5 Common Event Pass Mistakes (And How to Avoid Them)

Even experienced organizers make preventable mistakes when setting up digital passes. Here are the five we see most often — and how to avoid them.

Mistake 1: Testing the Scanner on Event Day

Never set up and test your QR scanner for the first time on the day of the event. Do a complete dry run 24 hours before:

Mistake 2: Using a Dark QR Code on a Dark Background

If your pass background is dark navy and your QR code renders in black, scanning will fail under dim lighting. Always use a white background behind the QR code block. PassNexus automatically wraps QR codes in a white container — but if you override CSS, be careful.

Mistake 3: Not Having a Backup Plan

Technology fails. Have a contingency:

Mistake 4: Underestimating the Peak Rush

Most events see 60% of their total attendees arrive in the first 15 minutes. Run the math: if 200 people arrive in 15 minutes, you need to scan roughly 13 people per minute per station. Scale your scanner stations accordingly.

Mistake 5: Forgetting to Tell Attendees to Download Their Pass

Automated emails go to spam. Remind attendees in a follow-up message 24 hours before the event: "Open your pass email and screenshot your QR code before you arrive." This one message dramatically reduces on-site confusion.