COISoftware collects a certificate of insurance from every vendor, contractor, leaseholder and brand-required party a hotel works with, reads each ACORD 25 with AI, checks the limits against what your management agreement and brand standards require, and confirms the owner, operator and brand are named as additional insured. Built for US hotels, resorts, hospitality groups and hotel management companies tracking COIs across a whole property or a portfolio. Upload a COI above to see it read in seconds.
Last updated July 2026
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Hotel vendors, outlets and contractors carry very different risks, so most operators require different coverage by type. These are common starting points, not legal or insurance advice.
| Party type | Coverage commonly required | Why the hotel requires it |
|---|---|---|
| Valet and parking operators | Garagekeepers, general liability, commercial auto | The hotel takes custody of guest vehicles, so damage and theft exposure sits here |
| Restaurant, bar and banquet outlets | General liability plus liquor liability, additional insured | Alcohol service and food are among the highest-stakes exposures on the property |
| Housekeeping and laundry services | General liability and workers compensation | Daily guest-room and back-of-house work carries injury and property risk |
| Pool, spa and grounds contractors | General liability, workers compensation, sometimes pollution | Chemical handling and guest-use amenities bring their own liability |
| Renovation and PIP contractors | General liability, workers compensation, umbrella, completed operations, additional insured | Construction on an occupied property with guests present carries high injury and property risk |
| Security and staffing agencies | General liability and workers compensation | Guest interaction and temporary labor injury exposure sits with the provider |
Set requirements to your own management agreement, brand standards, leases and state law. Limits and coverages shown are common starting points, not legal or insurance advice.
A hotel runs around the clock and buys from a long, mixed list of parties: recurring facility vendors, one-off renovation contractors, third-party outlet operators leasing space inside the building, and the brand itself under a franchise or management agreement. Certificates arrive from all of them on different schedules, and a single missed renewal on a guest-facing service is where the exposure builds.
Housekeeping and laundry services, valet and parking operators, pool and spa maintenance, elevator and HVAC mechanics, landscaping, security, shuttle drivers and banquet staffing all serve guests daily. Each carries its own coverage on its own renewal date, and a lapse on any of them touches a paying guest.
The restaurant, bar, spa, gift shop or salon inside a hotel is often run by a separate operator on a lease or license. Those tenants need their own general liability, liquor liability and additional insured wording naming the hotel, and their certificates are easy to lose track of because they are not your normal vendors.
A flagged hotel under a major brand must carry the coverage its franchise or management agreement requires and name the brand, the owner and the management company as additional insured. Proving that to the brand at audit, and holding the same from your own vendors, is a compliance job the front desk cannot do.
A property improvement plan or renovation puts general contractors, roofers, electricians and demolition crews on an occupied property with guests present. Those trades need higher limits, completed operations and additional insured, and a certificate that is short on any of them is a real exposure on a live site.
Valet parking needs garagekeepers coverage for guest vehicles, pool and spa work carries its own liability, and any alcohol service needs liquor liability. A generic general liability check misses these, and a gap only surfaces after an incident if no one looked for the right coverage on collection.
A tab per property with manual expiration dates and inbox reminders works for one hotel and quietly fails across a management company running twenty. Renewals slip, additional insured wording goes unchecked, and a brand or owner audit means rebuilding the picture by email.
The certificate a vendor or outlet operator emails the hotel is a snapshot from the day it was issued, not proof of coverage today. Confirming that every party bought the right coverage, including liquor, garagekeepers or pool liability where it applies, kept it current through renewal, and named the owner, operator and brand as additional insured is repetitive, rules-based work across a large and changing list, which is exactly what software handles well. Certificate of insurance management software reads every certificate, checks it against your requirements by party type, and flags anything short, expired or missing, so a general manager or risk lead is not chasing PDFs across the property.
COISoftware reads every vendor, contractor and outlet certificate, checks it against your rules by party type, confirms owner, operator and brand additional insured status, and gives you one view of compliance across a property or a portfolio.
Upload a certificate from a laundry service, valet operator, pool tech, renovation contractor or restaurant tenant and the AI pulls the insurer, policy numbers, coverage types, limits, effective and expiration dates, and additional insured status, even from scans and phone photos.
Set liquor liability for bars and banquet vendors, garagekeepers for valet operators and pool liability for spa and pool contractors, and every certificate is checked for the coverage its service actually needs, not just generic general liability.
See compliance for a single hotel or a whole portfolio in one dashboard, filter by property or party type, and let each general manager handle local vendors while the management company keeps the master picture.
See whether the owner, the management company and the brand are named as additional insured on each policy, so the wording your management agreement and brand standards require is verified rather than assumed from a checked box.
