When a venue, city, or parks department requires liability insurance to use their space, it’s crucial to get terms like “additional insured” or “certificate holder” right on your Certificate of Insurance (COI).
Use this simple explainer to figure out what your venue wants, how to meet requirements, and keep your event on track.
Quick Answer: What Is A Certificate Holder & Additional Insured for Event Insurance?
A certificate holder gets proof that you have event insurance. An additional insured is added to your policy for certain protection from claims related to your event.
If your venue only needs proof of coverage, a COI may be enough. If they want protection, they typically need to be listed as an additional insured on your policy.
Certificate Holder vs. Additional Insured: What’s the Difference?
The difference between a certificate holder and an additional insured for event insurance lies in whether your venue only needs proof of coverage or protection during your event.
Use this table to compare what each term means, common wording to look for, and when each one may be required.
| Feature | Certificate Holder | Additional Insured |
|---|---|---|
|
Definition |
The person or entity listed on your COI that receives proof of insurance. They are not protected by your policy |
An eligible third party (venue, city, property owner) added to your policy for protection from claims tied to your event |
|
Example Wording |
“List us as a certificate holder” |
“Name us as an additional insured” |
|
How It Works |
They receive proof that your policy exists with details like dates, limits, and coverages |
They receive coverage for certain claims related to your event |
|
When You Need It |
When your venue only needs proof that you have insurance |
When your contract says you must name the venue as an additional insured |
What A COI Does (& Does Not) Prove
A certificate of insurance for event hosts proves you have a policy. It does not give the venue protection just because they have a copy of it.
If the venue wants protection against claims that happen at your event, you’ll need an endorsement that adds them to your policy as an additional insured.
(Psst. You can do this when you get a quote and buy coverage, or log in to your online dashboard to update your policy.)
Why Your Venue Wants to Be Added to Your Event Insurance COI
Venues require you to carry event host insurance and add them to your policy because they want to know two things:
- You have active insurance coverage
- They have the right protection if an accident happens at your event
When you provide proof of insurance to your venue, it shows them you can cover the costs if someone gets hurt or you damage their property. However, the venue can still be named in a lawsuit or claim, even if they aren’t responsible.
That’s why some venues only ask for proof of coverage, while others have specific venue insurance requirements, like being added as an additional insured.
Are You a Vendor or Event Planner?
If you’re a vendor, caterer, entertainer, or event planner, your venue may still ask to be listed as an additional insured on your policy, but your insurance needs may be different. Learn how to choose the right event insurance based on your role.
What It Means to List a Certificate Holder on a COI
Listing a venue as a certificate holder on your COI gives them proof that your event insurance exists. Think of it like sending a save-the-date: it shares key details, but it does not give the venue coverage under your policy.
What It Means to Add an Additional Insured
Adding an additional insured to your policy gives them protection from certain claims related to your event. For event hosts, additional insureds might include the venue, city, parks department, or property owner(s).
Additional insureds get a VIP pass for protection, not control. They get coverage for event-related claims, but they can’t change your policy or use it for issues unrelated to your event.
When Does a Venue, Property Owner, or City Need Additional Insured Status?
Event venues, property owners, and cities may ask to be added to your liability policy as an additional insured when they want protection from claims related to your event. Here’s what that may look like in real event situations:
A Wedding Venue Wants Protection
The manager at your wedding venue emails you saying you need a $1,000,000 wedding liability insurance policy naming the venue as an additional insured.
- What it does: Gives the venue protection if they are named in a claim or lawsuit related to your wedding, reception, setup, or teardown
- What you need: The venue’s legal business name, address, required coverage limits, and any exact wording from your contract
A Property Owner Rents You Private Space
The owner of an estate agrees to let you host an anniversary celebration on their property. They ask you to buy event insurance and list them as both the certificate holder and additional insured.
