Event planners

checking-phone.jpg

Does the amazing content you’ve programmed get lost in the sensory overload of an event?

Are your audiences glued to their mobile phones instead of your speakers' information?

 

Meeting planners 

Have you struggled to find effective ways to stimulate creativity and collaboration in meetings?

Do you wish there was a way to synthesize the meeting output in a meaningful, accessible format?

Visual notetaking (also called graphic recording) is a new way to engage and inspire your audiences and stakeholders and help them understand and retain complex information.
— Kelly Kingman, Kingman Ink

HOW IT WORKS

How do I know visual notes are a good fit for my event?

Visual notes (aka graphic recording) is a great fit for: 

  • Events or meetings where there is a high density of verbal information being delivered or processed verbally (keynotes, panels, meetings, ideation sessions, workshops).
  • When you want to give attendees a high-level view of the conceptual content, patterns, and key ideas and are not interested in capturing highly technical data: exact specifications, code, or numbers. 
  • Groups of just about any size. Sometimes it's possible to project the work as it unfolds if the audience is very large. 
  • Sessions of at least 20 minutes — it's difficult to capture anything meaningful in less time. 
  • Events or meetings that are focused on ideation, collaboration, vision work, or making decisions. 

If you're not sure whether visual notetaking will work in your situation, feel free to give us a call to talk it over: 646-493-6822. 

 

How do you know what to draw? 

Click to enlarge

It's challenging to describe the process that's happening in our brains. We listen to the content, synthesize the gist of the ideas, and make creative choices about pictures, words, colors, and placement.

It's an organic process. Each artist has their own unique approach, style, and way of organizing their thoughts. Our craft is about making visual sense of what we hear and conveying that understanding to your attendees.

 

What if the presenter is rambling or disorganized? 

No problem — it isn't unusual. Our job is to make the speaker look great and seem organized, no matter what. :-)

We listen attentively for the overarching themes and big takeaways, and we filter out the noise. 

So while organized speakers make our jobs easier, we're always up to the challenge of organizing content on the fly.

 

What if you make a mistake while drawing?

It happens from time to time. Spelling mistakes are the most likely culprit and are easy to correct with white out tape.

We rarely make mistakes on content or imagery because we're so immersed in listening. 

If you ever find a mistake, you can consult with your artist on site to make necessary corrections. We're also able to correct digital images post-event.

 

How do visual notes/graphic recording help people remember the information presented?

Click to enlarge

Meetings and conferences are mostly about the words — spoken or written. That means there's a neurological disconnect between the information your attendees receive and how their brains prefer to process it.  

Visual notetaking taps directly into our incredible ability to process visual information. 

Consider these facts:

  • Two-thirds of the electrical activity of the brain is devoted to vision when the eyes are open. Source. Graphic recording engages eyes and brains.
  • Adding visuals to a spoken lecture increase retention after three hours from 25% to 80%. Source. Graphic recording helps your attendees remember what they learned at your event.
Visual notetaking creates a compelling visual summary in real-time — it almost has to be seen to be believed. 
— Kelly Kingman, Kingman Ink

Companies like NASA, Google, Disney and many, many more use visual notes / graphic recording on a regular basis as part of group processes.

 

I have to sell my boss/team/client on using your services.

Click to enlarge

We can put together a compelling proposal for your team — please email us or call to discuss ways we can help you make a case for the power of graphic recording.

Something to consider: We have worked with several clients who have successfully covered the cost of graphic recording by including our fees in a higher level sponsorship package, effectively selling logo space on our boards. 

As highly-visible, much-photographed, and shared visual assets, they're a natural fit for sponsorship. Contact us to discuss pitching the idea to your sponsors to help cover the cost of our work.


LOGISTICS

Where is the best place to set up the graphic recorder?

Graphic recording is most effective when participants can see it unfold in real-time, so we set up drawing surfaces either on-stage or at the front of the room to the left or right of the speaker and presentation screen. 

 

Does this work for an audience of 100, 500, thousands?

We have done graphic recording for groups of all sizes, ranging from 6 people to 2,500. When an artist is physically drawing, unless there is a video feed being projected to a larger screen, what is happening is most visible to people seated in the first 8-10 rows of the event. Attendees who don't get a close-up view of the board being created can enjoy the results just as much if displayed in the common areas or hallways at a conference. 

If you’re interested in projecting a live video feed to a large screen, or having visual notes produced digitally so they can be projected to a screen, we can discuss all of that with you and your A/V team.

 

Is it distracting?

