What I Need from You to Create the Best Graphic Recording Experience

As a graphic recorder, my goal is to visually capture the essence of your event in real-time, creating a lasting, impactful representation of your ideas. To do this effectively, I need a few key details from you in advance. This helps ensure I’m fully prepared to deliver a smooth and successful graphic recording experience.

Below is a list of essential information I’ll need before your event (and yes, I really appreciate the coffee recommendations too):

1. Contact Information

To stay connected and clarify any last-minute details, please provide the main point of contact for the event, along with a phone number or email. This allows me to easily get in touch if anything needs to be confirmed on the day.

Also, if you know of a great local coffee shop near the venue, feel free to drop that in the details. Great coffee fuels great art!

Example:

Contact: Your Name +36 30 4089602

Coffee Recommendation: (Optional but appreciated!)

2. Date, Arrival, and Duration

Confirm the exact date and time of the event, as well as your expected arrival time for me. This will give me enough time to set up and prepare. Additionally, consider how long the event will last and if any post-production work is required afterward.

Fun Fact: Did you know that graphic recording dates back to the 1970s? It became popular in business meetings and educational settings as a way to make complex ideas more accessible. Today, it’s evolved into a creative tool for everything from corporate conferences to TED Talks.

Example

Date: September 27, 2024, Friday

Arrival: 13:00

Recording Time: 14:00-18:30

Post-Production: (to pinp up the drawings and add additional illustrations or information )

3. Location Details

Please share the venue location and any specifics about the room, such as layout, available technology (e.g., projectors, screens), and whether there’s enough space for my equipment. This ensures I can set up efficiently and that my visual recording is visible to all attendees.

Also, knowing where the closest Wi-Fi hotspot is wouldn’t hurt!

Example

Location: Hungary, Budapest, European Youth Center

Venue Information: Any relevant details about the room setup, screen size, or other technology.

Wi-Fi Info: (Optional but useful!)

4. Context of the Event

To capture the essence of your event meaningfully, it’s crucial for me to understand the overall theme and objectives. This helps me focus on the most important ideas and visual elements during the recording process. Are we talking about innovation, sustainability, or perhaps the future of space travel? Let me know the vibe!

Example

Context: Briefly describe the purpose or theme of the event. Is it a corporate meeting, a creative workshop, or a conference on innovation? The more I know about the context, the better I can tailor the visuals to your needs TIP: I can also help you find the best recording style. Can’t decide between virtual or analog graphic recording?

Read my article!

5. Draft Program/Agenda

Providing a draft program or agenda will help me prepare for each section of the event. Knowing when key speakers or sessions will occur allows me to be ready to capture important moments. Plus, it helps me avoid missing out on those coffee breaks!

Example

Draft Program: Include an outline of the schedule, such as when speakers will present or when important discussions will take place.

6. Title for the Graphic Recording

If you have a specific title you’d like to appear on the final graphic recording, let me know in advance. This can be the name of the event, a slogan, or a key message you want highlighted. Knowing the main theme or headline always helps guide the overall visual.

Example

Title on the Graphic Recording: Event name or a tagline to feature prominently in the final visual.

Fun Fact: I once created a really cool, board game-style live illustration that perfectly matched the event’s communication. So, we can definitely get creative!

7. Logos and Other Visual Elements

If you have company logos or specific visuals that need to be included in the recording, please send them over beforehand. This allows me to incorporate these elements seamlessly into the final design. Whether it's a logo or an icon representing your values, these details help tie the whole visual together.

Example

Other Visual Elements: Logos or brand imagery that should appear in the graphic recording.

Cool Portraits: Would you like quick sketches of the speakers? Let me know in advance so I can plan the live drawing accordingly.

Bonus Tip: I can even stylize your logo to fit the overall design theme!

8. Final Thoughts

Having these details in advance ensures everything runs smoothly on the day of the event. It also allows me to focus on what matters most—bringing your ideas to life through engaging visuals.

By sharing this information with me ahead of time, you’re ensuring that we’re aligned and that I’m fully prepared to deliver the best possible graphic recording experience for you and your audience.

And hey, if you have any last-minute thoughts or a playlist that sets the mood for creativity, don’t hesitate to send it my way!

Let’s make your event unforgettable!