Before a vendor works a resident event, ask for a certificate of insurance (COI) that shows active general liability coverage, names your ownership and management entities as additional insureds by endorsement (not just as certificate holder), covers the event date, and fits the activity the vendor will actually perform. Then read it, check it against your written agreement, and file it before the event, not on the morning of.
That sounds simple, but COIs are where a lot of community events quietly go wrong. This guide walks through what to ask for, how to review what you receive, and the mistakes property and HOA teams make most often.
This article is general information for property teams, not legal or insurance advice. Your insurance requirements should come from your owner, your management company’s risk team and your insurance advisor.
Why vendor insurance matters for resident events
Resident events bring outside businesses onto your property: caterers, food trucks, DJs, fitness instructors, inflatable rental companies, photographers, face painters and pop-up market sellers. Each one brings its own risk. A tripped guest over a speaker cable, an allergic reaction to catered food or an injury on a rented inflatable can all lead to a claim against the property.
Insurance professionals who advise community associations make the same point. Gallagher’s September 2026 guidance on HOA events says vendors should carry their own liability insurance with limits that match the exposure they bring, and that their certificates should be reviewed to confirm coverage is active and appropriate for the activity (Gallagher, 2026). The same applies to apartment communities.
What is a certificate of insurance?
A COI is a one- or two-page summary of a vendor’s insurance: the insured business name, the insurers, policy numbers, policy dates, coverage types and limits, and the certificate holder. The most common form in the US is the ACORD 25 Certificate of Liability Insurance.
The form itself is clear about its limits. The ACORD 25 states that it “is issued as a matter of information only and confers no rights upon the certificate holder,” and that if the certificate holder is an additional insured, “the policy(ies) must be endorsed” (ACORD 25 sample, City of Seattle Special Events). In other words, the certificate is evidence of insurance. It is not the insurance, and it does not by itself give your property any coverage.
Additional insured vs. certificate holder
These two terms are often confused, and the difference matters.
- Certificate holder: the party the certificate is issued to. Being listed here means you receive proof that the vendor has insurance. It does not extend the vendor’s coverage to you.
- Additional insured: a party added to the vendor’s policy by endorsement, subject to the policy’s terms. Wexford Insurance’s September 2026 guide for property management vendors draws exactly this line and notes that agreements may name owners, management companies and sometimes lenders (Wexford Insurance, 2026).
When your requirements say “additional insured,” ask the vendor to send the endorsement page or confirm it is on the policy, and make sure the names match your legal entities exactly. Your regional or risk team should tell you which entities to list.
What to ask event vendors for
Your owner or insurer sets the actual requirements. As a starting checklist, most property teams ask vendors for some combination of the following:
- Commercial general liability. The most commonly requested coverage. Limits should come from your company’s vendor policy, not from the vendor.
- Additional insured status for the ownership entity and management company, by endorsement.
- Workers’ compensation if the vendor has employees, subject to state law.
- Commercial auto liability if the vendor drives onto the property to deliver or operate (food trucks, rental deliveries).
- Liquor liability if the vendor serves alcohol. See our guide to alcohol at apartment resident events in Texas before you plan any event with drinks.
- Umbrella or excess liability where your company requires it for higher-risk activities.
- Licenses and permits that apply to the work, such as food permits for food vendors.
Wexford’s guide lists general liability, workers’ compensation, auto, umbrella and license information as the core of a typical vendor COI package (Wexford Insurance, 2026).
How to review a COI in five minutes
Habitat magazine’s February 2026 feature on community event insurance quotes an industry voice calling a COI on its own “worthless” unless someone vets it, because policies can carry exclusions that matter for the activity (Habitat, 2026). A quick review routine:
- Name. Does the insured name match the business on your agreement and invoice?
- Dates. Are the policy periods active on the event date, including setup and teardown?
- Coverage types. Is each coverage you require shown?
- Limits. Do the limits meet your written requirement?
- Additional insured. Is the box marked, and do you have the endorsement or written confirmation?
- Description of operations. Does it reference your property or event where your policy requires it?
- Activity fit. Does the vendor’s business type match what they will do? A caterer’s policy may not be built for operating a rented climbing wall.
- Exclusions. When something looks unusual, ask your insurance advisor before the event rather than after.
Higher-risk vendors that need a closer look
Some event elements deserve extra review and, often, higher requirements:
- Inflatables, rides and climbing walls. Ask whether the vendor provides a trained attendant, how equipment is anchored, and what weather conditions cancel operation.
- Pool and fitness activities. Gallagher recommends confirming vendor credentials, especially for work with children or in pools and fitness areas (Gallagher, 2026). Our wellness programming guide covers instructor selection.
- Food vendors and food trucks. Collect food permits along with insurance, and plan for allergy labeling.
- Animals. Petting zoos and pet-related vendors bring bite and handling risk. See our pet events guide.
- Alcohol. Licensed service, liquor liability and clear house rules.
Put requirements in writing
A COI only helps if it matches a written agreement. Your vendor agreement or event booking form should cover scope of work, arrival and teardown times, power and space needs, required insurance, indemnification language approved by your company, cancellation terms and who the on-site contact is. Gallagher recommends written agreements with indemnification provisions to clarify responsibility if a vendor’s actions cause a loss (Gallagher, 2026).
If you host markets with many small sellers, our vendor pop-up market guide explains how to collect requirements from a larger group without stalling the event.
A simple COI timeline for events
- When booking (4 to 6 weeks out): send your written insurance requirements with the booking form.
- 2 to 3 weeks out: receive and review the COI and endorsement. Flag gaps right away.
- 1 week out: confirm everything is on file. No COI, no setup.
- Event day: keep a printed or digital vendor list with COI status at check-in.
- After the event: file documents with the event record and note expiration dates for repeat vendors.
Wexford notes that expired certificates are a common reason for approval delays, so track renewal dates for vendors you use often (Wexford Insurance, 2026).
Common mistakes
- Accepting a COI that lists the property only as certificate holder when your policy requires additional insured status.
- Reviewing the COI on the morning of the event, when there is no time to fix problems.
- Letting a vendor bring a subcontractor (for example, a DJ who brings a photo booth company) without separate paperwork.
- Using one generic requirement for every vendor, regardless of activity.
- Not checking whether resident-hosted events in your clubhouse need their own coverage. Habitat’s feature describes associations that require hosts to carry event insurance and name the association as additional insured (Habitat, 2026).
Frequently asked questions
What insurance should event vendors have at an apartment community?
Most property teams require commercial general liability, with additional insured status for ownership and management, plus workers’ compensation, auto and liquor liability where they apply. The exact coverages and limits should come from your owner’s or management company’s vendor requirements.
Is a certificate of insurance enough?
No. The ACORD 25 form says it confers no rights on the certificate holder. Pair it with the additional insured endorsement where required and a written vendor agreement.
Do small vendors like face painters or fitness instructors need insurance?
That depends on your company’s policy. Many properties require some level of liability coverage from every vendor and set higher requirements for higher-risk activities. Ask your risk team rather than making exceptions on site.
Who should review vendor COIs?
Usually the property or HOA manager does a first check, and the management company’s risk or compliance team handles exceptions. Some companies use a third-party COI tracking service.
How Roseway handles vendor coordination
Vendor coordination is a core part of how Roseway Resident Services plans resident events: sourcing vendors, collecting the documents your property requires, managing day-of check-in and following up afterward. Your property’s own insurance and legal requirements always set the standard.
If your team is stretched thin by vendor paperwork for every event, talk with Roseway about your next event or start with our Resident Experience Check.