Here’s One Legal Tip You’ll Want to Take from Your North Georgia Wedding Experts
- insightmediamgmt
- May 2
- 5 min read
Your Vendors Need a Certificate of Insurance (COI) with the Venue Listed as Additional Insured
If you are planning your wedding or event, you have probably seen a few requirements tucked into your venue contract that you hadn’t thought much about before. One of the most important—and often overlooked—is the need for your vendors to carry insurance and provide a Certificate of Insurance (COI) listing the venue as "additional insured."
You might be wondering: Why does this matter so much? Why would a venue need proof that the vendors you hire are insured? Let’s walk through why it is so important for both you as the couple and for your venue, and how it ultimately protects the event you have worked so hard to plan.
What is a Certificate of Insurance (COI)?
A Certificate of Insurance, often called a COI, is an official document issued by a vendor’s insurance company. It verifies that the vendor carries the necessary liability insurance to cover any potential accidents, injuries, or damages that might occur during an event.
When a venue asks to be listed as "additional insured" on a COI, it means that the venue is also protected under the vendor’s insurance policy for the duration of your event. This protection is vital because it ensures that if something unexpected happens, the proper insurance policies are in place to handle it—without exposing the venue or you, the client, to unnecessary risk.
Photo - @johnandkymcreativeco
Why Does the Venue Require Vendors to Have Insurance?
At Chapman Hill Weddings + Events, we prioritize creating a safe and seamless experience for every couple and every guest. Requiring vendor insurance is one of the ways we protect everyone involved.
Here’s why it matters:
Protection Against Accidents
Even the most professional, experienced vendors can encounter accidents. A DJ’s speaker might fall and damage a wall. A caterer’s equipment might malfunction and cause an injury. A florist’s heavy installation could shift and harm someone. In any of these cases, vendor insurance would step in to cover the costs of repairs, medical care, or legal fees—rather than those costs falling on the venue or the client.
Clear Responsibility
Vendor insurance clearly defines responsibility if something goes wrong. Instead of getting caught in complicated disputes, the insurance company handles claims quickly and efficiently. This keeps things simpler and less stressful for the couple and the venue.
Peace of Mind for Everyone
When all vendors are properly insured, it creates peace of mind for everyone involved. Couples can enjoy their day knowing that all the professionals they have hired are prepared for the unexpected. Venues can host events confidently without worrying about financial risks.
Vendor Accountability
Requiring insurance is also a way to ensure that vendors are running legitimate, professional businesses. Vendors who carry insurance typically take their services seriously, maintain proper safety protocols, and are committed to delivering quality work.
Photo - @saraheubanksphoto | Coordination- @lovelydayweddings | Catering - @thecateredkitchen
How Does Listing the Venue as "Additional Insured" Help?
When a vendor adds the venue as an "additional insured" party on their policy, it gives the venue direct protection under the vendor’s insurance. That means if a claim needs to be filed, the venue does not have to go through secondary or unrelated insurance policies. They are covered under the vendor’s plan for incidents related to the vendor’s work.
At Chapman Hill Weddings + Events, for example, we require vendors to list us as additional insured so that in the event of an accident involving the vendor’s equipment or services, we can work directly with the vendor’s insurer to resolve it efficiently. This protects the integrity of our property, our business, and most importantly, the events we host.
What Happens If a Vendor Doesn’t Have Insurance?
Hiring a vendor without insurance puts everyone at risk. If an uninsured vendor causes damage or injury, you as the couple or the venue could end up financially responsible. That could mean paying out of pocket for repairs, legal fees, or even medical bills.
Most reputable vendors will have no issue providing a COI. In fact, many already have templates ready and can send them out within a day or two of booking. If a vendor hesitates or refuses to provide a COI, it is often a sign that they may not be operating at the professional standard you deserve for your event.
At Chapman Hill Weddings + Events, we believe it is better to ask these questions upfront than to deal with unexpected headaches later. Protecting yourself, your guests, and your vendors is always worth the extra step.
Photo - @photography.byjulien | Coordination - @lovelydayweddings | Floral - @floralbyvictoria_official | DJ - Milan Bolar @onenightatl
What Types of Vendors Typically Need a COI?
Generally, any vendor who is physically working at your event should be insured and provide a COI. This includes:
Caterers
Bartenders or bar services
DJs and live bands
Florists, especially those installing large décor pieces
Photographers and videographers
Rental companies (for tents, tables, chairs, etc.)
Hair and Make Up services
Transportation providers
Planners and coordinators who are hands-on at the venue
Even vendors who seem low-risk, like a photo booth company or a cake baker delivering on-site, should have insurance. Accidents can happen in the most unexpected ways, and having coverage ensures a smooth resolution.
Photo - @johnandkymcreativeco
How to Collect COIs from Your Vendors
The process is usually simple:
When booking your vendor, let them know that the venue requires a COI with Chapman Hill Weddings + Events listed as additional insured.
Provide the vendor with the exact name and address that needs to appear on the COI (your venue will provide this information).
Ask for the COI to be submitted to you and the venue no later than a few weeks before the event date.
Double-check that the COI includes coverage for the event date and lists the venue correctly as additional insured.
Our team at Chapman Hill Weddings + Events is happy to assist couples in reviewing COIs to make sure they meet our requirements.
Photo - @johnandkymcreativeco
It might seem like an extra step, but requiring vendors to carry insurance and provide a COI listing the venue as additional insured is an important safeguard for your wedding or event. It protects you, your guests, your vendors, and the venue from the unexpected, ensuring that your special day can unfold exactly the way you dreamed.
At Chapman Hill Weddings + Events, we work hard to make sure every event is beautiful, safe, and stress-free. By choosing vendors who are properly insured, you are helping us—and helping yourself—build a strong foundation for a day full of joy and celebration.
If you have any questions about vendor insurance, COIs, or how we help make your event seamless, our team is always here to walk you through the details.
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