I booked a booth at the Villian Arts convention. The application required a COI listing the convention center as “Additional Insured.” My agent said it would take 3 days to process. I was leaving in 24 hours. I panicked.
Key Takeaways
- Mandatory COIs: You cannot set up a booth without a Certificate of Insurance. The venue requires it to protect them if your client slips or gets an infection.
- “Additional Insured” Specifics: The COI must specifically name the Convention Organizer and the Venue. A generic COI won’t be accepted.
- Instant Online Policies: In 2026, companies like Thimble or ShowInsurance allow you to buy a 3-day policy instantly on your phone and email the COI to the promoter.
- Theft is the Big Risk: Convention floors are chaotic. Things get stolen. Standard convention liability policies do not cover theft of your equipment. Keep your machine on you.
The “Why” (The Trap): The “Certificate Holder” Box
The trap is bureaucratic.
The convention promoter rejects your insurance not because you don’t have it, but because the “Certificate Holder” box on the PDF doesn’t match their exact legal name.
- Wrong: “Tattoo Expo”
- Right: “Tattoo Expo LLC and The Hilton Hotel Corp.”
If it’s wrong, you don’t get your badge.
The Investigation: “I Called Them”
I tested the speed of getting a Convention COI.
1. Annual Policy (Marine)
- Speed: Submitted request online. Received PDF in 2 hours.
- Cost: Free (included in annual policy).
2. On-Demand (Thimble)
- Speed: Instant app purchase.
- Cost: $75 for the weekend.
- Pros: Great if you don’t have an annual policy.
3. Promoter’s Insurance
- Option: Sometimes you can “buy in” to the convention’s blanket policy for $100.
- Pros: Easiest option. No paperwork.
Comparison Table: Expo Insurance
| Option | Cost | Coverage | Theft Protection? |
| Annual Shop Policy | $0 (Included) | High | Maybe (If Inland Marine) |
| Event Policy (Thimble) | ~$75 | Liability Only | No |
| Promoter Buy-In | ~$100 | Liability Only | No |
Step-by-Step Action Plan
- Read the Vendor Packet: Find the “Insurance Requirements” page. Copy the exact text for “Additional Insured.”
- Request COI Early: Do it 2 weeks out. Don’t wait until travel day.
- Secure Your Gear: Insurance won’t cover a machine stolen off your table while you went to the bathroom. Use a lockbox or carry it.
- Bring Paper Copies: Wifi at conventions sucks. Print 3 copies of your COI and Bloodborne Pathogens certificate.
FAQ
Q: Does convention insurance cover me if I hurt someone?
A: Yes, it covers both General Liability (they trip on your banner) and Professional Liability (bad tattoo), depending on the policy.
Q: Can I share a booth and insurance?
A: You can share a booth, but usually each artist needs their own insurance. Check with the promoter.
[IMAGE: Photo of a Convention Booth setup with a “License & Insurance” binder clearly visible on the table.]