A beautifully designed digital menu means nothing if a guest cannot find the QR code, cannot scan it, or does not understand what it is for. Placement is not a minor logistical detail — it is the very first interaction a guest has with your digital hospitality. Get it wrong and the menu might as well not exist. Get it right and the QR code becomes an invisible, frictionless gateway to everything you have built.
This guide covers every environment where QR codes are deployed in the hospitality industry: table surfaces, bar and counter positions, outdoor dining, takeaway packaging, drive-through formats, digital signage integrations, and the ongoing maintenance that keeps every code reliably scannable. Each section addresses material choices, sizing standards, angles, lighting considerations, and the psychological cues that help guests understand what to do before they even read a word of instruction.
Whether you run a 10-seat neighbourhood cafe, a 200-cover hotel restaurant, or a busy quick-service counter, the principles in this guide apply. The specifics vary, but the goal is always the same: every guest, at every touchpoint, should be able to open your menu in under five seconds without assistance.
Tables are where the vast majority of QR code interactions happen. For a seated restaurant, this is your primary deployment surface, and it deserves the most deliberate thought. Three variables control table placement effectiveness: the physical medium you use, the size of the code, and the angle at which it is presented.
The medium your QR code lives on determines how long it lasts, how professional it looks, and how easy it is to keep in good condition. Each option has distinct trade-offs.
Acrylic table tents and stands are the gold standard for most restaurants. A free-standing acrylic holder presents the QR code vertically, at a consistent angle, at a height that is immediately visible to a seated guest. The code is protected from spills by the enclosure, and replacing the insert when codes change or prints degrade is trivial — slide out the old card, slide in a new one. Frosted acrylic diffuses light beautifully and avoids the glare that can make glossy surfaces hard to scan under certain lighting conditions. Expect to pay £3 to £12 per stand; for a 50-cover restaurant this is a one-time investment that will last for years.
Laminated card stock is the most economical option and works well in casual settings. A well-laminated A6 or A5 card with the QR code and your branding can look entirely professional. The risk is edge wear — corners peel, surfaces accumulate grease, and a QR code with even 20% of its surface obscured may fail to scan. Use matt lamination rather than gloss to reduce reflections under restaurant lighting. Replace these cards proactively every three to four months regardless of visible condition; the ink on laminated cards can fade in ways that are not visible to the human eye but render the code unreadable to a phone camera.
Stickers applied directly to the table surface offer permanence and eliminate the problem of QR holders being moved, knocked over, or stolen. A well-produced vinyl sticker under a clear epoxy coat is virtually indestructible and stays scannable for years. The downside is inflexibility: if your menu URL or QR code changes, you are re-stickering every table. Scan2Order generates stable, permanent URLs for each venue, which mitigates this risk — your code does not need to change unless you fundamentally restructure your venue. Position the sticker in the center-rear of the table surface, where it is visible to seated guests without obstructing plates and glasses.
Engraved or resin-inlaid table inserts suit premium dining environments where a laminated card would feel out of place. A QR code laser-engraved into a solid wood block, or cast into a decorative resin table inset, communicates permanence and intentionality. These are harder to damage, impossible to misplace, and align with a high-design aesthetic. The cost per unit is higher (£15 to £60 depending on materials and craft), but for a fine dining or boutique hotel context, the investment is clearly justified.
QR code size is a technical constraint, not a design preference. Below a certain size, standard smartphone cameras struggle to decode the pattern reliably, especially on older devices or in low light. The minimum viable size for a QR code scanned from a seated position — typically 30 to 50 cm away — is 3.5 cm × 3.5 cm. However, 3.5 cm should be treated as the absolute floor, not the target. The practical recommendation for table placement is 5 cm × 5 cm to 8 cm × 8 cm.
