For the last 12 years, I’ve been doing graphic recording (also know as live illustrations) regularly. In that time, I think that I have perfected my process, and I wanted to share it with you to show how my brain works during the live illustration at a conference and how the magic happens.

Preparation for the graphic recording before the event

Step 1: The client briefing

Before each event, I have at least one briefing call with the client. In it, we talk about their expectations for the visuals, how they plan to use them, any specific things I should look out for during the event, the technical setup, the possible use of interactive elements, colour schemes, the venue, etc. We also discuss what would better serve the event, analog graphic recording on a large piece of paper or the digital version on an iPad.

Step 2: Background reading and titles

If the client has it, I like to receive some briefing documents / background information, especially if there will be some very technical subjects where I might need to study the jargon at the event. As the event approaches, I’ll choose the styles and create the titles for each session. I might also add a large illustration that resonates with the theme of the session, or I’ll keep the canvas blank, it depends.

Regarding preparation, that’s basically it. I often get asked if I need to be a subject matter expert to do this job, but I have found over the years that I really don’t. What really matters is that I’m a good listener who can identify the key messages during any session on any topic and I keep getting better at it event by event over time. 

Live illustration during the conference

On the day of the event, I like to arrive early to have enough time to familiarise myself with the venue and to have a short tech check either to make sure that everything works with the iPad and the projection.

Step 3: Listen and draw

This is of course the main event. I listen intently and aim to find the most important points of the presentation or discussion while also coming up with visual metaphors and a way to arrange the information. The point is to create a visual that attendees find useful during and after the event as well. When there is a possibility, I like to add in an interactive element as well, namely asking the participants to share their ideas and drawing those as well. Recently I noticed that if the drawing is digital, organisers like to project the drawing process more and more, either just parts of it, or even during the whole event.

Step 4: Post-production, editing, repurposing

Sometimes, the organisers want me to make a few changes to the drawing, maybe add something or (very rarely) take something out. These lasts edits are there to make sure that the final design corresponds 100% to the client’s needs. I might event cut up the drawing into smaller chunks if needed, or make a timelapse video out of it which can also be a great asset.

These 4 steps make up my graphic recording process that has been more or less the same for 10+ years. One of the best things about this job (there are many) is that even after this much time I feel like I’m still learning something every day, and I love supporting passionate people getting their message across, that’s really the best!

If you would like to have me as a graphic recorder at your event, reach out here.