COIs Made Simple: Everything You Need to Know for Your Next Event

Picture this: you've spent months planning the perfect event. The venue is booked, vendors are lined up, and everything is falling into place. Then, three days before the big day, your venue contacts you asking for something called a "COI" from your catering company. Panic sets in as you realize you have no idea what that means or how to get one.

If this scenario sounds familiar, you're not alone. Certificates of Insurance (COIs) are one of those behind-the-scenes essentials that can make or break your event planning process. The good news? They're actually much simpler than they sound, and understanding them can save you from major headaches down the road.

What Is a COI?

A Certificate of Insurance (COI) is essentially a snapshot of someone's insurance coverage. Think of it as a report card that shows what types of insurance a business carries, how much coverage they have, and when that coverage expires.

Here's what you'll typically find on a COI:

• Policyholder information: The name and address of the insured business

• Insurance carrier details: Which company provides the coverage

• Types of coverage: General liability, workers' compensation, auto insurance, etc.

• Coverage limits: How much the policy will pay out in case of a claim

• Policy dates: When coverage starts and ends

• Additional insured information: Other parties (like your venue) that are protected under the policy

It's crucial to understand that a COI is not the actual insurance policy—it's more like a summary or proof that the policy exists. The actual policy contains all the detailed terms and conditions, while the COI gives you the key highlights you need to know.

Why COIs Matter for Events

Events bring together multiple vendors, large groups of people, and expensive equipment—all ingredients for potential accidents or mishaps. A COI serves as your financial safety net and proof that the people you're working with are prepared for the unexpected.

When something goes wrong at an event (and Murphy's Law suggests it eventually will), proper insurance coverage protects everyone involved. Whether it's a guest slipping on a wet floor, equipment damaging the venue, or a vendor's truck getting into an accident while transporting supplies, insurance helps cover the costs instead of leaving individuals or businesses on the hook for potentially devastating expenses.

Beyond financial protection, COIs provide peace of mind. Knowing that your vendors carry adequate insurance allows you to focus on creating an amazing event rather than worrying about worst-case scenarios. For venues and clients, requiring COIs demonstrates professionalism and shows that you take risk management seriously.

Many venues, clients, and municipalities won't even consider working with you without proper COI documentation. It's often a non-negotiable requirement that's built into contracts and permit applications.

Who Typically Asks for a COI?

Understanding who requires COIs helps you anticipate these requests and stay ahead of deadlines:

Event planners often request COIs from all their vendors to ensure they're protected if something goes wrong. As the coordinator bringing everyone together, planners want to make sure they're not liable for their vendors' mistakes or accidents.

Venues almost universally require COIs from anyone bringing equipment, food, or services onto their property. They need to protect their business and property from damage, and often require to be named as "additional insured" on vendor policies.

Clients may request COIs, especially for corporate events or high-profile celebrations. They want assurance that their investment is protected and that they won't face liability issues.

City or county officials typically require COIs when issuing permits for events in public spaces, street closures, or outdoor gatherings. These requirements vary by location but are increasingly common.

Common Types of Insurance on a COI

Different types of events and vendors require different insurance coverage. Here are the most common types you'll encounter:

General liability insurance is the foundation of most COIs. This covers bodily injury and property damage that might occur during your event. For example, if a guest trips over your DJ's cables or your decorator accidentally damages the venue's floor, general liability would typically cover these incidents.

Workers' compensation protects employees if they're injured while working your event. This is especially important for vendors with staff, like catering companies or production crews. Some states require workers' comp for any business with employees.

Auto liability becomes relevant when vendors are transporting equipment or supplies to your event. If your caterer's delivery truck hits another car on the way to your venue, auto liability insurance would cover the damages.

Additional insured clauses are particularly important for event planning. When a venue or client is named as "additional insured" on a vendor's policy, they receive some protection under that vendor's insurance. This means if someone sues the venue because of something the vendor did, the vendor's insurance may help defend and cover the venue.

How to Request a COI from Your Vendors or Partners

Getting COIs from your vendors doesn't have to be complicated, but it does require clear communication and adequate lead time. Start by being specific about what you need: coverage limits that meet venue requirements, the correct spelling of parties to be named as additional insured, and confirmation that coverage will be active during your event dates.

Here's a sample email template you can customize:

"Hi [Vendor Name],

I'm excited to work with you on [Event Name] scheduled for [Date]. To finalize our arrangements, I'll need a Certificate of Insurance that includes:

• General liability coverage of at least $[Amount] per occurrence

• [Venue Name and Address] named as Additional Insured

• Coverage active from [Start Date] through [End Date]

• Your business name exactly as it appears on our contract

Could you please send this COI to me by [Date - at least 2 weeks before event]? If you have any questions about these requirements, please let me know as soon as possible.

Thanks! [Your Name]"

Timing is everything when requesting COIs. Don't wait until the week of your event—many vendors need time to contact their insurance agents, and insurance companies may need several business days to generate certificates. Request COIs at least two to three weeks before your event, and even earlier for large or complex events.

