Overview
Insurance is non-negotiable in experiential production. Every activation — whether a 50-person dinner or a 10,000-person festival footprint — requires proper coverage. This guide covers what you need, when you need it, and how to get it.
Standard Insurance Types
Commercial General Liability (CGL)
- Covers bodily injury and property damage claims
- Industry standard: $1M per occurrence / $2M aggregate
- Large-scale events or Fortune 500 clients may require $5M+
- Must be in place before any on-site work begins
Workers' Compensation
- Required for all W2 employees in all 50 states
- Verify that staffing agencies and freelancer platforms (Wrapbook, Justworks) provide coverage for their workers
- If hiring 1099 contractors directly, confirm they carry their own coverage or purchase a policy that covers them
Commercial Auto
- Required if renting vehicles, using box trucks, or operating company vehicles
- Covers liability for accidents during event-related transport
- Rental car insurance from credit cards often excludes commercial use — verify coverage
Inland Marine / Equipment Coverage
- Covers rented or owned equipment in transit and on-site
- Important for AV gear, custom fabrication, branded assets
- Some rental houses require proof of inland marine coverage before releasing equipment
Umbrella / Excess Liability
- Extends coverage limits above primary policies
- Recommended for events with 1,000+ attendees, alcohol service, or high-risk activities
- Typical umbrella: $5M-$10M
Certificate of Insurance (COI) Process
- Identify requirements: Review venue contract and client MSA for insurance minimums and Additional Insured requirements
- Request from broker: Submit request at least 2 weeks before the event. Include: venue name/address, client name, event dates, coverage amounts needed
- Review the COI: Verify policy dates cover load-in through load-out (not just event day), Additional Insured names are spelled correctly, coverage limits meet or exceed requirements
- Distribute: Send to venue, client, and any other required parties. Keep digital and printed copies on-site
- File: Store in the project folder under Insurance/COI
Common Pitfalls
- Requesting COI too late — brokers need lead time, especially for endorsements
- Policy dates that don't cover load-in/load-out days
- Assuming vendor insurance covers your liability — always verify with your broker
- Not carrying printed COIs on-site — fire marshals and venue managers will ask