Beyond the Kickoff, Without the Chaos
Case Study: Vanta
Background
Vanta’s Internal Events team needed a design partner who could move quickly, keep complex signage and communications consistent, and flex with last-minute program changes. The creative direction centered on “Beyond the Kickoff,” reflecting Vanta’s evolution from a simple automated compliance tool to a comprehensive, AI-powered trust management platform.
Constraints & needs
- Modernize visuals while staying true to Vanta brand guidelines.
- Produce many sizes quickly (24×36 wayfinding, meeting-room and meter boards with Velcro-arrow variants, tent cards, digital assets).
- Printer-ready packages compatible with union printers when needed.
- Streamlined reviews via Asana + Slack and a dedicated YKMD PM.
The Results
- On-time delivery, zero scramble. Requests → proofs → approvals flowed cleanly, even as copy and rooming shifted.
- Brand consistency at scale. A template-first system kept typography, spacing, and hierarchy tight across dozens of assets.
- Operational calm for planners. Dedicated PM ownership, a visible Asana board, and clear file packaging eliminated “Where is that file?” moments.
- Right-format files, fast. Adobe source files, PPT/Canva variants, web/email/social resizes—turned around as fast as 12 hours when needed.
“YKMD Visual Communication is a great partner for any event production team. Their team has a unique mix of design expertise and event knowledge that makes them an invaluable partner. Beyond their creative skills, they are incredibly organized and consistently meet deadlines.“
– Andréa Long, Senior Manager, Internal Events
The Process
1) Systemize the creative
- Built master templates for meeting-room signs, meter boards, tent cards, and 24×36 boards to accelerate production and approvals.
- Aligned on fonts/colors from Vanta’s brand guidelines and used a shared “comp asset” deck to keep every size on-voice.
2) Orchestrate production
- Assigned a dedicated YKMD project manager to triage requests, manage status, and maintain velocity.
- Tracked work in Asana by stage (To-Do, Work in Progress, For Review – Client, Waiting on Client, Publication Production, On Hold, Complete) for instant visibility.
3) Deliver for execution
- Formats: Adobe native files, PPT/Canva derivatives, and platform-specific resizes for web, email, and social.
- Print: Clean bleeds/slugs, linked assets, and packaged files compatible with union printer workflows.
- Last-minute support: C-suite asks handled without derailing timelines.