When comparing AV companies, price is often the first thing event planners notice. However, one of the most important questions to ask has nothing to do with equipment or pricing. Before hiring any AV provider, planners should verify that the company carries proper insurance coverage. A low quote can quickly become expensive if an accident occurs and the vendor is unable to provide adequate protection for the venue, client, or event.
What Insurance Should an AV Company Carry?
Professional AV companies typically carry general liability insurance and, when applicable, workers’ compensation coverage. Many hotels, convention centers, corporate venues, and government facilities require vendors to provide a Certificate of Insurance (COI) before being allowed on site. Insurance helps protect everyone involved if property damage, equipment damage, or personal injury occurs during an event.
What Is a Certificate of Insurance (COI)?
A Certificate of Insurance, commonly called a COI, is a document provided by an insurance carrier that verifies coverage is active. Event planners and venues often request a COI before load-in begins. The certificate identifies the insured company, coverage limits, effective dates, and insurance carriers. Reputable AV providers should be able to provide a COI upon request.
Why This Matters for Event Planners
AV crews frequently move heavy speakers, staging, video walls, truss systems, projectors, and other equipment through busy event spaces. Accidents are rare, but they can happen. Insurance provides a layer of protection that helps reduce financial risk for venues, clients, and event organizers. When evaluating proposals, planners should compare not only pricing and equipment lists but also the professionalism and protection offered by the vendor.
Questions Every Planner Should Ask
Can you provide a current Certificate of Insurance? Do you carry general liability insurance? Does the venue require specific insurance limits? Can additional insured certificates be issued if required? Who is responsible for equipment while it is on-site?
Final Thoughts
A professional AV company should provide more than equipment and labor. Experience, reliability, technical expertise, and proper insurance coverage all play a role in a successful event. Before making a final decision, event planners should verify that their AV partner has the coverage required to protect the event, the venue, and everyone involved.
Need a Certificate of Insurance for your next event?
Power On Productions provides professional AV rental equipment, technical labor, staging, video walls, sound systems, projectors, and event production services throughout New Orleans and Southeast Louisiana. Contact us for a quote or to request a Certificate of Insurance for your venue.