Should my venue require a certificate of insurance from vendors?
What the Certificate Shows
A certificate of insurance is a short document issued by an insurer that confirms a policy is in force. It usually lists the coverage type, policy limits, and dates. Many venues also ask that they be named as an additional insured, which extends the vendor's coverage to the venue.
Required coverage varies with the vendor's work. A caterer may need liquor and food liability coverage, while a decorator may need general liability. Your contract should state the minimum limits you accept, and you can update them as your venue's needs change.
- Coverage type and policy limits
- Policy dates that cover the event
- Venue listed as additional insured
- Vendor name matches the contract
Making It Routine
Ask for certificates well before the event, not on the day of load-in. Send a clear checklist with your vendor packet so they know what to provide and by when.
Keep copies on file, and check the dates again if an event is rescheduled. A missing or expired certificate is a common reason to delay load-in.
Confirm that the coverage dates match the event date, not only the policy term. Some certificates show a policy that begins after the event or ends before load-out. Check these details on every new certificate you receive from a vendor.
Common mistakes
- Collecting a certificate after the vendor has already set up.
- Accepting a certificate that does not match the vendor's legal name.
