COI and Liquor Liability Insurance: What Venues Usually Require and Why?
If you’re planning an event, a venue asking for a “COI” (certificate of insurance) can feel like a last‑minute speed bump. In reality, it’s a standard risk step: the venue wants proof that vendors can cover certain kinds of accidents if something goes wrong. This guide explains what venues typically request from bartending vendors, what the terms mean, and how to handle it without derailing your timeline.
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What is a COI and what problem does it solve for your venue?
A COI is a one‑page document that shows a business has an active insurance policy and summarizes key details like policy dates and limits. It’s used because venues and clients often won’t finalize vendor access without proof that the vendor is insured.
A COI does not replace the actual insurance policy, and it doesn’t automatically change what the policy covers. It’s essentially “proof you have coverage,” plus a snapshot of how it’s structured.
Practical takeaway: treat the COI like a checklist item you request early—just like a floorplan, load‑in rules, or vendor parking.
What’s the difference between “certificate holder” and “additional insured”?
A certificate holder is the person/venue who receives the COI as proof of coverage. An additional insured is a party added to certain policies so they receive protection for specific claims connected to the vendor’s work.
Venues often ask to be listed as both:
- Certificate holder so they get the document and updates (like cancellation notices if available).
- Additional insured so the venue has coverage protection tied to the vendor’s operations at the event.
When a venue requires “additional insured,” they’re usually asking for more than a PDF—they want that status confirmed by the insurer (often via endorsement). A helpful primer on reading COIs and common COI caveats: how to read and review with acord forms pdf
What does liquor liability insurance cover, and when do venues ask for it?
Liquor liability coverage is designed to help protect businesses from claims of bodily injury or property damage connected to alcohol service. Venues may require it when alcohol is being served and they want to reduce exposure tied to overservice or alcohol-related incidents.
Two common patterns:
- The vendor is serving alcohol as part of their business → venues are more likely to request the vendor’s liquor liability (or a liquor liability endorsement).
- The host/venue is supplying alcohol and the bartender is “service only” → requirements vary widely; some venues still want vendor coverage, and some want host event liability coverage too.
Important: venue requirements and alcohol rules vary by venue and location, so use this guide to ask smart questions—not as legal advice.
What do venues usually require from a mobile bartending vendor?
Most venues are trying to confirm one thing: “If something happens because of vendor operations, is there coverage in place?” Here’s a decision table you can use to decode what they’re asking for.
| Venue request (common) | What it means (plain English) | Who typically provides it | When it’s usually required | What to ask for / wording to use |
|---|---|---|---|---|
| General liability COI | Proof the vendor has liability coverage for injuries/property damage connected to their operations | Vendor | Almost always | Please send a COI for general liability for our event date. |
| Liquor liability (or endorsement) | Coverage tied to alcohol service-related claims | Vendor (sometimes host policy is also requested) | Often when alcohol is served or venue has strict alcohol policies | Do you carry liquor liability coverage for event service? If so, please include it on the COI. |
| Additional insured | Venue is added to vendor’s policy for event-related claims tied to vendor operations | Vendor (via insurer) | Common for higher-end venues, hotels, corporate campuses | Please add [Venue Legal Name + Address] as Additional Insured for our event date. |
| Waiver of subrogation / primary & noncontributory | Contract language that affects how claims are pursued/priority of coverage | Vendor (via insurer) | Sometimes for corporate venues and hotels | Do you meet contract terms for waiver of subrogation / primary & noncontributory if required? |
| Workers’ comp (if the vendor has employees) | Coverage for work-related employee injuries | Vendor | Sometimes (especially for venues with strict vendor policies) | If you have employees onsite, can you provide proof of workers’ comp? |
If you want your bar vendor to coordinate these venue requirements as part of a clean process (so you’re not chasing paperwork), start with availability + details here, Contact us
How do you request a COI without slowing down your planning?
