Wi‑Fi QR Playbook for Hotels and Events

Last updated: December 11, 2025 — See all guides at /guides/

This playbook covers everything you need to deploy Wi‑Fi QR codes for hotels, conferences, weddings, and large venues. It includes network setup, password rotation, signage, and staff workflows.

1) Network design for guests

Use a dedicated guest SSID

Never expose the main staff network. Create a guest SSID/VLAN to isolate visitors from internal devices and POS systems.

Choose WPA2/WPA3

Use WPA2 or WPA3 Personal. Avoid open networks unless required for a captive portal.

Decide rotation cadence

• Hotels: weekly or bi-weekly rotations reduce long-term access.
• Events: rotate per event or per day for multi-day conferences.
• Weddings: a single event passphrase is fine, but rotate after the event.

2) Create the QR correctly

1. Enter the exact SSID and password (case-sensitive).
2. Select WPA/WPA2/WPA3 or Open as appropriate.
3. Use error correction M or Q; raise to H if you add a logo.
4. Export 800–1200 px for print or 300–600 px for screens.

3) Signage and placement

Hotels

• Lobby: A4 poster behind the front desk and near elevator banks.
• Rooms: a small card on the desk or nightstand (avoid glossy lamination).
• Conference rooms: table tents at each entrance.

Events and conferences

• Registration desk: large poster with QR and fallback text.
• Main hall: signage at entrances and refreshment areas.
• Session rooms: a small QR on slide deck opening slide for overflow.

Always include a small fallback (SSID + password) for accessibility and devices that prompt confirmation.

4) Staff workflow

1. Assign an owner to the guest SSID and password rotation.
2. Store the QR PNG in a shared folder with the date in the filename.
3. Keep a print template (table tent/poster) so reprints are quick.
4. After rotation, remove old signage immediately.

5) Troubleshooting at scale

Guests can scan but can’t join

• Confirm the security type matches the router (WPA2 vs WPA3).
• Ensure the password is correct and updated on all printed signage.
• Test on one iOS and one Android device before opening to guests.

QR won’t scan in some lighting

• Increase contrast and quiet zone; avoid reflective frames.
• Move signage away from glare or bright spotlights.
• Increase QR size for large rooms or long viewing distance.

6) Quick checklist

• Guest SSID enabled and isolated from internal network.
• Password rotation scheduled and documented.
• QR exported at the right size with clear margins.
• Signage placed at guest touchpoints.
• Old signage removed after rotation.

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