Your ballroom. Their event. Their policy.
Put one link on the banquet event order. Your wedding, social and small-association clients buy their own event liability coverage through it, and the certificate — naming your hotel, your management company and your ownership entity — comes back to your inbox.
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The BEO says certificate of insurance. Then what?
Hotel event space is a high-volume business with a thin administrative margin. Your catering and sales team is selling room blocks and food and beverage minimums, not reading policy forms — but the banquet event order says the client has to produce proof of insurance.
So you get a corporate blanket certificate that doesn't name the property. A wedding client's homeowners declaration page. A social client who sends nothing until the Wednesday before, at which point somebody in sales quietly decides whether to let the event go ahead anyway.
Brand standards and ownership requirements don't bend, so the realistic fix is to make compliance easy rather than to chase it harder.
What you're actually exposed to
- A guest is injured in a ballroom, a prefunction space, or on the way to it during a client's event.
- An outside vendor the client hired — decor, entertainment, photo booth — damages the ballroom or injures someone.
- A social event with a hosted bar runs long and an intoxicated guest is hurt on property.
- Ownership, management and brand all need to be named, and the client's certificate lists none of them correctly.
There are two links — most places need both
A renter's policy covers their event. It does not cover the food vendor they hired or the band they booked. Those are separate businesses with separate exposure, so they need their own coverage — and you need to be named on that too.
Whole-space link
For the person or company renting your entire space for their own event. They buy a TULIP for the dates they have the place, and you're named as additional insured on it.
Weddings, receptions, reunions, birthday parties, clubhouse rentals, conferences, corporate offsites, fundraisers, memorials.
Vendor link
For each business working inside the event — they buy their own policy for their own booth or act, and your grounds are named on each of those policies.
Food vendors, entertainers, product and merchandise sellers, antique dealers, clothing sellers, crafters, service vendors.
You can set up one or both on the same form below — there's no extra cost either way, and the renters and vendors buy their own coverage.
How it works for your venue
Require proof of insurance without collecting it by hand. One set-up, then your renters buy their own coverage and the certificates land in your inbox — automatically.
You Sign Up
Complete a short one-time form to open your venue's account — free, no obligation.
We Create Your Link
We build a custom insurance link branded for your venue and email it to you.
You Share It
Add the link to your rental agreement, booking page, confirmation email, or website.
Renters Buy Coverage
Each renter buys an event liability policy through your link in minutes.
Certificates Auto-Issue
A certificate naming your venue as additional insured is emailed to the renter and to you.
Why hotels use a custom link
Put it on the banquet event order and the contract. Social, wedding and small-association clients handle it themselves.
Your link carries the hotel, the management company, the ownership entity — whatever your agreement requires — on each policy.
Florists, decor, entertainment and photo booths buy their own coverage through a second link. That's the gap most properties never close.
Set-up is free. The client pays for their own policy, and there's no revenue share or fee on your side.
Each property gets its own link with its own legal names, so a management company can run one process at every hotel.
Your catering and sales team sends a URL instead of reading certificates in the week before an event.
Your vendors are eligible too
It isn't only the person who rents your hotel. The businesses that work your events can buy their own event liability coverage through your vendor link — for a single day, a weekend, or a whole season of dates.
Booths, stands, concession trailers, and food trucks serving at your event.
Bands, DJs, dancers, magicians, face painters, and stage acts.
Booths selling goods, gifts, souvenirs, or packaged products.
Flea market, swap meet, and estate dealers selling from a booth.
Boutique, vintage, and apparel vendors working your market.
Handmade goods, art, jewelry, candles, and maker booths.
Rentals, staffing, inflatables, photo booths, and setup crews.
Host something that isn't on this list? Tell us on the set-up form and we'll confirm whether it's eligible.
Each vendor is named on their own policy and your hotel is named as additional insured — so one vendor's claim stays with that vendor.
Put one link on your next BEO
Set-up takes about two minutes and costs the property nothing. We provision your link with the hotel, your management company and your ownership entity already named.
Free to set up · No contract · The renter or vendor pays for their own policy
Set up your hotel's link
Complete this one-time form and our team will provision your custom link. You'll receive it by email once your account is set up.
Frequently asked questions
Our brand standards already require a certificate. How does this change anything?
The requirement doesn't change — the way clients satisfy it does. Today a social or wedding client has to find an agent and explain what you need. With a link, they answer a few questions, buy a policy for their dates, and the certificate comes to you already naming the right entities.
Can the certificate name our management company and ownership entity?
Yes. Your link is configured with the hotel plus every additional insured your agreement requires, so a client doesn't have to understand your ownership structure to get the certificate right.
What about corporate clients who already carry insurance?
They send their own certificate as they always have. The link is for the clients who can't — social events, weddings, local nonprofits, small associations — which at most properties is the majority of event bookings by count.
Do the outside vendors our clients hire need their own coverage?
Yes. A florist, decor company, entertainer or photo booth is an independent business, and the client's event policy generally won't respond to a claim arising from that vendor's own work. A vendor link closes it.
Is every event eligible?
No. Coverage is subject to the carrier's eligibility rules and some events and activities can't be written. The link tells a client up front if their event doesn't qualify, so your sales team isn't the one delivering that news late.
What does it cost the hotel?
Nothing. Set-up is free and the client pays for their own policy.