COI collection
for wedding & event venues.
Stop chasing every caterer, florist, and DJ for their insurance docs.
Send each vendor a secure upload link, see who's compliant before the event, and let reminders handle the follow-up.
A new vendor list for every event
Every wedding and event brings its own cast — a caterer, a florist, a DJ or band, a planner, rentals, sometimes a bartender. Each one needs to be insured before they set foot on the property, and each event resets the list. So the coordinator spends the week before every booking emailing vendors for certificates and crossing names off by hand.
One uninsured vendor is a real liability problem on a property full of guests. A certificate that expired, that doesn't name the venue as additional insured, or that never arrived at all is exactly the gap that turns a beautiful event into an exposure the venue ends up holding.
What to require from event vendors
Exact requirements come from your insurer and venue policy — always confirm with them — but most wedding and event venues ask each vendor for:
- Commercial general liability — commonly $1,000,000 per occurrence and $2,000,000 aggregate.
- Additional insured — the venue named on the certificate for the event date.
- The event date — coverage active on the day, not expired or not-yet-effective.
- Liquor liability — for caterers and bartenders serving alcohol; check yours.
- Workers' compensation — required by some venues for vendors with staff.
Not sure what additional insured means or how to read a certificate? Start with the plain-language COI reading guide or the explanation of certificate holder vs. additional insured. Your insurer or venue policy can confirm the exact limits to ask for.
How VendorDrop handles it
Add the event's vendors
Set up a campaign per event and add the caterer, florist, DJ, and the rest. Each gets a unique, secure upload link.
They upload their COI
Vendors drop their certificate through the link — no account, no login. You're notified and approve or reject in one click.
Reminders chase the stragglers
Set the event date. Reminders fire at 14, 7, and 0 days out, so every vendor is cleared before the couple arrives.
- Documents stored securely and never shared publicly
- Upload links expire and are unique to each vendor
- Vendors can't see each other's documents or information
Wedding & event venue COI questions
Do wedding and event vendors need insurance to work at a venue?
Most venues require it. Caterers, florists, DJs, planners, bartenders, and rental companies typically must carry commercial general liability insurance and provide a Certificate of Insurance before the event — often naming the venue as additional insured.
What insurance should a venue require from event vendors?
Commonly commercial general liability ($1M per occurrence / $2M aggregate), with the venue named as additional insured for the event date. Vendors serving alcohol may need liquor liability, and some require workers' comp. Confirm exact limits with your insurer or venue policy.
How do I collect COIs from every vendor for each event?
Set up a campaign per event. Each vendor gets a unique secure upload link, uploads their COI with no account, you approve or reject in one click, and automated reminders chase anyone who hasn't submitted before the date.