A code in this size range can be decoded reliably by virtually any smartphone manufactured in the last eight years, at a distance of 20 to 80 cm, in light conditions ranging from comfortable restaurant ambience to dimly lit bar settings. Below 3.5 cm, scanning success rates drop sharply on older devices and in low light. Above 8 cm, there is no additional reliability benefit for table applications, though a larger code is more visually prominent and harder for guests to overlook.
When generating your QR code in Scan2Order, always download the SVG or high-resolution PNG version. Never scale up a small raster image — pixelation makes the code unscannable. An SVG scales infinitely without quality loss, giving you a single file that works whether you need a 5 cm table print or a 1.5 m entrance banner.
The angle at which a QR code faces a guest matters more than most people realize. Flat codes lying horizontally on a table surface require a guest to hold their phone directly overhead — an awkward posture that many guests find unintuitive. A code tilted toward the guest at a 45-degree to 75-degree angle allows natural, comfortable scanning from a seated position with the phone held at arm's length in front of them.
Table tent stands typically achieve this angle automatically through their geometry. If you are using flat stickers or placemats, the horizontal position is unavoidable — compensate by including a clear illustration of a phone held above the code with a scanning icon, which prompts the correct behaviour without any text instructions required.
For tables that seat guests on multiple sides — round tables for four or six — either use a taller central stand visible from all sides, or use multiple QR codes (one per place setting) to ensure every guest has equal access. Scan2Order allows you to generate multiple codes pointing to the same menu, so there is no operational complexity in having several per table.
Bar and counter environments present different challenges from table settings. Guests are often standing, the lighting is frequently lower, and the counter surface is covered with bottles, glasses, and equipment that compete for visual real estate. The standard table tent approach often fails in this context because it gets moved, knocked over, or buried under bar paraphernalia.
A QR code mounted at counter level, flat on a bar surface, will be ignored by most standing guests whose natural eye level is 30 to 60 cm above it. For standing guests, the optimal QR code position is between waist and chest height — roughly 90 to 115 cm from the floor. A small sign affixed to the front face of the bar at this height, facing outward toward where guests stand, achieves near-perfect visibility without any counter clutter.
For seated bar stools, treat the bar like a table. A small angled holder on the bar top, positioned at each stool pitch (typically 60 to 70 cm center-to-center), gives each guest their own immediate access point. Where bar stools are close together and a one-per-stool approach looks cluttered, place codes every two seats and rely on the short scanning distance for reliable results.
In bars with a clear visual line to the back bar or back wall, a QR code mounted prominently behind the bar — large enough to scan from a distance of 1 to 2 meters — works exceptionally well. Guests spend significant time looking at the back bar while waiting for service, and a code at this position captures attention during that natural dwell time. Size the code at a minimum of 15 cm × 15 cm for this application; at 1.5 m distance, anything smaller becomes unreliable on most devices.
In quick-service, counter-order environments, QR code placement serves a slightly different purpose: reducing queue friction by letting waiting guests preview the menu before reaching the counter. Mount codes at the start of the queue line, not just at the counter itself. A guest who arrives at the counter already knowing what they want can order in 15 seconds. A guest encountering the menu for the first time at the counter takes 45 to 90 seconds. That difference adds up enormously across a busy service period.
At the counter itself, a QR code on a small stand next to the till gives guests access to the full digital menu for items beyond what fits on overhead boards. This is particularly valuable for venues with extensive menus or detailed allergen information.
Outdoor dining environments expose QR codes to challenges that indoor settings do not: direct sunlight, rain, wind, temperature extremes, and ambient lighting that ranges from bright afternoon glare to dark evening conditions.
Laminated paper is not suitable for unprotected outdoor use. In wet or humid conditions it warps and lifts; in direct sunlight the laminate clouds and the ink fades within weeks. For outdoor placements, use one of these durable approaches:
Bright midday sunlight creates a paradox: visibility is excellent, but glare on reflective surfaces makes scanning impossible. A QR code on a glossy surface in direct sunlight becomes a mirror. Use matt or matte-finished surfaces exclusively for outdoor QR codes. The slight reduction in contrast that a matt surface produces is far outweighed by the elimination of glare.
