Client: ROBOT – a creative production company specialising in delivering high-quality campaigns for globally recognised brands.
Project: A hybrid commercial production and live event for Vans, featuring the acclaimed rapper Little Simz and professional skateboarder Helena Long. The project combined carefully controlled studio shoots with dynamic, on-location event footage, showcasing Vans’ authentic blend of music, skateboarding, and street culture.
Challenges: Managing contracts across a diverse group of creative talent was a significant challenge. Manual workflows, reliance on hard copies, and a lack of familiarity with legal documentation among talent often led to inefficiencies, errors, and delays.
Solution: KEEP provided a streamlined digital platform that centralised contract management, minimised errors, improved oversight, and offered a smoother experience for both the production team and talent.
Results: The implementation of KEEP led to reduced administrative time, fewer contract errors, enhanced collaboration, and a more sustainable, paper-free workflow, all of which contributed to the project’s success.
1. The Client and Project Context
ROBOT is a creative production company known for bringing ambitious campaigns to life for major global brands. For this project, ROBOT collaborated with Vans on a campaign that combined a commercial production with a high-energy live event. The project featured performances from rapper Little Simz and professional skateboarder Helena Long, seamlessly blending structured shoots with raw, dynamic event footage to capture Vans’ distinct cultural identity.
The production involved a crew of 30 people and approximately 10 creative talents, including performers and skaters. Managing contracts for such a varied group of individuals presented a significant operational challenge, particularly given the diverse levels of familiarity with legal documentation across the team.
2. The Challenges
Before adopting KEEP, ROBOT faced considerable challenges in managing contracts efficiently and accurately. Contracts were primarily handled through manual processes, often relying on hard copies that were cumbersome to track, prone to errors, and difficult to update.
Talent unfamiliar with legal processes frequently made mistakes during contract signing, leading to repeated revisions and increased administrative burden. Additionally, once signed, physical copies of contracts were often misplaced or difficult to reference later.
These inefficiencies not only created delays but also diverted attention away from creative and production priorities. Sustainability was also a concern, as paper-heavy workflows contradicted efforts to reduce environmental impact.
3. KEEP’s Solution
KEEP provided a centralised digital platform tailored to ROBOT’s specific needs, transforming their contract management process. Instead of relying on hard copies and fragmented workflows, the team could now create, share, and manage contracts digitally, enabling talent to review and sign them at their own convenience.
One of the standout features was KEEP’s intuitive interface, which allowed the team to easily guide talent to specific fields for signing, reducing confusion and minimising errors. When revisions were required, contracts could be updated and redistributed with just a few clicks, saving time and frustration.
Beyond the platform’s core functionality, KEEP’s responsive user support played a crucial role in ensuring ROBOT’s team could quickly overcome any challenges. Questions were addressed efficiently, empowering the team to gain confidence in using the platform effectively.
4. The Results
The introduction of KEEP brought measurable improvements to ROBOT’s workflow. Contract errors were significantly reduced, and revisions became faster and easier to manage. Talent could sign contracts independently, removing many of the logistical barriers previously encountered.
Administrative time was cut down substantially, freeing up the team to focus on core production tasks rather than getting bogged down by paperwork. The transition to digital workflows also supported sustainability goals by eliminating reliance on printed materials.
Overall, KEEP enhanced collaboration across the team and talent, providing a smoother experience for everyone involved and contributing to the successful delivery of a dynamic and ambitious project.
5. Testimonial
“Once I got used to the system, KEEP made everything much easier. The ability to manage contracts digitally saved time and aligned with our sustainability values. It’s a tool I would recommend to other teams and agencies.”