Producer's Guide: Certificates of Insurance in Film

It’s the day before production, and your team is locking in final details. Your DP is picking up the camera package, locations is finalizing city permits, transportation is securing the rental van, and you’re submitting the last of the SAG paperwork.

Then, everything stops—each department tells you they need a certificate of insurance (COI) before they can move forward.

Your production can’t proceed until you prove you’re insured—whether to cover rented gear, crew safety, or property damage. Or maybe you already have a COI, but a vendor says your coverage limits aren’t high enough.

Either way, you’ll need to contact your insurance broker right away to verify your policy and secure the proper documentation before cameras roll.

What is a certificate of insurance in film or photography?

A certificate of insurance (COI) is an official document that verifies your production’s insurance coverage. It lists the types of insurance you carry, the policy limits, and the effective dates—serving as proof that your production is financially protected if something goes wrong.

Whether you’re shooting a short film, music video, documentary, or feature, you’ll need a COI. Each certificate is customized for a specific certificate holder—for example, a rental house, shooting location, or municipality issuing a permit.

Every COI includes:

• The name and address of your production company
• Your insurance broker’s contact information and signature
• The insurance carrier’s name and national identifier number
• A summary of your coverage types, limits, and effective dates

Most certificates also feature a section where your broker can add custom language required by the certificate holder—such as naming them as “additional insured” or specifying liability limits.

In short, a COI demonstrates that your production has legitimate, active coverage through a licensed insurance broker and an established carrier—assuring vendors, landlords, and partners that your project is protected.

Why do you need a certificate of insurance?

A COI is essential because your production insurance doesn’t just protect you—it also protects the people and organizations your production interacts with.

Many coverages apply to property or assets that don’t belong to your company. For example, inland marine coverages like rented equipment and auto physical damage protect both you and the rental provider. If a camera breaks or a production vehicle is damaged, your policy enables the rental company to repair or replace their property. Because of this shared protection, most rental houses and vehicle providers require a COI before releasing their gear.

Other coverages extend beyond property to third parties. General liability, auto liability, excess liability, and workers’ compensation insure against injuries or damages that affect people outside your crew—whether it’s a delivery driver injured on set, another motorist in a production vehicle accident, or a crew member hurt during filming. These policies often carry limits in the millions, making them essential for mitigating financial risk.

In short, a COI benefits both your production and your certificate holders. It confirms that you have valid insurance capable of responding to claims, protecting your company from financial loss and assuring partners that they’ll be compensated if something goes wrong.

Hopefully you’ll never need to file a claim—but a valid COI gives everyone involved confidence that, if the unexpected happens, they’re covered.

What’s on a certificate of insurance in film?

A COI lists your production company’s coverage details and verifies that your insurance meets a certificate holder’s requirements. In addition to contact information for your production company, insurance broker, and carrier, most COIs include five key coverages and an important section called “Description of Operations.”

Depending on your production’s needs, you may carry all or only some of the following:

• General liability – Covers third parties affected by your production and provides protection against bodily injury, property damage, and certain lawsuits.
• Inland marine – Covers physical property, including rented equipment, auto physical damage, and third-party property damage (for rented locations). This coverage is required by most rental houses and strongly recommended for all productions.
• Auto liability – Covers property damage, medical expenses, and legal costs from accidents involving production vehicles. It can also extend to “non-owned” vehicles used by crew members for production business.
• Workers’ compensation liability – Covers employees who suffer work-related injuries or illness. This coverage is mandatory in most states. Some policies include unpaid volunteers, but if not, volunteer accident coverage can be added.
• Excess liability – Provides additional protection above the limits of your existing liability policies, often extending coverage by millions of dollars.

Finally, the Description of Operations box at the bottom of the COI includes specific wording or requirements requested by the certificate holder.

For example, the San Francisco Film Commission requires the following language: “The City & County of San Francisco, its officers, agents, and employees.”

This ensures every relevant municipal entity is formally covered under your policy. The Description of Operations may also include deductible amounts or specialty coverages such as volunteer accident.

Because these details determine exactly how the certificate holder is protected, it’s critical to confirm that this section matches their requirements before your COI is issued.

