How to Submit Insurance Documents

Step 1: Confirm Insurance Requirements

Before submitting documentation, review the full coverage requirements outlined in:

Insurance Requirements Guide

All insurance must meet those requirements before it can be approved.

Step 2: Obtain a Certificate of Insurance (COI)

The Certificate of Insurance must:

• Reflect current, active coverage

• Meet minimum coverage limits outlined in the Insurance Requirements guide

• Name Rutgers, The State University of New Jersey as Additional Insured (as required)

If the documentation does not meet the published requirements, it will be rejected and must be resubmitted.

Step 3: Submit Insurance Documentation

Certificates of Insurance must be submitted:

• At least fifteen (15) days prior to the event

• By email to your assigned ECS event salesperson

Include in your email:

• Event name

• Event date

• Organization or vendor name

Insurance documentation will be reviewed before event confirmation.

Important Deadlines

Events cannot be confirmed without approved insurance on file.

Failure to submit compliant insurance documentation by the required deadline may result in:

• Delayed confirmation

• Cancellation of vendor services

• Cancellation of the event

Vendor & Client Responsibility

External clients must maintain their own liability insurance.

Vendor insurance does not replace client insurance requirements.

All vendors providing services must submit their own COI.