Run a QR Campaign for a Pop-Up Event

Use this workflow for a market stall, trade show, retail activation, product launch, or other event where posters and counter cards need to move shoppers into a useful mobile journey.

The example is an apparel merchant selling a limited bundle at a weekend pop-up. A poster should open a ready cart during the event and send late visitors to the normal collection afterward.

One Week Before the Event

Define the offer and the operational owner before designing the poster.

1. Choose the exact product or bundle, variants, quantities, and existing Shopify discount code.
2. Confirm the products are published and available for sale.
3. Choose the destination shoppers should receive after the event closes.
4. Create one parent campaign and a named placement for each physical use, such as entrance poster, fitting-room card, and checkout-counter sign.
5. Set each placement category to event and use names that match the team's setup plan.

Separate placements let the merchant compare where attributed QR visits arrived without creating a different destination strategy for every sign.

Before Sending Signs to Print

Review each exact placement that will be printed.

• Run a configuration check and resolve broken or attention findings.
• Review the artwork at its final dimensions and viewing distance.
• Keep enough quiet space and contrast around the QR code.
• Print a proof and test it with several phones.
• Test on venue Wi-Fi and mobile data when possible.
• Complete a real ready-cart journey and confirm the discount behaves as expected.

The entrance poster and small counter card may need different artwork sizes even when they share the same campaign destination.

Set the Event Lifecycle

Use the campaign schedule for the planned opening and closing times. Configure a before-start fallback if signs may be visible during setup, and an after-expiry fallback for signs that might remain online or appear in event photos later.

The store home page, a current product, or another saved destination can provide a useful late-visitor experience. The public address printed in the artwork should not need to change.

If the event might extend, assign one person permission to update the schedule and verify the fallback. Record the timezone in the event runbook so opening and closing decisions are unambiguous.

Opening-Day Check

Before doors open:

1. Confirm the campaign is in the expected lifecycle state.
2. Scan every installed sign from its actual position.
3. Confirm the placement is marked as printed and in use.
4. Check inventory, variant availability, and discount eligibility again.
5. Give event staff a simple escalation path for a broken journey.

Do not ask floor staff to diagnose campaign configuration. Give them the placement name and a contact who can open the FlashWombat campaign in Shopify admin.

Monitor Without Distracting the Event Team

A simple operations workflow can notify the campaign owner when a deployed placement first enters a broken health state. Another workflow can create a lightweight review task at a relevant attributed visit milestone.

These workflows must be created and activated by the merchant in Shopify Flow. Add conditions for placement category and deployment state so draft signs do not generate the same response as material already installed at the venue.

Milestone counts are attributed, non-bot URL visits. They are useful engagement signals, but they are not unique attendees, proven camera scans, completed checkouts, or orders.

Handle Common Event Changes

Event change	Recommended response
A featured variant sells out	Change the destination to an available product, bundle, or collection, then test the installed sign again.
The discount stops working	Correct the Shopify discount or remove it from the destination, then complete another shopper test.
The event runs longer	Extend the schedule and confirm the after-expiry fallback still matches the final close time.
One sign is damaged	Replace that placement's artwork without creating a new parent campaign unnecessarily.
The campaign becomes unavailable	Use the placement name and health details to review the campaign; provide a safe fallback while the issue is resolved.

Close the Event

At the planned close:

1. Confirm that late visits reach the intended after-expiry destination.
2. Remove physical signs and mark their placements retired when they are no longer in circulation.
3. Keep placements active or archived according to the team's reporting needs; do not delete them only to tidy the list.
4. Review visits by placement to compare where the campaign received attention.
5. Record what should change before the next event.

Use directional checkout activity as supporting evidence, not exact order or revenue attribution. Shopify order reporting remains the source for actual orders.