What is a Certificate of Insurance?

A Certificate of Insurance (COI) is a standard form issued by an insurance company or broker and verifies the existence of an insurance policy.  It helps ensure protection against liability and costs of repairs for accidents, property damage or injuries.

What should be included in a COI?

The COI should cover general liability, umbrella coverage, and proof of workers compensation coverage.  Outside venues may require additional coverage such as liquor liability.

When does SEO require a COI?

External organizations hosting an event or vendors providing building facility work or services at an SEO facility.  Examples include:

• Vendors or Contractors who provide services in-person, such as:
  • Photographers and videographers
  • Caterers
  • Paid workshop facilitators, trainers or guest speakers (Note: volunteers exempt from this requirement)
• Vendors completing work at an SEO office, such as:
  • IT server room work
  • equipment installation
  • building maintenance or cleaning services
  • construction services like electrical or plumbing
• External organizations looking to host an event at an SEO office

Note:  All contracts any vendor who will complete work or provide services in-person/ on-site should include language reflecting SEO COI requirements.  Contracts should at a minimum state that the vendor will provide a COI and 

How do I request a COI from a vendor or outside organization?

Please refer to the specific COI requirement links below for each of the following SEO space:

• Instructions for Certificate of Insurance: SEO NY: 5th and 6th floors
• Instructions for Certificate of Insurance SEO NY: 4th floor
• Instructions for Certificate of Insurance SEO SF

Email completed COIs to REAsupport@seo-usa.org

When is a COI required from SEO?

External venues may require a COI from SEO.  Email REAsupport@seo-usa.org  with the following information to request an SEO COI:

• Venue's COI requirements
• SEO event name, date(s), and hosting department
• Venue name and address

A COI is generated by SEO's Insurance Broker, usually within 2 business days for typical requirements. Special coverage requests by vendors may take weeks to process, so it is recommended to request a COI as soon possible.   

What else should I know about COIs?

Commercial insurance policies typically last one year and are renewed shortly before the previous policy ends.  This means COIs expire and must be updated to reflect the current policies for a company at least once a year.

Key COI terms:

• Producer: The insurance agency or broker that completed the COI form.
• Insured:  The organization/ company covered by the insurance policies included in the COI
• Coverages:  The types of insurance generally required for a COI.
  • Commercial General Liability - a form of comprehensive insurance that offers coverage in case of damage or injury caused by a company's operations or products, or on its premises.
  • Automobile Liability - helps cover the financial responsibility if a company's an employee is at fault in an accident and people are injured or their property is damaged.
  • Umbrella Liability - provides an extra layer of liability protection by covering costs beyond what general liability covers.
  • Workers Compensation - protects a company from claims by employees who experience a work-related injury or illness
• Certificate Holder:  Typically the organization/ company who requested the COI
• Additional Insureds:  Other companies/ organizations the certificate holder needs to include on a COI.  They are typically related to the certificate holder and could be included in a lawsuit against the certificate holder.