If you sign up as a vendor at a market or get hired to work a special event, the event organizer may ask for a Certificate of Insurance, or COI. As a vendor, you need a COI to get into the event, and it has to meet certain requirements.
You need to secure your spot, so let’s quickly break down what a COI is, why vendors need it, and how to get it right from the start.
A Certificate of Insurance (COI) for vendors is a document from an insurance company showing that a business owner has active liability insurance. It is also known as an ACORD form.
What Is a Certificate of Insurance (COI) for a Vendor?
A certificate of insurance for a vendor is an official document from an insurance company that proves you have active coverage and summarizes key policy details.
Your COI acts as a business insurance certificate, but for events. It shows organizers and venues that you have the right coverage for potential accidents caused by your business.
You receive a COI when you purchase vendor insurance, whether you’re getting coverage for one day, a weekend, or an entire year. For a quick summary, check out this video explainer:
What a Vendor COI Includes
Similar to an ID card, a vendor’s certificate of insurance includes key information about your business and coverage.
Learning how to read a COI is easier than you think, and vendors only need to know the key parts organizers look for. Let’s walk through them:
1. The insured and insurer: This top section includes the name and contact information of your business (the insured) and the company or carrier providing coverage (the insurer)
2. Types of insurance: A list of the specific coverages you have
3. Policy number: The unique identifier for your policy that helps the insurer access your coverage details
4. Policy dates: The day your coverage begins (effective date) and ends (expiration date)
5. Coverage limits: The maximum dollar amount of coverage your policy provides
6. Description of operations: This bottom box includes specific requests from the event or venue, like being included as an additional insured
Why Do Vendors Need Proof of Insurance?
Vendors typically need proof of insurance to show event organizers they’re financially covered for injuries or damages they might cause at an event.
There are a few reasons venues require insurance before you can participate, including:
- Meeting contract requirements: Venues may require all vendors to carry certain coverages and limits before an event can use the space
- Managing risk: A COI is tangible proof you have financial support to pay for claims, reducing the organizer’s financial risk and your own
- Boosting credibility: Insured vendors are seen as responsible, trustworthy, and reliable, which shows you’re committed to your business
Starting and growing your business is a significant investment, and having insurance as a vendor is a straightforward way to protect that investment, along with your business finances and personal assets. By absorbing these financial impacts, insurance allows your business to operate smoothly and provides you with peace of mind.
What Types of Vendor Insurance Appear on a COI?
The specific types of vendor insurance listed on a COI depend on the type of vendor you are and your event requirements. These can include:
| Coverage | What It Helps Cover |
|---|---|
|
General liability insurance |
Common event accidents, like a customer tripping at your booth or you damaging venue property |
|
Damage to rented premises |
Property damage you cause to a venue or rented event space |
|
Medical expense limit |
Medical expenses if someone is injured in an accident related to your booth or event operations (whether or not it’s your fault) |
|
Product liability insurance |
Injuries or property damage caused by products you make, sell, or distribute at events |
|
Workers compensation |
Work-related injuries or illnesses involving employees working your booth, event, or set-up |
|
Commercial auto insurance |
Accidents involving business vehicles used to transport people, equipment, or products to events |
|
Liquor liability insurance |
Alcohol-related claims involving vendors who sell, serve, or provide alcohol |
|
Cyber liability insurance |
Cyberattacks involving customer or payment information collected through your vendor business |
|
Professional liability insurance |
Claims related to professional services, advice, classes, or demonstrations you provide at events |
For craft shows, markets, and other short-term events, many vendors only need a general liability policy for common claims.
Caterers, DJs, and other special event vendors may need general liability plus additional small business insurance based on how they operate, like having employees, a company vehicle, or serving alcohol.
Vendor COIs & Additional Insureds
Some venues or event managers might ask you to add them to your policy as an additional insured.
A common requirement, additional insureds on vendor policies receive some protection from claims caused by your business. For example, it can help cover legal expenses if your customer gets hurt and names you and the venue in a lawsuit.
If you’ve given a venue additional insured status, it will appear on your vendor COI, which is one of the many things event organizers look for.
