Insurance Links for Hotel Ballrooms
One link for ballroom and meeting-room clients to buy event liability coverage, with your property named as additional insured automatically.
Set up my link →How insurance works at hotel ballrooms and meeting rooms
A ballroom booking is a rental like any other: someone else's event, someone else's guests, someone else's vendors, in your building. The banquet event order usually says so, and usually asks for a certificate.
Meeting rooms are where it slips. A ballroom wedding gets scrutiny; a Tuesday breakout for forty people books through a sales manager and nobody thinks about insurance until something happens in it.
One link, used on each event order regardless of size, closes that gap without adding steps for your sales team. The client buys for their dates and the certificate arrives with your property already named.
What you're actually exposed to
- An attendee is injured in a meeting room, during setup, or in the prefunction area.
- A client's AV or decor vendor damages ceilings, rigging points, walls, or carpet.
- A reception with a hosted bar leads to a liquor-related claim against the property.
- A small meeting booked without a certificate turns into the one event that generates a claim.
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 property. 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 property 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
Do we need a certificate for small meeting-room bookings?
That's your call, but the exposure doesn't scale with room size. A link costs nothing to use, so applying it to each event order is simpler than deciding case by case which bookings are big enough to bother with.
Can coverage run across several days of a program?
Yes. A policy can be written for the full run of dates including set-up and tear-down days, not just the main event day.
What limits should we require?
$1,000,000 each occurrence and $2,000,000 aggregate is the usual requirement, with $1,000,000 personal and advertising injury and $300,000 damage to premises rented included. You can require a higher damage-to-premises limit if your ballroom finishes warrant it.
How does our property 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 property 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.