Prepare for scientific illustrator: What to Prepare Before Hiring a Scientific Illustrator (Complete Researcher Checklist)
Hiring a scientific illustrator can dramatically improve the clarity and impact of your figures, journal covers, presentations, posters, or molecular visuals.
But many researchers are unsure what they need to prepare before starting a collaboration.
Some over-prepare with enormous amounts of data.
Others under-prepare and provide almost nothing.
Both extremes slow down the process.
The good news: you don’t need much — just the right materials.
This guide explains exactly what to prepare before hiring a scientific illustrator so your project runs smoothly, efficiently, and professionally.
Why Preparation Matters
Good preparation leads to:
- clearer communication
- fewer revisions
- faster turnaround
- lower cost
- more accurate visuals
- better alignment with your scientific message
You don’t need to create polished sketches — even rough ideas or notes help.
1. Your Scientific Story (The Core Message)
Before anything else, define the story your visual needs to communicate.
Ask yourself:
- What is the main point I need the viewer to understand?
- What is the mechanism or interaction?
- Who is the target audience (reviewers, clinicians, students, investors)?
- What level of detail is required?
The illustrator uses this to guide layout, color, and composition.
✔ Ideal preparation:
A short summary (3–6 sentences) explaining the scientific concept.
2. Reference Figures or Drafts (Even Very Rough Ones)
Illustrators do not expect polished images.
But they do need references.
Good reference materials include:
- rough sketches
- PowerPoint-style diagrams
- existing (low-quality) figures
- pathway drafts
- microscopy images
- molecular IDs (PDB codes)
- domain maps
- slides from your presentation
These help the illustrator understand the structure and flow.
✔ Most helpful:
A simple drawing showing the main elements and their relationships.
3. Journal or Conference Guidelines (If Applicable)
If the artwork is for a publication or conference, include:
- figure size
- panel spacing
- resolution (DPI)
- color profile (RGB or CMYK)
- file formats (TIFF, PNG, SVG)
- maximum dimensions
- safe margins
- style preferences
Each journal uses different technical specs.
Providing them early avoids delays or version mismatches.
4. Key Scientific Details That Must Be Correct
Identify the scientifically critical elements:
- binding sites
- residue names
- domain boundaries
- activation states
- ligand identity
- conformational states
- compartment boundaries
- relevant annotations
- relative proportions
Even if the final figure is simplified, these parts must remain accurate.
✔ Helpful:
Send specific notes about what must remain scientifically faithful.
5. Color Preferences or Existing Color Codes
If your lab already uses specific colors for:
- proteins
- pathways
- treatments
- cell types
- experimental groups
… share them.
Illustrators can unify or enhance your color logic — but consistency matters.
If you don’t have preferences, that’s fine — professionals will create a coherent palette.
6. Style Preferences (Optional, but Useful)
Provide examples of visuals you like.
Examples:
- journal covers you admire
- scientific figures from other labs
- schematic styles you want to match
- 3D vs 2D visual preferences
- minimal vs detailed approach
This helps the illustrator match the tone of your manuscript or presentation.
7. Final Use Case of the Illustration
The illustrator needs to know where the visual will appear.
✔ Possible use cases:
- journal submission
- internal lab presentation
- conference poster
- manuscript figure
- website or press release
- grant or fellowship application
- medical education
- investor pitch deck
Each has different formatting and stylistic requirements.
8. Any Deadlines or Time Constraints
Timelines matter — especially near submission.
Be clear about:
- journal submission dates
- conference deadlines
- internal milestones
Professional illustrators adjust their schedules or workflows accordingly.
9. Preferred File Formats for Delivery
Common deliverables include:
- TIFF (journals)
- PNG (slides)
- SVG / AI / PDF (vector diagrams)
- MP4 (animation)
- layered files (optional)
Letting the illustrator know your preferred formats ensures compatibility.
10. A Single Communication Channel
Clarity is essential.
Choose one place for communication:
- Slack
- Teams
- a shared folder
- Google Drive
This prevents scattered feedback and missing notes.
How Much Do You Need to Prepare?
Surprisingly little.
Most illustrators need:
✔ a short scientific summary
✔ rough sketches or references
✔ any mandatory guidelines
✔ timeline expectations
Everything else can be clarified during the project.
You do not need:
- perfectly polished drafts
- long paragraphs of text
- full manuscripts
- every experimental detail
Just the key information needed to build an accurate visual.
How I Work With Clients on Scientific Illustration Projects
My workflow is optimized to make collaboration easy:
1. You send your materials
Sketches, references, notes, PDB IDs.
2. I analyze your scientific concept
Clarifying what must be accurate.
3. I propose concepts or layouts
You choose the direction.
4. I refine the illustration
Color, clarity, geometry, and flow.
5. I deliver journal-ready files
With correct resolution, color space, and formatting.
The entire process is built for clarity, speed, and scientific accuracy.
Need Help Preparing for a Scientific Illustration Project?
If you have an upcoming manuscript, presentation, or journal cover, I can help you prepare your materials and create a professional, publication-ready visual.
Send your notes or sketch, and I’ll guide you through the next steps.