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COI tracking · Wedding venues

COI tracking for wedding venues

Every wedding brings a new cast of outside vendors onto your property. If a caterer or DJ is uninsured when a guest is hurt, the claim can land on the venue, not the couple.

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

The job

Where this gets hard

One uninsured caterer can void your event coverage

A kitchen burn or a guest injury tied to an uninsured vendor is exactly what your venue policy expects you to have screened for. Automated reminders keep every event vendor’s certificate current.

A fresh vendor lineup on every single booking

Each couple brings their own caterer, florist, DJ, and rental company. Add each as a vendor, upload the certificate they provide, and let COI Tracker flag any that is about to expire.

You need proof of coverage before you hand over the keys

Requiring a certificate from every vendor is standard, but chasing them the week of the wedding is chaos. Filter by status and export a CSV so you have proof before load-in.

Typical vendors wedding venues track

Examples we see in this dashboard

  • Caterers & bartending services
  • Florists & rental companies
  • DJs, bands & photographers

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 — Wedding venues

Which wedding vendors should provide a certificate?

Any vendor working your property: caterers, bartenders, florists, DJs and bands, photographers, and rental companies. Add each as a vendor and track the certificate they provide against its expiry date.

How do I collect certificates ahead of an event?

Click "Request Update" on each vendor 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 keep proof of coverage ready for each wedding?

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 each event.

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

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

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

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Ready to take vendor compliance off your plate?

3 vendors free, no credit card required. Upgrade only when you outgrow it.

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