At the other extreme, poorly lit evening terraces present the opposite problem. QR codes need ambient light to be read by a phone camera. A code in deep shadow is effectively invisible. Position codes under terrace lighting rather than in its shadow. For venues with significant evening outdoor trade, add small illuminated sign holders that backlight the QR code from behind, keeping them readable even in very low ambient light.
Free-standing table tents at outdoor tables will blow over at the first sign of a breeze. Weight the base with sandbags, adhesive putty, or a heavy integrated base. Alternatively, use flat surface-mounted codes that cannot be displaced. A weatherproof sticker or a resin-embedded tabletop code is inherently stable and requires no wind management strategy.
QR codes on takeaway packaging extend your digital menu into the guest's home and create a powerful re-engagement mechanism. A guest who ordered delivery or collected takeaway and enjoyed the food has the reordering impulse at the moment they are eating. A QR code on the packaging, visible during the meal, captures that impulse when it is strongest.
The most effective placement depends on the container type:
A code on takeaway packaging should not simply replicate the in-dining menu unchanged. Consider tailoring the landing experience for the takeaway context: a reorder shortcut surfacing the most popular items, a delivery or collection booking option, a loyalty programme sign-up, or a next-visit incentive. The goal is converting a one-time takeaway customer into a returning one. Every element of the takeaway experience is an opportunity to extend the relationship beyond the single transaction.
Drive-through QR code placement has grown significantly as digital menus have expanded beyond sit-down dining. The constraints are severe: a guest in a vehicle has a 3 to 8 second window to scan a code while stationary or moving slowly, they may be scanning through glass, and the phone-to-code distance varies widely by vehicle type.
Standard table-size QR codes are completely inadequate for drive-through applications. At a typical vehicle-to-menu-board distance of 1 to 2.5 meters, the code must be at a minimum 20 cm × 20 cm, and 30 cm × 30 cm is strongly preferred. At this size, most modern smartphones can decode the pattern reliably through a car window at 1 to 1.5 m distance.
Test your drive-through code from inside multiple vehicle types — a low sedan has a very different window-to-board geometry than a high-cab pickup truck or an SUV. The scanning sweet spot must be accessible from driver height in both high and low vehicles, which typically means positioning the code at a height of 130 to 160 cm from the ground.
The most effective drive-through QR code placement is within the physical menu board itself, positioned in the lower third where it does not obscure menu content. Include a clear call to action: "Scan for full menu and allergen info" or "Scan to see today's specials." This frames the code as additive to the board, not a replacement for it.
For venues with digital menu boards, a QR code incorporated as a persistent corner overlay means it is always on-screen regardless of what content is rotating. Dynamic boards can also display the QR code at full screen during the queue pre-ordering position and reduce it to a corner element when the guest is actively at the speaker.
Modern hospitality venues increasingly use digital signage — large screens, interactive kiosks, and lobby displays — as primary communication surfaces. Integrating QR codes into these formats unlocks use cases that static print can never achieve.
A QR code on a lobby display, visible to guests before they are seated, primes the ordering experience. Guests who have browsed the menu during the wait arrive at the table ready to order, reducing service time and increasing order confidence. Position the code in the lower-right or lower-left corner of the screen at a size of at least 15 cm × 15 cm on a typical 55-inch display, with the prompt: "Browse our menu while you wait."
For venues using table-side tablets or interactive kiosks, a QR code displayed on the screen allows guests to transfer their session to their personal device. Many guests prefer browsing on their own phone rather than a shared venue device — a "Continue on your phone" option with a QR code eliminates the hygiene concern of shared touchscreens and improves the browsing experience significantly.
A common mistake with digital signage is placing QR codes within rotating content slides where the code is only visible for 5 to 10 seconds before the slide changes. A guest who notices the code and attempts to scan during a slide transition will fail every time. QR codes on digital signage must either be persistent on-screen — a fixed corner element that never disappears — or given a slide dwell time of at least 30 seconds so guests know they have time to complete the scan.
