For renters

Insurance requirements

Some facilities require proof of insurance or an on-site officer once your event reaches a certain headcount. VenueSpree shows you whether a requirement applies — and its cost — before you submit a request, not after you've been approved.

How requirements are triggered

Each facility can define one or more capacity thresholds. When the headcount you enter on your request meets or exceeds a threshold, the associated requirement is applied automatically.

Certificate of insurance (COI)

For events above a facility's insurance threshold, you'll need to provide a certificate of insurance meeting the facility's minimum coverage amount, naming the organization as an additional insured where required.

On-site officer

For larger events, some facilities require a paid on-site officer. The hourly cost is shown on the request form and added to your total before you confirm.

Uploading your certificate of insurance

1. Upload after approval

Once your reservation is approved and insurance is required, you'll be prompted to upload your COI (PDF or image) from your renter dashboard.

2. Verification turnaround

Staff typically review and verify uploaded certificates within 1–2 business days. You'll see the verification status update on your reservation, and you'll be notified if anything needs to be corrected or resubmitted.

3. Complete before your event

Insurance verification must be complete before your event date. Facilities may decline entry or cancel a reservation that reaches its start date without a verified certificate on file, per the organization's policy.

Cost is always shown before you request

If your headcount triggers an officer requirement, its estimated cost is included in your request total up front. There's no separate invoice that arrives after the fact.