Set the general liability, liquor, auto, garagekeepers and umbrella limits you require by party type. Every certificate is checked and flagged the moment a limit is short or a coverage is missing.
When a vendor, contractor or outlet certificate is about to expire, COISoftware chases for a renewed COI automatically, so a lapsed policy on a guest-facing service is caught before it is a problem.
COISoftware reads the ACORD 25 and the broader certificate of liability insurance, then ties every certificate into full certificate of insurance management software and ongoing vendor insurance compliance tracking. When a certificate looks off, the same checks behind certificate of insurance verification flag it for review. Renovation and PIP contractors on the property are tracked the same way as subcontractor COI tracking for contractors, and space rented out for weddings and conferences follows COI tracking for event venues.
Rolling out across a property or a portfolio follows the same four steps.
Enter the coverages and limits your management agreement, brand standards, leases and vendor contracts require, and vary them by party so a valet operator, a restaurant tenant and a renovation contractor each get the right rule. Include the additional insured wording that names the owner, operator and brand.
Tip: Require garagekeepers from valet operators, liquor liability from bars and banquet vendors, and completed operations from renovation contractors.
Request a COI from each party or upload the certificates you receive. The AI reads every one automatically, so onboarding a full property of vendors and outlets does not turn into hours of manual data entry.
Each certificate is checked against the requirement for that party type. Short limits, missing liquor, garage or pool liability and an absent additional insured endorsement are flagged before the party is cleared.
Automated reminders chase any expiring certificate at any property, so coverage stays current across every guest-facing service without a manager tracking dates by hand.
Anyone responsible for proving that every vendor, outlet and contractor carries the coverage your agreements and brand standards require.
A property team needs to know, at any moment, which guest-facing services have a vendor about to lapse and which outlets are short on liquor or additional insured. COISoftware turns each requirement into a live status, so a general manager or risk lead sees the whole property in one dashboard instead of digging through certificates at audit time.
A management company running many properties for different owners has to satisfy each owner, each brand and its own risk program at once. The same dashboard tracks vendor and outlet coverage by property, so a portfolio risk lead sees every hotel side by side. Space rented out for weddings and conferences is tracked with COI tracking for event venues.
The team that approves vendors and pays invoices is often the one holding the compliance risk. To collect, verify and monitor every certificate in one place, pair this with vendor insurance compliance software, and if you are comparing platforms, our best COI tracking software roundup walks through the options honestly.
Most hotels require commercial general liability of at least $1 million per occurrence from every vendor, plus coverage matched to the service: liquor liability from bars and banquet vendors, garagekeepers from valet operators, and workers compensation and commercial auto from maintenance and shuttle vendors. Each vendor should also name the owner, the management company and the brand as additional insured.
A restaurant, bar, spa or shop operating inside a hotel is often a separate business on a lease, so its liability is not covered by the hotel policy. Tracking each outlet certificate confirms the tenant carries its own general and liquor liability and names the hotel as additional insured, which shifts the cost of a covered claim in that space to the tenant insurer rather than the hotel.
A flagged hotel under a major brand must carry the coverage its franchise or management agreement specifies, which typically includes general liability, property, liquor liability where alcohol is served, and umbrella limits, and must name the brand, the owner and the management company as additional insured. The brand audits this, so operators keep certificates and endorsements ready to prove compliance.
Yes. When a hotel or its valet operator takes custody of a guest vehicle, garagekeepers coverage pays for damage or theft while the car is in the operator care. A valet certificate showing only general liability leaves a gap on guest-vehicle claims, so hotels should confirm garagekeepers coverage on any valet or parking operator certificate before letting them run the drive.
Most move from spreadsheets to COI tracking software once they run more than a couple of properties. The software reads each certificate, checks limits and required coverages by party type, confirms owner, operator and brand additional insured, and shows compliance by property in one dashboard, so the management company sees every hotel while each general manager still onboards local vendors.
Most commercial policies and the certificates that prove them run for one year, so a hotel vendor COI usually expires twelve months after its effective date. Because every vendor and outlet renews on its own schedule, a property faces certificates expiring all year, which is why automated renewal tracking matters more as the vendor list and the number of properties grow.
Pricing depends on how many vendors and properties you track and whether you want self-serve software or a managed service. COISoftware lists transparent monthly pricing and offers a free tier, so a single hotel or a management company with a portfolio can start reading and verifying certificates without a sales call. You can test it on your own vendor certificates before paying anything.
Track per-event COIs for weddings and conferences held on your property.
Track food, beverage and service vendor COIs across your outlets.
Collect, verify and track every vendor COI across your properties.
