Vendor Insurance Requirements: What Venues Ask For
Venues often require vendors to carry their own insurance. Learn what coverage vendors typically need and how to manage vendor insurance certificates for your event.
Why Venues Require Vendor Insurance
Venues require vendor insurance for the same reason they require event host insurance—to protect themselves from liability. If a vendor's equipment injures a guest, or a food vendor causes illness, the venue wants assurance that the vendor's insurance will respond first. Most venue contracts include specific vendor insurance requirements that must be met before vendors can set up on the property.
Typical Vendor Insurance Requirements
Venues typically require each vendor to carry: general liability coverage with minimum limits (often $1M per occurrence and $2M aggregate), the venue named as additional insured, auto liability if the vendor drives on the property, and workers' compensation if the vendor has employees. Food vendors may need additional coverage, and vendors serving alcohol typically need liquor liability. Always check your venue's specific requirements.
Managing Vendor Certificates
As an event organizer, you are responsible for collecting and verifying vendor insurance certificates. Create a system to track which vendors have submitted certificates, verify that each certificate meets your venue's requirements, and follow up with vendors who have not provided documentation. Set a clear deadline—at least 2 weeks before the event—for all vendor certificates to be submitted.
What to Do When Vendors Lack Coverage
If a vendor cannot provide adequate insurance, you have several options. You can require the vendor to obtain coverage before the event, you can find an alternative vendor who is properly insured, or in some cases, your event policy may provide limited vendor coverage. However, relying on your own policy to cover vendor operations is risky and should be a last resort. The safest approach is to only work with properly insured vendors.
Vendor Insurance in Your Event Contract
Include clear insurance requirements in your vendor contracts. Specify the minimum coverage types and limits, the requirement to name you and the venue as additional insured, the deadline for certificate submission, and the consequences of failing to provide adequate documentation. Having these requirements in writing protects you and ensures vendors understand their obligations before the event.
Get started with Eventure
Need vendor insurance guidance for your event? Contact our team for help with vendor certificate requirements.