- What it does: Gives the owner proof you’re covered and helps protect them if your event damages their property or your activities cause an injury
- What you need: Their full legal name, property address, required coverage amount, and any specific insurance wording in the rental agreement
A City Requires Specific COI Wording for an Event Permit
Before a parks department will approve your permit for a charity event, you must provide a certificate of liability insurance naming the city, its members, officials, and employees as additional insureds.
- What it does: Matches your certificate to permit requirements and gives the city protection if your event leads to a liability claim on public property
- What you need: The city’s official name, requested address, coverage limits, permit number (if listed), and exact COI wording from the permit application
A Hotel Venue Requires Liquor Liability for a Corporate Event
You rent a hotel ballroom for a company awards dinner, and the hotel manager says your COI must show general and liquor liability coverage with the hotel, its owners, and employees named as additional insureds.
- What it does: Helps your certificate match the venue’s requirements, so you’re not missing coverage, listing incorrect names, or providing incomplete wording
- What you need: The hotel’s legal name, address, general and liquor liability limits, event date, and exact additional insured wording from the contract
Do I Still Need Insurance If I Signed a Hold Harmless Agreement?
You still need event liability insurance even if you sign a hold harmless agreement with the venue.
A hold harmless agreement simply says you promise not to hold the venue responsible for accidents at your event. Your event insurance helps cover the cost of those accidents.
What Types of Claims Could Involve an Additional Insured?
Adding a venue, city, or property owner to your policy is not a blank check for any accidents that happen at your event. They’re only protected for certain claims, and the additional insured’s coverage depends on your policy.
Below are examples of what kinds of event-related claims might trigger protection for an additional insured:
| Claim Example | What Triggers Protection | How Insurance Helps |
|---|---|---|
|
A wedding guest slips and falls, hurting her back |
The guest sues you and the venue for her medical bills |
Can cover medical and legal defense costs for you and the venue |
|
The tables you rented leave scratches on the venue’s floor |
The venue files a claim with your insurance to cover the damages |
Helps pay to replace or repair the venue’s floor |
|
A guest causes a crash after drinking too much alcohol at your open-bar party |
The injured driver sues you and the venue, claiming they were overserved at your event |
Helps pay for the accident and injuries, plus the venue’s legal defense costs, if you have liquor liability |
How to Know What Your Event Requires
Read the venue’s contract or your permit application to find out whether you need to add a certificate holder, an additional insured, or both. Look for wording like:
- “Submit a certificate of insurance”
- “List us as certificate holder”
- “Name us as additionally insured”
Most contracts and permit office websites will also list the legal name, address, and any specific wording they want on your COI. You’ll need this information to accurately list them on your policy.
If you’re unsure, email or call the venue to have them send you the exact wording they want.
Ready to Meet Venue Requirements?
Listing your venue correctly on your event insurance policy helps you secure the space, avoid delays, and stay focused on your event. Once those details are right, you can send your COI with confidence, not confusion.
FAQs About Event Insurance COIs & Additional Insureds
Is a Certificate Holder the Same as an Additional Insured?
No. A certificate holder receives proof that you have insurance, while an additional insured may receive certain protection under your policy for covered claims related to your event.
Does Adding an Additional Insured Change My Event Insurance Cost?
With Insurance Canopy, adding an additional insured to your event insurance policy does not change the cost. You can add unlimited additional insureds for free.
When Can I Add My Venue as an Additional Insured?
You can add a venue as an additional insured to your event insurance policy when you purchase it, or any time before the day of your event via your online dashboard.
Most venues require proof of insurance with additional insured status before you make your final deposit, or 30 days before your event.
What Information Do I Need to Add an Additional Insured to My Event Insurance?
You typically need the following information to add a city, venue, or property owner as an additional insured to your event insurance policy:
- Your event dates, including setup and teardown
- Your venue’s full legal name and mailing address
- The event location, if different
- Required coverage limits
- Exact additional insured wording from the contract or permit
- The deadline for submitting your COI