No, not in the way that you think. The goal of graphic recording and facilitation is to engage your audience with the content of the presentation or discussion. Watching graphic recording unfold visually underscores what's being heard and helps viewers remember the presentation.

This is why graphic recorders are best positioned at the front of the room, to the left or right of the speaker and screen, so that the audience can easily shift their line of sight between the visuals, the speaker, and the slides.

Not only does this naturally support the speaker's content in a powerful way, it cuts down on the amount of distracted phone-checking that sometimes goes on.

 

What if the speaker is also showing a slide deck or video? 

That's no problem — we don't interfere with the projection. 

Graphic recording serves a different purpose — to create an aggregate visual summary of the presentation. 

If a session will be largely video, however, it is probably not a good fit for graphic recording.

 

What do you draw on? 

We typically use foam core board set on two easels. Sizes range from four feet to eight feet across.

 

Can you draw through lunch?

It depends on the structure of the day. We need lunch breaks, too, but can almost always accommodate a lunch session if needed.

 

What size are the finished drawings?

Drawings on paper are 48" tall by any width. Foam core comes in 40" x 60" or 48" x 96". 

Paper is the most affordable option, but typically for very large audiences, the larger foam core boards are more visible and preferred. 

Material cost runs from $50-$400 plus shipping.

 

Do we need to provide any supplies or materials?

We ask only that clients (usually via the event venue) supply easels to support the boards we’re drawing on. If the hotel or convention center doesn’t supply easels, we can purchase them for you. We bring our own markers and source all materials (foam board or paper) to be delivered to your site and invoice you for them. 

 

What happens to the final, physical drawings?

Click to enlarge

Anything you like!

They can be framed, hung or cut up into pieces and given as gifts.

They are yours to do with as you see fit — we leave them on site.

 

I need multiple graphic recorders ...

No problem! Give us a call: 646-493-6822.

 

Will you need to have information or notes on the presentations in advance? 

No. While we're happy to review any notes, decks, or background information in advance to better prepare, it's not necessary for you to provide any material to us prior to the engagement.

We specialize in capturing ideas with no advance details. 

We're excellent listeners, which gives us the flexibility to capture a speaker's ideas (and interpret them into images) in the moment as we hear them.


FEES

How much does it cost to have you at our event?

We have all-inclusive day rates that vary by event length and location. Please contact us and we’ll send a detailed estimate based on your needs.
What does your rate include?

You’ll see your event content synthesized and distilled in real-time into highly shareable, beautiful, and memorable content. In addition, our clients receive: 

  • Up to 5 hours of content captured per day of your event (within 9 contiguous working hours)
  • Materials (foam core boards) and delivery
  • Travel expenses: Air and ground transportation, meals and gratuities. (Not hotel)
  • High-res digital versions of the final images
  • All of the original drawings
  • Unlimited reproduction rights to the image (with attribution)
 

I just need you for a few hours. Do you have a half day rate? 

Our artists can only support one client per calendar day, which is why we don't offer hourly rates.

No matter the length of the engagement, there is travel, setup and image post-processing time to take into account. 

We are really good at brainstorming additional ways you can use graphic recording during your contracted day — let us help you maximize your investment!

 

Where are you based? Do you travel?

Kelly Kingman is based in New York's Hudson Valley, with easy access to the tri-state area and Boston. She travels for selected projects.

We have an extended team that includes several New York City-based artists, as well as some in the Bay Area and Chicago.

 

Can you do my event pro bono or for "exposure"?

Pro bono or donation: We occasionally take on deeply discounted or pro bono work and will evaluate on case-by-case basis to see if yours is a fit.

Exposure: About twice per year we provide graphic recording to events that serve our target markets. We provide services at no or reduced charge are given a sponsorship valuation. 

Something to consider: We have worked with several clients who have successfully covered the cost of graphic recording by including our fees in a higher level sponsorship package, effectively selling logo space on our boards. 

As highly-visible, much-photographed, and shared visual assets, they're a natural fit for sponsorship. Learn more about graphic recording sponsorships or click the button below to contact us.


GET STARTED

Sounds great! How do I book you for my event?

First, contact us so we can review the objectives and specifics of your event and we’ll send you a detailed quote.

Next, we'll provide a Statement Of Work and sign any NDA or service agreements you require.

Once you've approved/signed the Statement Of Work, we send you an invoice for the graphic recording fees. A final invoice for expenses is sent post-event.

Then we'll schedule a call to go over your agenda and logistics.

Graphic recording in action …