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 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: