Certificate of insurance for vendors.
A certificate of insurance (COI) is a document from a vendor's insurer or agent showing what coverage they carry and for which dates. Ask for it before the event, check the dates, coverage type and names, and request additional insured wording if your venue or city requires it. Keep a copy for every booth.
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Which vendors need one.
There is no single answer. Your venue, your city's permit office and your own risk tolerance decide. Washington, DC's event guide, for example, says organizers must require their vendors to carry the same coverage the organizer is required to carry. Other places leave it to you.
Start by asking your venue and permit office whether they require vendor insurance. Then decide your own rule, and apply it to everyone so it is fair.
- Food vendors, anyone cooking or using propane, generators or heaters, and anyone with an activity that involves customers handling equipment are the usual candidates for a firm requirement.
- Small, low-risk tables such as stationery or art prints are where some organizers choose a lighter rule. That is your call, unless the venue says otherwise.
- Write the rule in your application and vendor agreement so nobody is surprised.
The request that gets you the right paper.
- A current certificate showing general liability coverage for the vendor's business, with policy dates that include your event dates.
- Your organization named as certificate holder, with the exact name and address you want listed.
- Additional insured wording, only if your venue or permit requires it. Certificate holder and additional insured are different things: the first receives a copy, while additional insured status is coverage under the vendor's policy and usually comes from an endorsement.
- The endorsement page itself where required. Seattle's special events office, for example, asks for the certificate and a separate additional insured endorsement.
- A phone number or email for the issuing agent, in case you need to confirm anything.
How to check a certificate in two minutes.
- Match the insured name to the business name on the application.
- Check that the policy dates cover the event date, including set-up and breakdown if your venue says so.
- Check the coverage type is the one you asked for, and that any limits meet your venue's written requirement.
- Check the certificate holder and additional insured wording match what you requested.
- Look for the endorsement page if one is required. A certificate alone does not prove additional insured status.
- If anything looks off, ask the vendor to have their agent reissue it. Do not fix it yourself.
Collect early and keep a record.
Ask for the certificate with the application, set a deadline before the event, and do not assign a booth without it if you require one. A short list of vendor, expiry date and status is enough.
A certificate is evidence of coverage; it is not a guarantee about any particular claim. This page is general information, not insurance or legal advice. Confirm requirements with your venue, your permit office and a licensed insurance agent.
- Require insurance certificates and permits with each application, and review them in one place.
Common questions.
Which vendors need a certificate of insurance?
Whoever your venue, permit office or vendor rules say. Many organizers require it from food vendors and from anyone using fire, power or equipment, and some require it from everyone. Write your rule in the application.
What does additional insured mean?
It means the named party, such as your venue or organization, is covered under the vendor's policy for claims connected to the event. It usually comes from an endorsement on the policy, not just the certificate.
What is the difference between a certificate holder and an additional insured?
A certificate holder is the party the certificate is sent to as proof of coverage. An additional insured has coverage under the policy. Ask the vendor's agent to confirm which one your venue requires.
Can vendors buy one-day insurance?
Vendors should ask their own insurance agent whether a short-term or single-event policy is available to them. Tell them the deadline well ahead of the event.
Should I accept a photo of a certificate?
A readable copy from the agent or insurer is better than a phone photo. Whatever format you accept, check the dates and names, and keep a copy.
How do I request a certificate of insurance from a vendor?
Ask in writing, with your deadline, the exact certificate holder name and address, any additional insured wording, and the event dates. Our vendor insurance requirements template has a request email you can copy.
Do food vendors and farmers market vendors need a certificate of insurance?
Often, because they cook, use power or handle food. Many markets and venues require it from food vendors even when they don't from everyone; check your venue's rule and write yours into the application.
Keep reading.
Sources.
Facts on this page come from these sources, checked on 2026-10-10. Details change; tell us at hello@bzar.app if something here is out of date.
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