The fastest approach is to request the venue’s insurance requirements first, then send a complete, copy‑paste request to your bartender (or any vendor). That prevents the back‑and‑forth that usually causes delays.
COI request checklist
Use this as your “don’t miss anything” list:
- Venue legal name (not the marketing name)
- Venue address
- Your event date(s) and service window
- Description of services (“mobile bartending service for private event”)
- Whether alcohol will be supplied by host, venue, or both
- Whether the venue requires additional insured (and if so, exact wording)
- Whether the venue requires waiver of subrogation or primary & noncontributory wording
- Deadline (when the venue needs the COI)
- Where to send it (venue email + your email)
Email template to send your venue or vendor
Subject: COI request for [Event Date] at [Venue Name]
Hi [Name],
We’re confirming vendor paperwork for our event on [DATE]. Can you please share the venue’s insurance requirements for vendors (COI details), including:
- Certificate holder name + address
- Additional insured requirements (exact wording)
- Any waiver of subrogation / primary & noncontributory requirements
- Minimum limits (if specified)
- Where to email the COI and your deadline
Thank you!
[Your Name]
Two real world scenarios: what this looks like for weddings and corporate events
Scenario 1: A wedding venue asks for COI and additional insured
You’re hosting a 120‑guest wedding at a barn venue. The venue contract says all vendors must provide a COI and list the venue as additional insured. You forward the venue’s legal name/address and your event date to the bartending vendor.
What makes it go smoothly: you request requirements early, and your vendor sends the COI with the venue correctly listed. The venue checks the box, and your planner stops chasing paperwork.
What usually causes problems: the COI lists the wrong venue entity (marketing name instead of legal name), the address is missing, or “additional insured” wasn’t actually applied.
Scenario 2: A corporate office event with strict vendor compliance
You’re planning a networking happy hour at a corporate campus. The venue requires general liability COI, additional insured, and may ask for waiver of subrogation language.
What makes it go smoothly: you ask for the campus vendor requirements upfront, then choose a bartender who is used to corporate compliance and can coordinate with their insurer quickly.
If you’re also planning fast service flow for a corporate crowd, related read: Networking event bar setup (lines + speed).
Common mistakes and red flags that cause last minute venue issues
The most common problems aren’t “big insurance problems”—they’re process misses. Watch for these:
- Waiting until the week of the event to ask the venue for insurance requirements.
- Using the venue’s brand name instead of legal name (many venues have a different legal entity).
- Assuming a COI automatically makes the venue “covered.” A COI is proof of insurance; extra requirements (like additional insured) often need explicit confirmation.
- Not matching event dates. Some COIs show policy dates; venues may want confirmation the policy is active for your event date.
- A vendor who can’t clearly explain their coverage workflow. If they can’t tell you how they request and deliver COIs, you may be in for delays.
If you want a vetting framework before booking, related read: Questions to ask a mobile bartender before you book.
FAQ: COI and liquor liability insurance for event bartenders
Do I need to buy event insurance if I’m hiring an insured bartender?
Sometimes. A venue may still require the host to carry event liability coverage, even if vendors are insured. It depends on venue policy and what risks they want covered.
Will a COI cover damage to the venue if someone breaks something?
Not automatically. Coverage depends on what happened, who was responsible, and the policy terms. Use the COI as proof, and confirm specifics with the venue and the insurer.
How long does it take to get a COI?
It can be quick when requirements are clear, but timing depends on insurer process—especially if additional insured wording or endorsements are needed.
What if my event is partly outdoors?
Outdoor events often add operational risks (wind, ice, heat, power access). You’ll still need the venue paperwork, plus an execution plan.
Related read: Outdoor event bar setup checklist
Next step: make your bar service venue ready
If you want a bar experience that’s planned like a real cocktail program—with professional process, clean coordination, and venue-ready execution—start here, Premium Mobile Bartending
Or send event details (date + venue + guest count) for next steps: Contact us