How to Get a COI as a Vendor or Staff Provider

If you're on the other side of the equation and need to provide a Certificate of Insurance (COI), you have a few solid options depending on your business structure and how often you need coverage.

1. Traditional Insurance Brokers

For established vendors or businesses with complex insurance needs, working with a licensed insurance agent or broker is often the best choice. They can tailor your coverage to your industry and help you meet specific venue or client requirements. While turnaround time may take 24–48 hours, you’ll typically get more robust support.

• Ask your existing insurance agent if they can add event-specific COIs.

• Need a broker? Start with TrustedChoice.com to find independent agents near you.

2. Online Insurance Providers (Fast & Flexible)

Online platforms are ideal for freelancers, pop-up vendors, or staffing companies that need short-term, flexible insurance options. These services allow you to purchase general liability insurance and instantly generate COIs—often in just minutes.

Here are some recommended options:

• Thimble – Perfect for short-term or event-based coverage. You can buy insurance by the hour, day, or month.

• NEXT Insurance – Tailored for small businesses and freelancers. Fast online quotes and instant COI access.

• Hiscox – Offers general liability coverage for a wide range of industries, including event services and staffing.

• CoverWallet – A comparison site that allows you to get quotes from multiple insurers and manage policies online.

• Simply Business – Helps match you with the best coverage options based on your profession and location.

3. What It Costs

Insurance costs vary widely depending on your risk profile, business type, and coverage limits. Here’s a rough idea:

• Low-risk vendors (e.g., photographers, brand ambassadors): ~$200–$500/year

• Higher-risk services (e.g., bartenders, food vendors): ~$500–$1,500/year

• One-time event coverage: ~$50–$150 per day

Some platforms also offer monthly plans or per-event coverage—ideal if you don’t work events full time.

4. How Long It Takes

• Online providers: COIs can often be downloaded instantly after purchase.

• Traditional agents: Typically require 1–2 business days to process and send a COI.

Be sure to plan ahead—venues often require the COI a week or more before your event.

Red Flags and Mistakes to Avoid

Even experienced event professionals can fall into common COI traps. Expired coverage is one of the most frequent issues—always double-check that the policy dates cover your entire event, including setup and breakdown days.

Coverage limits that are too low for venue requirements can halt your planning process. Many venues require minimum coverage amounts (often $1-2 million for general liability), so confirm these requirements early and ensure your vendors can meet them.

Missing "Additional Insured" information is another common problem. The venue or client name must be spelled exactly as they've requested and include the correct address. Even small typos can cause rejections.

Always review COI details carefully before submitting them. Check that business names match your contracts, dates are correct, and all required coverage types are included. Many venues have specific requirements about how they want to be listed, so pay attention to their exact instructions.

Pro Tip: Keep a COI on File

Organization is key to smooth COI management. Create a digital folder system where you can easily store and access certificates from all your regular vendors. This makes it much faster to respond to venue requirements and start new projects.

Insurance policies expire annually, so set reminders to request updated COIs from your regular vendors before their coverage lapses. Many event professionals request updated certificates at the beginning of each year to avoid last-minute scrambling.

Having COIs readily available also speeds up the onboarding process with new clients and venues. When you can immediately provide proof of insurance, it demonstrates professionalism and helps you stand out from competitors who might be less prepared.

When You Might Not Need a COI (But Should Still Ask)

Small private events in residential settings sometimes don't require formal COIs, and personal projects among friends might seem low-risk enough to skip insurance documentation. However, even in these situations, having proper coverage is often worth the investment.

Many vendors won't sign contracts without being able to provide proof of insurance, and even small events can result in significant damages if something goes wrong. A guest injury at a backyard birthday party or damage to a friend's home during a celebration can quickly escalate into expensive problems.

The cost of basic insurance coverage is often minimal compared to the potential financial risk of going without protection. When in doubt, it's better to have coverage you don't need than to need coverage you don't have.

Conclusion: Don't Let COIs Be an Afterthought

Certificates of Insurance might seem like just another piece of paperwork in the complex world of event planning, but they're actually one of your most important risk management tools. This simple document can protect you from major financial disasters and demonstrate your professionalism to clients and venues.

The key to COI success is early communication and organization. Clarify insurance requirements as soon as you start working with new venues or clients, request certificates with plenty of lead time, and maintain organized files so you're always prepared.

Working with vendors and partners who understand the importance of proper insurance coverage makes your job easier and your events safer. When everyone involved takes insurance seriously, you can focus on what really matters: creating memorable experiences for your clients and their guests.

Remember, in the event industry, being prepared isn't just about having backup plans for weather or technical difficulties—it's also about having the financial protection to handle whatever unexpected challenges come your way. Make COI management a standard part of your planning process, and you'll sleep better knowing that you're protected against the unexpected.