The short answer is this:

If a vendor causes risk, collect a COI.

That is the guiding principle.

That said, every venue is different, every event is different, and every vendor setup is different. This article is not legal advice and it is not a one-size-fits-all rulebook. Think of this as a practical outline to help you build a smarter process.

First, What a COI Does (and Does Not Do)

A COI is a document that shows a vendor has insurance in place (usually general liability, and sometimes other coverages depending on what they do).

It helps you:

  • Confirm they have active coverage

  • See basic policy limits and dates

  • Create a paper trail for your vendor compliance process

  • Reduce the chance that your venue becomes the default target when something goes wrong

It does not guarantee coverage for every claim.
It does not replace a strong contract.
It does not automatically make you an additional insured unless that is specifically included.

Still, collecting COIs is one of the best basic habits a venue can have.

The Rule of Thumb: If They Create Risk, Get a COI

When deciding whether to require a COI, ask:

  • Are they performing work on-site?

  • Are they bringing equipment?

  • Are they serving food or alcohol?

  • Are they interacting with guests?

  • Could their work cause bodily injury or property damage?

  • Could they create a claim that gets your venue pulled in?

If the answer is yes (or even maybe), require a COI.

Vendors You Should Usually Collect COIs From

These vendors typically create meaningful risk and should usually be part of your COI process.

1) Caterers

Usually yes — collect a COI.

Why:

  • Food handling risks

  • Burns, spills, kitchen equipment use

  • Slip-and-fall exposures

  • Potential property damage

  • Staff moving in/out during setup and teardown

If they prepare or serve food on-site, they are creating risk.

2) Bartenders / Bar Services / Mobile Bar Companies

Yes — collect a COI.

Why:

  • Alcohol service creates major liability exposure

  • Guest injury allegations may involve over-service claims

  • Bar equipment and setup can create trip/spill risks

Depending on your venue setup and state rules, you may also want to confirm they carry the appropriate coverage for their operations (and licensing compliance where applicable).

3) DJs

Yes — collect a COI.

Why:

  • Sound and lighting equipment

  • Extension cords and trip hazards

  • Speaker stands and gear that can fall

  • Potential property damage during setup/teardown

DJs are a classic example of a vendor people forget about because they feel “normal,” but they absolutely create on-site risk.

4) Bands / Live Musicians (especially full bands)

Usually yes — collect a COI.

Why:

  • More people, more equipment, more setup

  • Sound gear, lighting, cables, staging concerns

  • Higher chance of property damage or guest injury exposure

A solo acoustic musician may feel lower-risk than a full band, but they can still create risk depending on setup.

5) Photographers and Videographers

Usually yes — collect a COI.

Why:

  • Tripods, lighting stands, cords

  • Drones (big one — more on that below)

  • Heavy equipment moving around guests and property

  • Climbing, staging, unusual shots, etc.

Even if they are very professional, they still bring equipment and move around the venue constantly.

6) Drone Operators (Photo/Video)

Yes — definitely collect a COI.

Why:

  • Elevated liability exposure

  • Bodily injury and property damage potential

  • Not all photo/video vendors automatically have proper drone coverage

This is a good example of why “they’re already insured” is not enough. Drone work may need specific coverage depending on the operator.

7) Florists (when installing on-site)

Often yes — collect a COI.

Why:

  • Ladders

  • Hanging installations

  • Candles or decor elements

  • Setup crews moving structures and materials

  • Potential damage to walls, floors, fixtures, etc.

A florist dropping off centerpieces is different from a team installing suspended floral rigs from ladders.

8) Decor Companies / Rental Companies (tables, chairs, linens, specialty decor)

Yes — collect a COI.

Why:

  • Delivery and setup crews

  • Large item movement

  • Property damage risk

  • Injury during setup/teardown

  • Specialty items (arches, dance floors, staging, etc.)

If they are bringing physical items and handling setup, they create risk.

9) Photo Booth Vendors

Yes — collect a COI.

Why:

  • Electrical equipment

  • Structures/booth frames

  • Props and setups in guest traffic areas

  • Trip hazards

These can look harmless but still create real claim potential.

10) Entertainment Vendors (bounce houses, mechanical rides, games, performers with equipment)

Yes — collect a COI (and usually extra scrutiny).

Why:

  • Higher injury potential

  • Specialized equipment

  • Crowd interaction

  • Setup and operational hazards

This category often needs more than a simple “send us a COI” approach. You may need stricter vendor requirements depending on the activity.

11) Valet Services / Transportation Vendors On-Site

Yes — collect a COI.

Why:

  • Vehicle movement around guests

  • Premises traffic flow

  • Injury and property damage potential

If they are operating on your premises and interacting with guests/vehicles, they create risk.

12) Planners / Coordinators (especially those providing staff on-site)

Usually yes — collect a COI.

Why:

  • They direct event activity

  • They may move decor, manage vendor flow, and coordinate setup

  • Their actions can contribute to incidents or claims allegations

Some venues treat planners as “professional services only,” but in practice, planners are often deeply involved in event operations.

