Insurance Links for Conference Centers
Give meeting organizers and their exhibitors one place to buy liability coverage, with your conference center named on the certificate automatically.
Set up my link →How insurance works at conference centers
A conference center rarely has one tenant. You have the organization that booked the space, the AV company they hired, the exhibitors on the trade floor, and whoever is catering the lunch — and your facility-use agreement asks most of them for proof of insurance.
Large organizations usually have a risk manager who can produce a certificate in a day. Small associations, regional chapters, and first-time organizers often cannot, and that's where the pre-event scramble comes from.
A link for the organizer and a link for exhibitors means the requirement gets satisfied by the people who have to satisfy it, at the moment they book, instead of by your events team in the week before load-in.
What you're actually exposed to
- An attendee is injured in a breakout room, a corridor, or on an escalator during a booked event.
- An exhibitor's booth, demo, or product causes an injury on the trade floor.
- An AV or decor contractor damages the building rigging, walls, or floors during load-in.
- A reception runs with alcohol served by a vendor the organizer brought in.
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 grounds
Require proof of insurance from your vendors and space renters without collecting it by hand. One set-up, then the certificates come to you instead of you chasing them.
You Sign Up
Complete a short one-time form to open your grounds' account — free, no obligation.
We Create Your Links
We build a custom link for whoever rents the whole space, and one for your vendors.
You Share Them
Put the links in your vendor packet, booth application, rental contract, or event page.
They Buy Coverage
Each vendor or space renter buys their own event liability policy in minutes.
Certificates Auto-Issue
A certificate naming your grounds as additional insured is emailed to them and to you.
Your vendors are eligible too
It isn't only the person who rents your center. 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 center is named as additional insured — so one vendor's claim stays with that vendor.
Ready to set up your link?
Set-up takes about two minutes and costs you nothing — the renter or vendor pays for their own policy. We provision your custom link from there.
Free to set up · No contract · The renter or vendor pays for their own policy
Set up your 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
What is a facility-use insurance requirement?
It's the clause in your rental agreement that requires the organizer to carry general liability coverage for their event and to name the conference center as additional insured. A TULIP — tenant/user liability policy — is the standard way an organizer satisfies it.
Do exhibitors need their own coverage?
Usually yes. An exhibitor is a separate business operating a booth on your floor. The organizer's policy generally won't respond to a claim arising out of an exhibitor's own booth, demo, or product, which is why most centers require exhibitors to carry their own.
Can one organizer cover a multi-day conference?
Yes. Coverage can be written for the full run of dates, including move-in and move-out days, rather than a single day.
How does our center get named as additional insured?
Automatically. Your exact legal name and mailing address are built into your link, so each policy bought through it names our center as additional insured without anyone having to request an endorsement from an agent.
What does the link cost us?
Nothing. Set-up is free and the renter or vendor pays for their own policy.