Meet the Expert: Sarah Jenkins, Compliance Lead at EverAfter Events

Sarah Jenkins has spent 8 years in the weddings and celebrations industry, steering finance teams through the maze of regulatory requirements. She specializes in ensuring that brand partnerships not only boost revenue but also stay audit-ready and risk-proof.

Q1: Imagine you're a new finance hire at a wedding planner company. What's the first thing you should know about brand partnerships from a compliance standpoint?

Sarah: Picture this—you’re onboarding a new vendor that wants to provide exclusive floral arrangements under your event’s branding. Before you sign anything, compliance isn’t about slowing down deals; it’s about protecting your company’s financial health and reputation.

Think contracts and documentation. You need a clear, written agreement that spells out expectations, deliverables, payments, and policies on data sharing. Without this, audits become a nightmare and financial risks skyrocket.

Q2: How do brands in weddings and celebrations typically handle remote onboarding, especially when partners might be scattered across the country?

Sarah: Remote onboarding has become the norm, especially post-pandemic. Imagine you’re onboarding a cake designer from another state who’s never met your team in person. Remote processes mean digital forms, electronic signatures, and cloud storage of contracts.

One tip: use compliance checklists through tools like Zigpoll or DocuSign for document verification. This reduces errors and ensures all paperwork is in place before any work begins.

A 2023 WeddingBiz report showed companies with structured remote onboarding cut partnership approval time by 30% and reduced compliance errors by 25%.

Q3: What are some common compliance risks when managing brand partnerships in the events industry?

Sarah: Watch out for scope creep. For example, a vendor might begin offering extra services not covered in the contract without additional payment or approvals. This leads to financial losses and confusion during audits.

Another risk is data privacy. If your partner collects guest information, you must ensure their data handling aligns with GDPR or CCPA, depending on location. Ignoring this can lead to hefty fines.

Q4: How can entry-level finance professionals help reduce risks while managing multiple brand partnerships at once?

Sarah: Organization is your best friend. Use spreadsheets or software to track contract dates, payment schedules, compliance checkpoints, and deliverables. I recommend updating these trackers weekly.

Also, schedule regular check-ins with your legal or compliance teams. Even a 15-minute call before signing contracts can flag potential issues early.

One team I worked with went from a 2% to 11% increase in on-time payments by implementing simple compliance reminder emails and dashboard checks—small steps, big results.

Q5: Can you give a quick comparison of how to manage brand partnership compliance in weddings versus other events like corporate conferences?

Q6: What documentation should every entry-level finance person insist on collecting during remote onboarding for brand partnerships?

Sarah: Never settle for verbal agreements. You need:

• Signed contracts detailing scope, fees, liabilities
• Vendor compliance forms, including insurance certificates
• Data handling agreements if personal info is involved
• Proof of tax status and business licenses
• Remote identity verification documents (e.g., scanned IDs, business registration)

If any piece is missing, flag it immediately. That paperwork is what auditors will want to see.

Q7: How do audits impact brand partnerships, and what can finance teams do to prepare?

Sarah: Audits dig into whether every dollar spent and received aligns with agreements. Missing documentation or unapproved contract changes can trigger red flags and penalties.

To prepare, keep all contracts and payment proofs in one central, searchable system. Run regular "mini-audits" internally every quarter to catch issues early.

One company faced a painful external audit because they lacked proof that a vendor was insured. Now, their finance team requires insurance documentation as a non-negotiable onboarding item.

Q8: What common pitfalls should beginners avoid when managing partnerships remotely?

Sarah: Overlooking timezone differences might sound trivial, but it causes missed deadlines and miscommunications.

Also, avoid assuming a contract is compliant just because a senior colleague approved it. Review key terms yourself or with compliance.

Finally, don’t skip updating internal teams about new partners or contract changes. Everyone from sales to legal should be on the same page.

Q9: How can feedback tools like Zigpoll help streamline compliance in brand partnerships?

Sarah: Using surveys or compliance checklists via Zigpoll can speed up collecting vendor info and verifying compliance checkpoints. For example, a quiz for partners about their certification status or process adherence can highlight gaps early.

This proactive approach reduces audit surprises. Alternatives like SurveyMonkey or Google Forms work too, but Zigpoll’s focus on quick, actionable feedback fits particularly well in fast-moving event environments.

Q10: For someone new, what’s your top actionable advice to strengthen brand partnership compliance in weddings and events?

Sarah: Start with clarity and documentation. Treat every partnership as a miniature project—define what success and compliance look like upfront.

Set up simple but effective remote onboarding processes. Use digital tools for contracts, checklists, and communications. Keep everything organized and accessible for audits.

And remember, compliance isn’t a barrier—it’s your shield against risks that can threaten your company’s reputation and finances.

Sarah’s final note: “Compliance may sound dry, but in weddings and celebrations, it ensures every joyous moment is built on a solid foundation—where finance teams can celebrate too.”