Pro tip: With Insurance Canopy, you can add unlimited additional insureds on any short-term vendor policy starting at zero cost.
What Event Organizers Check on Your COI
Event organizers may not approve your application or let you into an event if your COI doesn’t match their vendor insurance requirements.
Here’s what your COI needs to get right so you can get approved:
✔ Names: Your business name and the name of the venue or event
✔ Dates: Your coverage dates match the event dates (or fall within your coverage period)
✔ Limits: Coverage limits match or exceed the requirement (usually $1 million per-occurrence and $2 million aggregate)
✔ Coverages: You have all the requested coverages for your specific business
✔ Endorsements: Includes additional insureds, special wording, or other endorsements
Every venue has its own COI requirements for vendors, so if you’re not sure where to find them, contact the event manager for help.
Requiring Vendor COIs as an Event Organizer?
If you organize events, requiring your vendors to provide proof of insurance helps you manage financial risks and verify that they’re covered if an accident happens.
Insurance Canopy helps event organizers set vendor insurance requirements, receive additional insured status, and manage COIs in one place. Learn more.
What Happens If I Don’t Have a COI as a Vendor?
If you are a vendor and you don’t have a certificate of insurance for an event, you may not be allowed to participate or provide services.
Even if your event doesn’t require a COI, insurance still helps protect your business. If someone trips inside your booth or you scratch the venue’s floor, insurance can save you from paying out of pocket.
How to Get a Vendor Certificate of Insurance
Need to get a vendor COI fast? Get same-day coverage online in minutes when you purchase a vendor insurance policy with Insurance Canopy.
Start with a quote, customize your coverage, and add additional insureds to meet your event requirements. Once you buy your policy, download your event-ready COI and access your documents anytime you need proof of insurance.
FAQs About Vendor COIs
Can I Get a Certificate of Insurance Without Buying a Policy?
No, you cannot get a Certificate of Insurance (COI) without an active insurance policy. A COI is proof you have vendor insurance coverage, so you must purchase a policy before a COI can be issued.
Do All Vendors Need a COI?
Not all vendors need a COI, but many events, venues, and clients require one. Even when a COI is not required, vendor insurance can still help protect your business from accidents or claims at events.
Do I Need a New COI for Every Event I Work?
Your policy and your event’s requirements determine whether you need a new COI for each event you work.
If you buy short-term vendor insurance for individual events, you’ll receive a COI for each policy. With annual vendor insurance, you can use your coverage for multiple events and download updated COIs as needed, like if an event requires additional insured status.
What's the Difference Between a COI & an Additional Insured Endorsement?
A COI provides proof of your insurance, while an additional insured endorsement extends certain coverage under your policy to a third party, such as an event or venue.
The endorsement changes your policy; the COI does not. Your COI may show that an additional insured has been added, but the COI itself does not grant additional insured status.
How Do I Add a Certificate Holder to My Vendor COI?
You can automatically add a certificate holder to your vendor COI when you add them to your policy as an additional insured during checkout or via your online dashboard.
If you need to add a certificate holder without adding an additional insured, please contact us for help from a licensed agent.
Jeremy Sheehy | Program Manager
Jeremy Sheehy is a Program Manager for Insurance Canopy. His experience spans claims and commercial underwriting, and he holds a bachelor's degree from the University of Texas at Arlington along with the Chartered Property Casualty Underwriter (CPCU) designation. Jeremy believes the best insurance solutions are specialized and transparent, built through adaptability, attention to detail, and a team-first approach. He relishes helping small business owners find coverage that's both affordable and tailored to their individual needs.
Jeremy Sheehy is a Program Manager for Insurance Canopy. His experience spans claims and commercial underwriting, and he holds a bachelor's degree from the University of Texas at Arlington along with the Chartered Property Casualty Underwriter (CPCU) designation. Jeremy believes the best insurance solutions are specialized and transparent, built through adaptability, attention to detail, and a team-first approach. He relishes helping small business owners find coverage that's both affordable and tailored to their individual needs.
