A Graphic Recorder (Visual Note Taker) brings an almost magical level of engagement to your event. Integrating their presence is a sure way to maximize the investment you made to have them on site. So, where do you place them?

While there is not one answer to this question, here are a few things to consider when deciding where to place your Graphic Recorder:
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• Place the GR in a location that is easily visible to the majority of the audience allowing as many people as possible to see, visual learners will appreciate this.
• Maximize the value of Graphic Recording, allowing the audience to watch the art unfold is a critical part of the process.
• Inform the speaker in advance there will be a Graphic Recorder there to support their presentation.
• Consider that if you place the GR at the back of the room, it can be distracting for the speaker to watch turning heads in the audience.
• While your GR will be listening intently, make sure they also have line of site to any information that is being projected onto a screen.
• A well lit area is important. Highly produced events may using a lot of moving lights, black lights (which cause color shifts), and pulsating lights. Be sure your AV crew is aware the GR will need clip on lights or portable lights for their work area, and quality sound.
• Consider proximity to loudspeakers, and provide the GR with a location that has strong acoustics - also know that being placed in front of speakers can be painful for your GR. If the GR is on-stage, an audio monitor may be a necessity. 
• If the venue is natural light-filled, consider the movement of the sun throughout the day and where it might be problematic.
• Your GR may need a small side table to set their art supplies, a chair, and an area for extra supplies such as paper rolls and foam board. 
• Consult with your GR before the event. A few camera phone shots of the venue can be very helpful to launch a discussion of the options for their placement.

The terms “Graphic Recorder” and “Graphic Facilitator” tend to get used interchangeably, which can be confusing, there is a difference though:

Graphic Recorder (GR)
The Graphic Recorder is a passive presence in the room, drawing what they hear. When I am Graphic Recording I am listening intently to the conversation or presentations; I am  very present in this state of observation and deeply focused. The GR may create a single drawing that synthesizes major themes and connections, or many detailed drawings throughout the event. Other terms that are often used to describe a Graphic Recorder are: visual note taker, graphic note taker, scribe, graphic scribe, visual scribe.

Graphic Facilitator (GF)
​A Graphic Facilitator takes an active role in the room. The GR works alone or as part of a team to create a group process. They may create templates as part of the process, and they will use a variety of visual tools (such as stickies, multiple charts to gather input, templates to guide processes, visualization cards) as part of the group exercises. This sample shows a template designed by the facilitator and the Graphic Facilitator working in partnership, for a group process. Also shown is the template after the group worked their way through interactive processes that had them working individually, in pairs, and small groups.

The World Café framework is often customized, and kudos if you are considering hiring a Graphic Facilitator/Graphic Recorder (GF/GR) to document your session. It is powerful validation for participants to see their words written and illustrated. In addition to providing affirmation, it provides a written record providing assurances that their contributions will stay part of the dialogue long after the end of the World Café.

Some things to consider when working with your GF/GR:

• Bring them into the planning conversation as early as possible.
• Plan on placing them in a prominent location, ask them how much space they will need.
• Include them in agenda changes as they unfold during your planning process.
• Provide them with a printed version of the final agenda when they arrive.
• If they will be creating multiple graphics during the session, consider in advance where the work will be hung.
• Plan to introduce them to the group and allow them an opportunity to briefly explain their role.
• Consider the acoustics in the room, the GF/GR needs to hear what is unfolding in order to capture it.
• Consider that many people are not comfortable using an AP system or speaking in front of groups, build plenty of time in your agenda for the report outs so folks won't feel rushed, let them know in advance the amount of time they will have to speak.
• Allow the GR the opportunity to remain in the space after the event to fill in details, and review the written content the tables generated to be sure no content was missed.
  
  ​Below are examples of World Cafe style events with uniquely different structures and outcomes. Each session was about 2 hours long:

Graphic Recording support of the AI and SOAR processes provides a vital road map that is created as your group takes its AI journey. Visualizing your journey as it unfolds creates a common group memory and experience, and provides you touch points as you move through the process and cover a lot of ground. Below are a series of 6 graphics created during a one day Diversity and Inclusion AI Summit at Roger Williams University. The pieces are all 4 feet tall, and vary in width from six feet to 14 feet. 

To create this work I consult with your AI leadership team during a review of the agenda. Best practices are to have the Graphic Recorder (or Graphic Recording Team if it is a large group) placed at the front of the room in an area where the acoustics are favorable, and there is also a view to any projection screen being used.

I truly enjoy Graphic Recording the AI process, with small and large groups. I can be reached at angelique@drawingimpact.com 802-353-1477 if you'd like to discuss the possibility of having GR at your AI event.

EXAMPLE 1
A full day Graphic Facilitation with faculty from an elementary school at a day of Professional Development. We created a 10 year timeline (Journey Map, or Heritage Wall) of their school. The educators worked in teams briefly in the morning to review their institutional history and post stickies of their content, which we then categorized - then I began drawing. The staff moved to other activities for the day, checking in on progress between other sessions. We came together to wrap up the day with a review and appreciation of their Heritage Wall. The review of milestones was powerful for both new and returning staff - there was an appreciation for the wisdom developed along the way, long-time staff felt honored and recognized, new staff felt included and honored to join the continuing journey. 

EXAMPLE 2
A group of health care professionals on a multi-day strategic planning retreat set aside an hour of their time to change modalities from presentation and discussion, to working with art supplies to tell the stories of their organization at 3, 5 and 10 years into the future. They worked together in small groups drawing out their ideas and placing them around the room in each time frame. They took me on a gallery walk and shared their visions with the entire group. I spent the remainder of the day synthesizing work into a single illustration. As the facilitation team revisited the graphic with them, it became apparent which areas were ripe for deeper discussion and where there was commonality of vision.