Free email templates
Certificate of insurance request emails for event vendors
Send with the vendor agreement, or 4–6 weeks before the event
Subject
[Event name]: certificate of insurance needed by [date]
Hi [First name], We’re looking forward to having [Vendor name] at [Event name] on [event date]. Before the event, we need a certificate of insurance (COI) from your insurance agent. Please send it by [due date]. It should show: • General liability of at least $[1,000,000] per occurrence and $[2,000,000] aggregate • [Your organization’s legal name] and [Venue name] listed as additional insured • Certificate holder: [Your organization’s legal name], [address] • Policy dates covering [setup date] through [teardown date] [• Commercial auto liability, if you’re bringing a vehicle on site] [• Liquor liability, if you’re serving alcohol] The easiest way: forward this email to your insurance agent and ask them to send the certificate to us directly at [email]. Thank you, [Your name] [Event name] | [Phone]
Replace everything in [brackets]. Coverage amounts are common examples; use what your venue requires.
What to check on a certificate of insurance
Run through this list when a certificate arrives. It takes two minutes and catches most problems.
- 1
The named insured matches the vendor
The business name on the certificate should be the business you have the agreement with, not an owner’s personal name or a parent company you’ve never heard of.
- 2
The policy dates cover your event, including setup and teardown
Check the effective and expiration dates against load-in day and the last day of teardown, not just the event day.
- 3
General liability limits meet your requirement
Many venues and organizers ask for $1,000,000 per occurrence and $2,000,000 aggregate. Your venue’s contract may require more, so check it first.
- 4
You (and the venue) are listed as additional insured
Ask for your organization, and the venue if required, to be named as additional insured. Being the certificate holder alone doesn’t extend the vendor’s coverage to you.
- 5
The certificate holder box shows your organization
Use your exact legal name and address, so the certificate is clearly issued for your event.
- 6
Auto liability for anyone driving onto the site
Food trucks, rental deliveries and production vehicles should carry commercial auto liability.
- 7
Liquor liability for anyone serving alcohol
Bars, breweries and wineries serving at your event usually need liquor liability, and some venues require it by contract.
- 8
Workers’ compensation for vendors with employees
Required by law in most states for businesses with employees. Ask for it from production, staging and security vendors especially.
- 9
It came from the insurer or agent
A certificate sent by the agent or insurance company is harder to alter. If something looks off, call the agent listed on it to confirm.
General guidance, not legal or insurance advice. Requirements vary by venue, city and state, so check your venue contract and ask your own insurance agent if you’re unsure.
Make insurance part of the agreement
The most effective reminder is the one in the contract. Write the requirement and the deadline into your vendor agreement: “Vendor will provide a certificate of insurance meeting the requirements below at least 21 days before the event. Without it, the space may be released.” Then the final notice email isn’t a surprise, it’s the agreement.
Track the expiry date, not just the certificate
A certificate that expires the week before your event is no use on event day. Write down each policy’s expiration date when it arrives, or use our free vendor document tracker, which counts down to each date for you.
Questions organizers ask
What is a certificate of insurance (COI)?
A one-page document from a vendor’s insurance agent or insurer that summarizes their coverage: the types of insurance, the limits and the policy dates. In the US it’s usually on a standard ACORD 25 form.
What’s the difference between certificate holder and additional insured?
The certificate holder is simply who the certificate was issued to. Additional insured status extends the vendor’s liability coverage to you for claims arising from their work at your event. Ask for both, and remember that being certificate holder alone doesn’t protect you.
How much general liability should event vendors carry?
Many venues and organizers ask for $1,000,000 per occurrence and $2,000,000 aggregate. Your venue contract is the place to check: it often sets the minimum you must require from every vendor.
Who should I send the COI request to?
Send it to your vendor contact and ask them to forward it to their insurance agent. Agents issue certificates every day, usually within a day or two, and a certificate sent straight from the agent is harder to alter.
When should I ask vendors for their COI?
With the vendor agreement, or four to six weeks before the event. Make it due two to three weeks before load-in, so there’s time to fix a certificate that’s missing something.
Your first event is free, at any size
Launch offer, for a limited time: sign up and choose any size for your first event. No card needed.