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COI tracking · Event production companies

COI tracking for event production companies

You subcontract staging, rigging, AV, and security for every show. If one crew is uninsured when something fails on load-in, the client and venue will look to your company.

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3 vendors free · Plans from $29/mo · Setup in 2 minutes · No credit card

The job

Where this gets hard

A rigging or staging subcontractor’s lapse becomes your claim

These are high-risk trades — a rigging failure or stage collapse is exactly the incident your subs must be insured for. If their policy has lapsed, it flows to you. Automated reminders keep each certificate current.

Venues require every sub’s certificate before load-in

Most venues won’t let a crew touch the floor without proof of coverage. Store each uploaded certificate and export a CSV so your paperwork is ready before the trucks arrive.

Every show pulls in a different roster of subcontractors

Staging, lighting, AV, security, and staffing change show to show. Add each as a vendor, upload the certificate, and filter by status to catch anyone whose coverage is about to expire.

Typical vendors event production companies track

Examples we see in this dashboard

  • Staging & rigging subcontractors
  • AV, lighting & sound crews
  • Security & event-staffing agencies

How COI Tracker handles it

  1. 1Add each vendor with name, email, certificate type, and expiry date — or bulk-import a spreadsheet on Growth+.
  2. 2Upload the certificate PDF on each row. Files are stored privately and surfaced through short-lived signed URLs.
  3. 3Get reminders 30, 14, and 7 days before each expiry. Click “Request Update” to ping the vendor for the new cert.
Try it with your first 3 vendors free

FAQ — Event production companies

Which subcontractors should carry their own insurance?

Every crew you subcontract for a show: staging and rigging, AV and lighting, tent and equipment rental, security, and staffing agencies. Add each as a vendor and track the certificate they provide.

How do I collect certificates before a show?

Click "Request Update" on each sub’s row and COI Tracker emails them from your name asking for a current certificate. They reply, you upload the PDF, and the expiry date and reminders update.

Can I have proof of coverage ready for the venue?

Yes. Every certificate is stored privately and reachable in one click, and you can export a CSV proof-of-coverage list — included on every plan, including Free — before load-in.

How many subcontractors can I track and what does it cost?

The Free plan covers 3 vendors, which rarely fits a full production. Most companies use Starter at $29/mo, or Growth at $59/mo which adds CSV import to bulk-load a subcontractor list.

Not legal or insurance advice. Verify your specific contract and policy requirements with a licensed broker or attorney.

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