What is an additional insured, a loss payee, and a waiver of subrogation?

These terms define how your certificate holders—such as rental houses, locations, or municipalities—are protected under your insurance policy. They’re among the most important details on a COI; a certificate holder may even reject your certificate if these phrases aren’t worded exactly as required.

• Additional insured – Applies to your general liability policy. It extends your coverage to include the certificate holder, protecting them if they’re sued for damages or injuries caused by your production’s actions.
• Loss payee – Applies to inland marine coverage. It ensures that if a certificate holder’s property is damaged while in your care, the insurance company reimburses them directly.
• Waiver of subrogation – Applies to general liability, auto liability, and workers’ compensation policies. It prevents your insurer from seeking repayment from the certificate holder or related parties after a claim. This may also appear as “primary and non-contributory,” meaning your insurance covers the loss first.
• Additional insured endorsement – Some certificate holders require a formal endorsement in addition to being listed on the COI. This separate document officially adds the certificate holder to your policy and is filed with the insurance carrier.

Most production policies include blanket additional insured coverage, allowing multiple entities to be added without extra paperwork. If you encounter unfamiliar language, your broker can clarify what’s needed to ensure your COI meets all requirements.

How to ensure you have all the coverages your certificate holders require

Few things are more frustrating than having your equipment rental or location access delayed because your insurance doesn’t meet a vendor’s requirements. The good news: avoiding these holdups is straightforward.

• Share insurance requirements early. Send your broker any coverage requirements from rental houses, municipalities, or other partners. Most list these online or provide downloadable forms.
• Update your policy when needed. If your policy is already active but doesn’t meet a requirement, your broker can request an endorsement from the insurance company, issue a quote, and provide a new COI once approved.
• Clarify wording requests. Sometimes coverage meets the requirements, but the certificate holder wants specific language on the COI (e.g., in the Description of Operations box). Your broker can make these adjustments quickly.

By communicating early and providing your broker with accurate documentation, you can ensure every vendor, location, and partner gets exactly what they need—keeping your production on schedule and fully insured.

How to get a certificate of insurance

In most cases, you’ll request a COI directly from your insurance broker.

Depending on your provider, there are two main ways to obtain one:

• Through an online portal. Some providers offer tools that let you generate your own COIs, provided you already have the required coverages. You can enter the certificate holder’s name, address, and any standard wording directly in the system.
• Through your broker. Other providers may not offer self-service options. In that case, send your broker the certificate holder’s name, address, and any required language (often listed on a vendor’s website or form). Your broker will issue the COI and return it promptly.

Once you have your COI, make sure it’s uploaded and distributed before production begins. In Wrapbook, for example, adding your COI before onboarding cast and crew ensures your production is protected well before payroll starts.

Common mistakes producers make with certificates of insurance

Having a COI on hand can prevent most insurance-related issues, but a few common missteps can cause delays or gaps in coverage. Avoid these pitfalls:

• Not sharing all coverage requirements with your broker – Incomplete information can lead to last-minute policy changes, delays, and unexpected costs. Share requirements upfront so your broker can tailor coverage properly.
• Basing equipment coverage on rental fees instead of replacement costs – Always insure rented gear for its replacement value, not the rental rate. Confirm values with your rental house to ensure full protection.
• Getting the coverage dates wrong – Ensure your equipment coverage begins when you pick up rentals and ends when you return them. Overlooking this can create coverage gaps.
• Requesting COIs outside business hours – Underwriters typically operate during standard business hours. Plan ahead to avoid waiting until the next day for coverage adjustments.

By avoiding these common mistakes, you’ll save time, prevent disruptions, and ensure your coverage is always valid when you need it most.

Wrapping up

At Wrapbook, we understand film production because we come from it. Our team includes former producers and assistant directors who know firsthand how stressful last-minute insurance issues can be.

When it comes to certificates of insurance, our goal is simple: to make sure you and your certificate holders feel confident that your coverage will hold up when it matters most.

If you’re unsure about your requirements or need help tailoring your COIs, reach out to Wrapbook’s insurance specialists. We’ll help you secure the right coverage and keep your production moving forward without interruption.