Insurance Links for Hotels with Event Space
Give meeting and wedding clients one link to buy event liability coverage, with your hotel named as additional insured on the certificate automatically.
Set up my link →How insurance works at hotels with event space
Hotel event space is a high-volume, low-margin-on-admin business. Your catering and sales team is selling room blocks and food and beverage minimums, not reading certificates of insurance — but the banquet event order says the client has to produce one.
The result is predictable. Corporate accounts send a blanket certificate that doesn't name the property. Wedding clients send a homeowners policy. Social clients send nothing until the week of, and somebody in sales ends up deciding whether to let the event go ahead anyway.
Brand standards and owner requirements don't bend, so the realistic fix is to make it easy rather than to chase harder. A link in the BEO and the contract lets the client buy a compliant policy in minutes, and the certificate naming the hotel, the management company, and the ownership entity comes back on its own.
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 company, 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 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 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.
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
Can the certificate name our management company and ownership entity too?
Yes. Your link is configured with your hotel plus any additional insureds you require — ownership entity, management company, or brand — so they're named on each policy bought through it without the client having to understand your ownership structure.
Do corporate clients with their own insurance still need this?
Not usually. A client with a real commercial policy and a risk manager can send a proper certificate. The link is for everyone else — social clients, weddings, small associations, local nonprofits — which at most hotels is the majority of event bookings by count.
What about the outside vendors our clients bring in?
They're a separate exposure and generally not covered by the client's policy. A vendor link lets florists, decor companies, entertainers, and photo booths buy their own coverage and name the hotel, which is the gap most properties don't close.
Does this work for multiple properties?
Yes. Each property gets its own link with its own legal name, address, and additional insureds, so a management company can run the same process across a portfolio.
Is everything eligible?
No. Coverage is subject to the carrier's eligibility rules, and some events and activities can't be written. Your link tells someone up front if they don't qualify, so nobody shows up thinking they're covered.