Location Shoot Insurance Requirements: How to Get a Certificate of Insurance for Your Small Business

If you're a small-business owner planning to film content at a rented venue, private property, or public location, you'll quickly discover that most property owners require proof of insurance before allowing you to shoot. This proof comes in the form of a Certificate of Insurance (COI)—a document that verifies you carry adequate liability coverage. Understanding location shoot insurance requirements and knowing how to obtain a COI can save you time, money, and potential legal headaches.

Why Location Owners Require Insurance

When scouting locations, "clearing the location" involves obtaining a certificate of insurance, among other requirements. Property owners and venue managers face significant risk when allowing film crews, photographers, or content creators onto their premises. Equipment can damage floors or walls, lighting setups can cause electrical issues, and crew members or talent can accidentally injure themselves or others [1].

Some venues require their clients to have a minimum amount of event liability insurance, and may even request that the venue itself or its owner be added as an additional insured on their client's event liability insurance coverage. This requirement protects the property owner from financial liability if something goes wrong during your shoot [2].

The process of applying for filming permits may include fees and often requires production insurance. Whether you're shooting a commercial project, creating social media content, or filming a documentary, understanding these insurance requirements is essential for securing locations and operating legally [3].

Understanding Commercial General Liability Insurance

Commercial General Liability (CGL) insurance is the "first line" of coverage that a business typically purchases, and covers many of the common risks that can happen to any type of business, such as bodily injury or property damage on the business premises or due to the business operations, personal and advertising injury, and medical payments [4].

For location shoots, CGL insurance typically covers:

Bodily injury to third parties (property owners, bystanders, or others not on your payroll)
Property damage to the location or surrounding areas
Personal and advertising injury claims related to your content
Medical payments for minor injuries that occur during your shoot

CGL insurance is generally categorized as an "all-risks" type of insurance, under which it provides coverage for risks unless specifically excluded. This broad coverage makes it the foundation of most production insurance packages [4].

Many small businesses already carry general liability insurance through a business owners policy, which bundles property and liability coverage. However, you'll need to verify that your policy covers location shoots and provides adequate limits for venue requirements.

Typical Coverage Requirements for Location Shoots

While requirements vary by venue and location type, most property owners request minimum coverage amounts that follow industry standards. Common requirements include:

General Liability Coverage:

$1 million per occurrence
$2 million aggregate (total coverage for all claims during the policy period)

Property Damage:

Minimum $100,000 to $500,000 for damage to the location

Additional Insured Status:
The property owner typically requires being named as an additional insured on your policy.

An additional insured needs to be provided insurance coverage so that they enjoy protection from a new risk that arises out of the original named insured's conduct or operations, often by means of an endorsement added to the policy [5].

This endorsement extends your liability coverage to protect the property owner if they're sued due to your activities on their premises.

The cost of adding an additional insured to a property or liability insurance policy is generally low, as compared to the costs of the original premium [5].

Workers' Compensation Insurance

If you have employees or crew members on your payroll, most states require workers' compensation insurance. This coverage protects your business if a crew member is injured on the job and typically covers:

Medical expenses for work-related injuries
Lost wages during recovery
Disability benefits
Death benefits for fatal accidents

Even if you're working with independent contractors, some venues may still require proof of workers' compensation coverage or require contractors to carry their own policies. This protects all parties from potential liability disputes.

What Is a Certificate of Insurance?

A Certificate of Insurance (COI) is a one-page document issued by your insurance company or agent that summarizes your insurance coverage. It's not the actual insurance policy—rather, it's proof that you have active coverage with specific limits and terms.

A standard COI includes:

Your business name and contact information
Insurance company name and policy numbers
Types of coverage (general liability, property, auto, etc.)
Coverage limits and deductibles
Policy effective and expiration dates
Additional insured parties (if applicable)
Certificate holder information (the party requesting proof of insurance)

The COI serves as verification that you meet the insurance requirements set by the location owner or venue. It's a critical document for film production insurance requirements and is typically required before you can finalize location agreements or obtain filming permits.

How to Get a Certificate of Insurance: Step-by-Step Guide

Obtaining a COI is a straightforward process once you have the appropriate insurance coverage in place. Here's how to do it:

Step 1: Purchase or Review Your Insurance Coverage

Before requesting a COI, ensure you have adequate insurance coverage. If you don't currently have commercial general liability insurance, contact an insurance broker or agent who specializes in business insurance. Explain your business activities, including location shoots, and ask for quotes on appropriate coverage.

If you already have business insurance, review your policy to confirm:

Coverage limits meet venue requirements
Your policy covers off-premises operations
The policy includes location shoots or production activities
You can add additional insureds as needed

Step 2: Gather Required Information

Before contacting your insurance provider, collect the following information:

Certificate holder details: The name and address of the property owner or venue requiring the COI
Additional insured requirements: Whether the property owner needs to be named as an additional insured
Specific coverage requirements: Minimum limits or special endorsements requested by the venue
Project details: Shoot dates, location address, and project description
Any special requirements: Some venues require specific policy language or endorsements

Step 3: Contact Your Insurance Agent or Company

Reach out to your insurance agent or company's customer service department to request the COI. Most insurers can generate certificates within 24-48 hours, though some offer same-day service for urgent requests.

Provide all the information you gathered in Step 2. Be specific about:

Who should be listed as the certificate holder
Whether additional insured status is required
Any special endorsements or policy language needed
The date by which you need the certificate

Step 4: Review the Certificate Carefully

When you receive the COI, review it thoroughly to ensure:

All names and addresses are spelled correctly
Coverage types and limits match venue requirements
Policy dates cover your shoot dates
Additional insured status is properly noted (if required)
The certificate holder information is accurate

Errors on a COI can delay your shoot or cause location agreements to fall through. If you spot any mistakes, contact your insurance provider immediately for corrections.

Step 5: Submit the Certificate

Deliver the COI to the property owner or venue manager according to their preferred method—typically via email as a PDF attachment. Keep copies of all COIs for your records, and maintain a system for tracking certificate expiration dates.

For more detailed guidance on this process, review our comprehensive guide on how to get a certificate of insurance.

Adding Additional Insureds to Your Policy

An additional insured is a person or organization who enjoys the benefits of being insured under an insurance policy, in addition to whoever originally purchased the insurance policy, most often where the original named insured needs to provide insurance coverage to additional parties so that they enjoy protection from a new risk that arises out of the original named insured's conduct or operations [5].

When a property owner requires additional insured status, they're asking to be protected by your insurance policy