13) Officiants (depending on venue policy and role)

Sometimes yes.

Why:

  • Usually low physical risk, but still an on-site service provider

  • Some venues require COIs consistently from all professional vendors for process discipline

This one often depends on how strict and standardized your vendor policy is.

Vendors Who Might Get a Pass (Depending on the Situation)

This is where context matters most.

Some vendors may be lower-risk in certain situations and might not always need a COI. But “lower-risk” does not mean “no-risk.”

1) Cake Bakers / Dessert Vendors (drop-off only)

Sometimes a pass — if truly drop-off only.

If they:

  • Drop off the cake/desserts

  • Do minimal setup

  • Leave the premises

  • Do not bring extensive equipment

  • Do not stay and serve

…some venues may choose not to require a COI.

But if they are setting up elaborate dessert displays, using equipment, or staying to staff a station, risk goes up and a COI makes more sense.

2) Solo Acoustic Musician (minimal setup)

Sometimes a pass — depending on your standards.

If they:

  • Bring one instrument and a small amp

  • Have minimal equipment

  • Create very little setup risk

…some venues may give a pass.

That said, many venues still require a COI for consistency. Consistency can make your process easier to enforce.

3) Hair and Makeup Artists (working on-site in prep suites)

Sometimes a pass, sometimes not.

Why it depends:

  • Usually lower guest-facing risk

  • But they may use heated tools, cords, and chemicals/products

  • They are working in your building

Some venues require COIs from all beauty vendors. Others do not. A lot depends on how your prep spaces are used and your comfort level.

4) Officiants (simple ceremony-only role)

Sometimes a pass.

If they are simply conducting the ceremony with no equipment or operational role, some venues choose not to require a COI.

5) Small Specialty Drop-Off Vendors

Examples:

  • Favor drop-off

  • Signage drop-off

  • Pre-made item delivery with no setup crew

Sometimes a pass if the vendor is truly just delivering and leaving.

The Real Key: Define the Activity, Not Just the Vendor Type

A better question than “Do I need a COI from florists?” is:

“What is this florist doing on my property?”

Because the same vendor category can look very different event to event.

For example:

  • Florist A drops off bouquets and leaves -> lower risk

  • Florist B arrives with a crew, ladders, hanging installs, candles, and arch construction -> much higher risk

Same vendor type. Very different exposure.

That is why your policy should be based on activity and risk, not just a generic list.

A Simple COI Policy Framework for Venues

If you want a practical way to structure this, try a 3-tier approach:

Tier 1: Always Require a COI

Vendors who almost always create meaningful risk:

  • Caterers

  • Bartenders/bar services

  • DJs/bands

  • Photographers/videographers

  • Drone operators

  • Rental/decor installers

  • Entertainment vendors

  • Valet/transportation vendors

  • Planners/coordinators (if on-site and active)

Tier 2: Require a COI Depending on Scope of Work

Vendors where it depends on what they are doing:

  • Florists

  • Hair/makeup artists

  • Solo musicians

  • Officiants

  • Cake/dessert vendors

  • Specialty vendors

Tier 3: Possible Pass (Low-Risk, Minimal On-Site Activity)

Still venue-specific, but may not require a COI if they are truly:

  • Drop-off only

  • Minimal setup

  • No equipment/hazard creation

  • Not serving guests

  • Not staying on-site

Why “Passes” Should Be Intentional (Not Accidental)

It is okay to decide some vendors do not need a COI in certain situations.

What you want to avoid is:

  • No policy at all

  • Random enforcement

  • Staff making different calls every weekend

  • “We forgot to ask”

  • Exceptions without documentation

If you give a pass, it should be because you intentionally decided the risk was low based on your process, not because no one checked.

A Few Best Practices That Make This Easier

1) Put the requirement in your venue agreement

Make sure your client contract clearly states vendor insurance requirements and who is responsible for compliance.

2) Use a written vendor policy

Even a simple one-page guideline helps your team stay consistent.

3) Set deadlines before event day

Trying to collect COIs the week of the wedding (or day of) is stressful and leads to bad decisions.

4) Review for basic completeness

At minimum, check:

  • Vendor name matches the business

  • Policy is active for the event date

  • Coverage type is listed (usually GL)

  • Limits are shown

  • Certificate is not expired

5) Don’t assume “professional” means “insured”

Many great vendors are excellent at what they do and still may not have the right insurance in place.

Final Thought: Don’t Overcomplicate the Principle

You do not need a perfect answer for every possible vendor scenario on day one.

Start with the core principle:

If a vendor causes risk, get a COI.

Then build your process from there.

And remember, every venue, property, package offering, and event setup is different. This article is meant to give a practical outline, not tell you exactly what to do in every case. Your venue’s contract terms, operations, and risk tolerance should guide your final policy.

If you want, I can also turn this into:

  • a shorter blog version,

  • a client-facing checklist,

  • or a “vendor COI policy” template for venues to use internally.