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: