A COI isn’t just another piece of paperwork to file away. It’s one of the most important risk management tools a venue can use to verify that vendors have the appropriate insurance coverage before they step onto your property.
The key, however, is knowing what you’re actually looking at.
First Things First: Remember What a COI Is
A Certificate of Insurance is a summary of an insurance policy—not the policy itself. It provides a snapshot of the vendor’s current coverage, including policy types, limits, insurance carriers, and effective dates.
While it doesn’t guarantee coverage for every possible situation, it allows your venue to verify that the vendor maintains the insurance you’ve required.
1. Verify the Named Insured
Start by confirming that the business listed as the Named Insured matches the vendor you’ve hired.
For example, if your couple hired “ABC Catering,” but the certificate lists a completely different company, ask questions before approving the vendor. Sometimes businesses operate under multiple names, but it’s important to verify the relationship.
2. Check the Policy Effective Dates
This is one of the easiest items to overlook.
Make sure every applicable policy is active on the wedding date—not just on the day the certificate was issued.
An expired policy offers no protection, even if the COI was submitted months earlier.
3. Review the General Liability Coverage
General Liability insurance is often the foundation of a vendor’s insurance program.
This coverage may respond if the vendor causes bodily injury or property damage while working at your venue.
Examples include:
- A caterer’s employee accidentally starts a kitchen fire.
- A rental company damages flooring while moving equipment.
- A DJ’s speaker stand falls and injures a guest.
- A florist accidentally damages venue property during installation.
Verify that the policy limits meet your venue’s minimum requirements.
4. Don’t Overlook Workers’ Compensation
This is one of the most common areas where venues unintentionally create exposure.
If a vendor has employees, Workers’ Compensation insurance is typically required by state law, although requirements vary depending on the state and the size of the business.
If the Workers’ Compensation section on the certificate is marked “N/A,” left blank, or indicates the coverage has been waived, don’t assume that’s acceptable.
Ask questions.
If one of the vendor’s employees is injured while working at your venue and the vendor does not carry required Workers’ Compensation coverage, attorneys may look to other parties involved—including the venue—in an attempt to recover damages.
Understanding whether the vendor legitimately qualifies for an exemption or should be carrying coverage is an important part of protecting your business.
5. Verify Automobile Liability (When Applicable)
Not every vendor needs Commercial Auto coverage, but many do.
Caterers, rental companies, mobile bartenders, transportation providers, and companies delivering equipment should typically carry Automobile Liability insurance.
If a vendor is operating vehicles as part of their business on your property, this coverage helps protect against vehicle-related accidents.
6. Confirm Additional Insured Status
Many venues require vendors to list the venue as an Additional Insured on their General Liability policy.
Why?
Because being listed as an Additional Insured may provide your venue with certain protections under the vendor’s policy if a claim arises from the vendor’s operations.
It’s important to note that simply writing your venue’s name in the Certificate Holder box does not make your venue an Additional Insured.
The COI should indicate that Additional Insured status has been provided, often by referencing an endorsement. If your venue requires this protection, request a copy of the endorsement as confirmation.
7. Read the Description of Operations
Don’t skip this section.
This is often where you’ll find important information such as:
- Additional Insured wording.
- Event-specific coverage.
- Equipment being brought onto the property.
- Contract references.
- Special endorsements.
Sometimes this box contains the information that matters most to your venue.
8. Verify the Certificate Holder
The Certificate Holder should accurately list your venue’s legal business name and address.
An incorrectly issued certificate may indicate the vendor reused paperwork from another event without updating the information.
9. Watch for Red Flags
A few warning signs should prompt additional review:
- Policies that expire before the event.
- Missing insurance types required by your venue.
- Blank Workers’ Compensation sections.
- Coverage limits below your minimum requirements.
- The venue listed only as the Certificate Holder instead of an Additional Insured (when required).
- Obvious alterations or handwritten changes.
- Business names that don’t match the contracted vendor.
These issues don’t always mean the vendor lacks proper insurance, but they do warrant a conversation before approving them to work onsite.
A COI Is Only One Piece of the Puzzle
Receiving a Certificate of Insurance is an important step, but it’s only one part of a strong vendor management process.
Venues should also have written vendor requirements, maintain signed agreements with couples outlining insurance expectations, establish minimum coverage limits, and consistently review every certificate before the event.
A few extra minutes reviewing a COI can help prevent significant headaches later. When every vendor arriving on your property has the proper insurance in place, you’re not just checking a box—you’re helping protect your venue, your staff, your reputation, and the couples who trust you with one of the most important days of their lives.