QR codes degrade over time in ways that are not always obvious to the naked eye but are decisive for scanning reliability. A maintenance discipline is as important as initial placement quality.
QR codes include built-in error correction that allows them to be decoded even when up to 30% of the code pattern is obscured or damaged. In practice, once damage or obstruction exceeds 15 to 20%, unreliable scanning begins. Do not wait until a code is clearly damaged to replace it. Build a monthly visual inspection into your maintenance routine: look for fading, scratches, peeling edges, moisture damage, or grease accumulation anywhere within the code pattern.
Once per month, scan every QR code in your venue using three different devices: a current-model flagship smartphone, a mid-range Android device from two to three years ago, and an older iPhone from the same era. Scan in your worst-case lighting conditions — typically the dimly lit corner of your venue during evening service. Any code that fails to scan on the mid-range device in these conditions must be replaced immediately, not at the next convenient opportunity.
Physical replacement of a QR code costs time and money. The most expensive scenario is one where the URL the code points to changes, requiring the replacement of every code in your venue simultaneously. Scan2Order uses stable, permanent URLs tied to your venue account. Your menu URL does not change when you update items, add languages, or modify your menu structure. This means the QR codes you print today can be used indefinitely, with the menu updating in real time behind the stable URL — transforming QR codes from a consumable that needs frequent replacement into a piece of permanent infrastructure.
Your front-of-house team interacts with every QR code multiple times per service. Train them to notice and report codes that look damaged, have been covered by something, or have been removed. A five-minute briefing at the start of each month builds this habit. A simple shared log — a note in your team chat channel is sufficient — where staff can flag a specific table or location, with one person per shift designated to check the log and replace any reported codes before service begins, is all the system you need.
Whether you are setting up QR code placement for the first time or auditing an existing deployment, this structured walkthrough ensures comprehensive coverage.
Document every issue found during the walkthrough with a photo and a specific corrective action. Set a deadline for each correction — no issue should remain unresolved for more than 48 hours. After the initial audit, schedule a lighter repeat audit quarterly. The physical environment of a restaurant changes constantly: furniture moves, lighting is adjusted, new decor is added. What worked last season may not work today.
QR code placement is a strategic discipline, not a checkbox. Every surface, every angle, every material choice, and every maintenance decision shapes whether a guest finds the menu effortlessly or abandons the attempt. The venues that execute placement well share a common trait: they approach it from the guest's perspective, walking through every possible interaction point with a phone in hand, testing relentlessly, and treating code condition as an ongoing operational responsibility rather than a one-time setup task.
Start with your primary table placement. Make it large, well-positioned, and well-maintained. Then expand to bar, counter, outdoor, and takeaway contexts as your operation demands. Integrate with digital signage where you have it. Build the inspection habit into your monthly routine. Done well, your QR code placement becomes invisible infrastructure — something guests use naturally and effortlessly, which is exactly what great hospitality infrastructure should be.
A static digital menu is a missed opportunity. This guide shows you exactly how to use seasonal rotations, photography schedules, analytics-driven updates, and A/B testing to keep your menu working harder every single month of the year.
A practical guide to getting your front-of-house team genuinely on board with a digital menu rollout — covering resistance management, hands-on training, scripted guest responses, and building a culture of continuous improvement from the floor up.
A practical, numbers-driven guide to calculating the true return on investment when your restaurant, cafe, or bar moves from printed menus to a digital QR system — covering printing costs, staff time, upsell revenue, and more.
Start your free 14-day trial today — no credit card required
Consultez notre politique d'utilisation des cookies pour en savoir plus.
Essential
Session, security & basic functionality. Always active.
Analytics
Google Analytics & usage statistics to improve our service.
Preferences
Theme, language & personalization settings.
Third-party
Stripe payments, embedded content & external services.
