, often after a few toasts.

Where and how to place them

• In a menu holder or an acrylic stand — a card lying flat under a plate is invisible.
• Closer to the center of the table than the edge, so everyone seated can reach it.
• Not behind the centerpiece or the candles. Decor usually wins, and then the card doesn't exist.
• One card per table is plenty for tables of up to ten. On long banquet tables, place one every six to eight seats.
• On round tables, a card standing upright works best — it's visible from every seat.

Venues get darker as the night goes on, and codes get harder to scan. If your room runs very dim, pick a light card variant — a dark background with a light code looks elegant but phone cameras handle it less reliably.

Always print a test card. It's the only way to know whether the code scans off that specific paper, at that distance, with that finish. Checking it on a monitor proves nothing.

Common mistakes

• One shared card at the entrance instead of per-table cards. You'll get photos; the table leaderboard will never start.
• Printing on gloss. Reflection off overhead lighting can make a code completely unscannable.
• A code that's too small. Below roughly 1 inch across, phones start struggling, especially in low light.
• A code printed over a dark photo or pattern. It needs a solid, light background.
• Placing cards without checking the numbers. Two cards reading 4 and none reading 9 guarantees a broken leaderboard.
• No spares. One card always ends up in a wine glass or under the cake.