How to Get A COI For An Event?
Planning an event is overwhelming. Vendors change their plans, contractors change their schedules, the budget tightens, and even the smallest details need your attention. With all the planning, you fail to think about getting a Certificate of Insurance (COI) until the venue requests it.
The event planner pauses your booking. Suddenly, your event timeline stalls. If a COI has ever left you unsure of the next step, that’s completely understandable. It’s not something most business owners or project managers work with regularly.
In this blog, we’ll cover what a COI is, what insurance you need for your specific event, how to request one, and how illumend, powered by myCOI, helps you handle the process with clarity and confidence.
What Is a COI and How Do I Get One?
A Certificate of Insurance for events is a quick way to confirm that the vendors or contractors you’re bringing into an event have a real, active insurance policy which is a common requirement for a COI in contracting. Most venues ask for a COI because it keeps everyone safe during the event period. Although it’s a proof of insurance, you might be unsure about what specific requirements or language to use in a request.
You can request a COI directly from your vendors or contractors by sharing the venue’s insurance requirements and asking their insurance company to issue the certificate.
When Do You Need to Request a COI for an Event?
You request a COI for an event when:
- Your event involves a venue, vendor, or contractor
- Outside vendors or services are part of your event
- Vendors or contractors work on-site, and the venue requires proof
- Third-party help is supporting any part of your event
- Anyone outside your team is working at your event
To read more about how to ask for a COI and when do you need one, read our blog.
What Insurance Do I Need to Run an Event?
Most events need different types of insurance. Knowing what each covers helps you talk to your vendors about your requirements.
- Event liability insurance, a form of general liability protection, gives you and the venue peace of mind by covering accidental injuries or property damage during the event.
- Workers’ compensation insurance covers bodily injuries that happen during setup, takedown, or work at the event.
- Auto liability insurance protects the event when vendor or contractor vehicles are involved on-site.
- Umbrella or excess liability insurance ensures vendors can meet higher venue insurance limits without leaving any gaps in protection.
Where to Get Insurance for an Event?
Knowing where to get insurance gives you the confidence to move forward with a COI request process. You can get it from:
- Special event insurance providers
- Licensed insurance brokers and agents
- Traditional insurance companies
- Direct online dashboards of insurance platforms
- Existing business insurer
How Do You Request a COI From Event Vendors?
Requesting a COI from vendors becomes much easier when vendors know exactly what the venue expects. Most event vendors are familiar with the process and appreciate information beforehand. Here’s how to ask for a certificate of insurance:
- Ask the vendor directly for their insurance certificate
- Explain your event insurance coverage expectations upfront
- Share the venue’s requirements
- Request that they obtain the COI from their insurance provider
- Review the COI to ensure it meets the venue’s guidelines
- Submit the final COI to the venue for accuracy and approvals
What Should You Include in Your COI Request?
A COI request letter provides vendors with the details they need to meet the venue’s insurance requirements, so they can send the right paperwork. This saves you from the last-minute insurance questions or delays. You can include the following in your COI request:
- Name of the venue or the event location
- Certificate holder name and address
- Coverage types
- Scope of coverage
- Additional insured for events
- Event dates (Include setup, the event itself, and wrap-up dates)
- Any special endorsements or requirements
- Deadline for submission
- COI delivery instructions
How Do You Verify a COI Once You Receive It?
Go through the certificate so you feel confident the coverage meets your event’s needs. Knowing how to read a certificate of insurance helps you confirm every requirement. Make sure the event policy number is active and that the coverage limit matches the venue's requirements. The venue should be listed as an additional insured if needed. A quick check of the effective and expiration dates, or the policy period, confirms that you meet all the details.
What Happens If a Vendor's COI Is Missing or Expired?
If a vendor’s COI is missing any information or is out of date, you can request a fresh certificate from the insurer to begin work on-site. Most insurers issue updated COIs quickly, and sharing your venue’s requirements in advance helps them issue the certificate without delay.
How Much Does an Event COI Cost?
A COI is free. Vendors can request it from their insurer at no extra cost, as long as their policy is active. The only expense comes from the policy they already carry.
How illumend Simplifies COI Requests for Events
illumend brings 15 years of insurance compliance expertise into a platform that removes the stress from managing COIs for your event. With a single one-click vendor invite, you can collect documents without chasing emails or creating logins. The platform reviews each document in real time, keeping your vendors aligned with the venue’s insurance requirements and empowering you to stay ahead of potential issues.
Lumie™, the platform’s built-in AI guide, makes the process even easier. Because COI requirements can feel confusing, Lumie explains everything in plain language and walks you through what to check, what to request, and what to do next. Combined with the simplicity of illumend, you can be sure to feel at ease on the day of your event! Schedule a demo today!