A graphic recorder (aka live sketch artist, graphic facilitator) does more than just “take notes visually.” They create a live visual map of ideas that have been discussed that brings energy to a room, helps participants feel heard, and leaves you with an engaging artefact to share afterwards.
But here’s the catch: your graphic recorder can only do their best work if they’re properly briefed. Too often, facilitators or event organisers treat them as an add-on rather than a partner. The result? Instead of a rich, engaging visual story, you end up with illustrated “minutes.”
To avoid this, here are five things every facilitator or event organiser should brief their graphic recorder on before the event.
1. Share the Agenda Early (and Keep Them Updated of Any Changes)
The agenda is your graphic recorder’s roadmap. Without it, they’re flying blind. Share the session timings, speaker names, topics, and any key moments like group feedback or playback.
Even if the agenda changes on the fly (and it often does), your live sketch artist will be far better prepared if they know the intended flow. A quick check-in when adjustments happen keeps them aligned and ready to capture the session’s direction. Events that skip this step often leave recorders scrambling at the last minute, which can compromise the quality of the work.
2. Clarify the Purpose of the Event
What’s the big picture? Is the goal to share knowledge, build consensus, capture community voices, or map out a strategy? The purpose guides how your graphic recorder frames the visuals—whether they’re drawing connections between ideas, elevating key themes, or making sure every voice in the room feels represented.
When facilitators skip this step, graphic recorders may focus on capturing everything that’s said, which can dilute the bigger picture. A clear purpose helps them emphasise the most important messages and create a visual story that brings clarity to the discussion.
3. Make Sure Your Graphic Recorder Can Hear
If your live sketch artist can’t hear what’s being said, they can’t draw it. Position them where they’ll hear both speakers and audience contributions. In round-table discussions, repeat key questions or comments into the microphone so nothing is lost.
Poor audibility doesn’t just hinder the graphic recorder—it diminishes the experience for everyone in the room. Clear audio ensures key insights are captured, participants feel acknowledged, and the visuals truly reflect the conversation.
4. Factor Your Live Sketch Artist Into the Facilitation Plan
Graphic recorders are collaborators, not extras. Build them into your plan the way you would with a co-facilitator:
- Allow ample set-up and pack-down time in your room bookings.
- Don’t schedule them across simultaneous breakout sessions.
- Ensure there is sufficient time for them to move between sessions held in different rooms of the event.
- Give them breaks so they can recharge between intensive listening periods.
- Position them where participants can see their work—it boosts audience engagement and makes the process feel more interactive.
A more effective approach is to capture insights during whole-room discussions rather than relying on pre-prepared notes or sheets from group activities. Recording in real time allows the visual story to unfold naturally, keeping everyone—including participants—engaged and part of the same conversation, while producing a richer, more dynamic record of the session.
5. Cover Practical Details: Venue, Tech, and Any Other Surprises
Finally, brief your graphic recorder on the logistics. Details that seem minor to facilitators or event organisers can make or break the graphic recorders ability to deliver. Think about:
- Venue quirks such as low lighting, background noise, or awkward layouts.
- Technology including microphones, projection screens, or online participation.
- Surprises like an unannounced playback moment or gallery walk—these should be flagged ahead of time so your recorder can be prepared.
We understand that events don’t always run to plan—agendas shift, rooms change, and unexpected moments pop up. While some last-minute adjustments are inevitable, letting your graphic recorder know as soon as you’re aware can make all the difference. It helps them adapt smoothly and ensures they’re set up for success.
Great graphic recording doesn’t just happen—it’s the result of good collaboration. By sharing your agenda, clarifying the purpose, ensuring audibility, factoring them into your facilitation plan, and covering practical details, you’ll give your recorder the best chance to shine.
The payoff? A vibrant, real-time visual story that energises the room and leaves participants with something memorable to take away.