Hiring Event Vendors

Vendors turn a venue into an event: catering, photography, floral, entertainment, rentals, planners, and more. Treat hiring as risk management as well as creative casting.

Hiring basics

1. Define scope in writing (hours, deliverables, overtime rates)
2. Confirm who brings what (tables, sound, power, ice, linens)
3. Align on load-in / load-out windows with the venue
4. Ask for proof of insurance when appropriate
5. Keep a single run-of-show contact so vendors are not guessing

COIs from vendors (host education)

Venues and hosts often ask vendors for a certificate of insurance showing general liability (and sometimes auto or workers' compensation, depending on the work). As a host:

• Request COIs early - not the week of the event
• Match additional insured names to venue wording when required
• Store PDFs with contracts in one folder
• Remember: vendor business insurance is not the same as your special event liability policy

If you are a vendor reading this, start at Event Professionals for Thimble-oriented guidance and deeplinks.

Red flags

• No written contract
• Pressure to pay 100% upfront with no cancellation terms
• Unwillingness to discuss insurance or licensing
• Scope that keeps expanding verbally without price updates

Cross-links

• Hosts buying event-day coverage: Event Insurance Hub
• Pros needing business coverage: Event Professionals
• Vendor insurance requirements guide