What to Do When a Vendor Refuses to List Your Wedding Venue as “Additionally Insured”
- SpringHaus Farm Weddings
- 4 days ago
- 5 min read
What to Do When a Vendor Refuses to List Your Wedding Venue as “Additionally Insured”
Running a wedding venue means juggling a lot of moving parts, from coordinating couples’ dream days to managing all the vendors that bring those events to life. One area that can quickly turn stressful? When a vendor refuses to include your venue as “additionally insured” on their Certificate of Insurance (COI).
If you’re a venue owner, (and even if you aren't, if you are a couple getting married) here’s why that phrase matters so much, and how to handle it when a vendor pushes back.
What to Do When a Vendor Refuses to List Your Wedding Venue as “Additionally Insured"
Why “Additionally Insured” Matters
When a vendor lists your venue as additionally insured, it means their liability insurance also covers your property if something goes wrong during the event because of their work.
Here are a few examples:
A caterer accidentally starts a fire in the kitchen
A DJ’s equipment causes a guest to trip and fall and be injured
A hair and makeup vendor burns your wedding suite countertop with curling iron
If your venue isn’t listed as additionally insured, you could be left responsible for those damages, even though it wasn’t your fault. For couples who may not understand, as the vendors are YOURS and not the venue's, the couple could actually be sued before the venue!
That’s why nearly every professional venue in the wedding and event industry requires this step. It’s not about being difficult; it’s about protecting everyone involved.
"We require all vendors providing services at our venue to carry proper insurance listing our venue as additional insured. this policy insures that everyone involved, the vendor, the couple, their guests, and your venue are covered in the event of accidents, property damage, or other unforeseen issues. If a vendor declines to list your venue as an additional insured, it's important to address the concern right away. Often, it's a simple fix through their insurance provider, however, if they refuse, it may signal that their coverage isn't sufficient or that they're unfamiliar with stand industry practices. Start by asking why, sometimes it's a simple misunderstanding or a policy limitation that can be resolved with their insurance agent. If they still decline, consider whether the risk is worth it. You may need to choose another vendor who values professionalism and accountability as much as you do." Rachel, owner Somos Family Wedding & Events 521 River Rd, Fuquay-Varina, NC 27526 (984) 261-9335
Step 1: Educate and Clarify
Most of the time, vendors hesitate simply because they don’t understand what “additionally insured” means. You can start by explaining:
“It's the least expensive lottery ticket you can purchase that's guaranteed to pay out when you need it” Derrick, Manager of The Felt Estate 6597 138th Ave, Holland, MI 49423 (616) 335-8982
Once they understand that it’s standard practice and not an extra expense, most professionals are quick to comply.
Step 2: Provide Clear Information
Make it easy for them. Give the exact name and address of how your venue should appear on the COI. For example:
Please list as additionally insured: SpringHaus Farm, LLC 296 Russell Drive, Comer, GA 30629 (706) 843-3276
Clarity saves time and prevents errors that could invalidate the certificate.
Step 3: Reinforce That It’s Industry Standard
If they still resist, remind them that this requirement isn’t unique to you, it’s standard across professional venues (or at least should be, quite possibly not in your area but it is coming!). A simple explanation often helps:
“Our insurance provider requires all outside vendors to list the venue as additionally insured. It protects you, your clients, and the venue in the unlikely event of an accident.” Ginger - Owner SpringHaus Farm
Step 4: Evaluate Risk
Not all vendors carry the same level of risk.
High-risk vendors (like caterers, bartenders, rental companies, or DJs) must have coverage.
Low-risk vendors (like stationery artists or calligraphers) pose minimal exposure, so you might decide to make an exception, but we always suggest to document that decision.
If you do allow a vendor without coverage, have them sign a liability waiver stating that they assume full responsibility for their own actions or damages while on-site.
Step 5: Offer Alternatives
If a vendor doesn’t carry insurance or their provider refuses to add you (full disclosure, no insurance company should be doing this), there’s still an easy solution. Direct them to purchase a one-day event policy, typically about $60, from providers like:
This type of coverage is quick to set up and satisfies your venue’s requirements with minimal hassle.
“It should be a non-negotiable policy for any paid vendor at your venue. It is in every couple's contract and helps protect everyone involved. Most insurance companies can add our venue as additionally insured at no cost. It's a really quick phone call to your insurance company and they handle it on their end. It is becoming a common business practice.” Christina - owner of Montagu Meadows 1029 Sullivan Rd, Westminster, MD 21157 (410) 596-4441
Step 6: Keep Everything in Writing
Documentation is key. Whether it’s the COI, a waiver, or an email trail, keep everything organized and on file. It protects both you and the couple if questions ever arise later.
Sample Message You Can Send to a Vendor
Subject: Certificate of Insurance Request: Hi [Vendor Name], Thank you for sending over your insurance information! Per our venue policy, we require all outside vendors to list (Venue name & if you have additionally insured such as a trust) as “additionally insured” on their Certificate of Insurance. This is standard practice in the wedding industry and ensures everyone is protected in the event of an incident. It typically doesn’t affect your premium, and your provider can issue the certificate quickly. Please list: (Venue name and address) If your insurer can’t accommodate this, please let us know , we can recommend a one-day event policy to meet our venue requirements. Thank you for your understanding and professionalism! Warm regards, [Your Name, Venue name and address/website]
At SpringHaus Farm, we value our vendor partnerships and believe in building strong, professional relationships. Requiring insurance isn’t about distrust, it is about ensuring that everyone involved in a wedding or event is protected.
When vendors and couples understand why this policy exists, they usually appreciate that it keeps them, and your venue covered from unexpected issues.
We love celebrating and supporting other locally owned venue owners:
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