[Fair name] [Fair year]: Certificate of Insurance Tracker
This tracker lists the certificates of insurance the fair office has asked for and received. It is kept by [Tracker owner name]. It is a tracker, not proof of coverage. A certificate shows what an insurer or agent reported on the day it was issued. Only the insurer can confirm a policy is in force.
What we ask for
- Limits the board asks for: [Limits the board asks for].
- Additional insured wording naming: [Name to list as additional insured].
- Policy dates that cover setup, every fair day and teardown.
- A certificate for anyone bringing rides, animals for hire, vehicles, stages or heavy equipment onto the grounds.
Checking each certificate
- Business name matches the signed agreement
- Policy dates cover the whole time on the grounds
- Limits shown meet what the board asks for
- The fair is named as additional insured, if required
- Description of operations matches what they will do at the fair
- Agent contact is listed so the office can call with questions
- Copy saved in the fair's records folder
Common gaps to watch for
- The certificate expires before the last day of teardown.
- The name on the certificate is a different business than the one that signed the agreement.
- The fair is listed only as certificate holder, not as additional insured, when the board asked for both.
- The certificate covers a different kind of work than what the business will do at the fair.
Reminder schedule
- When an agreement is signed: ask for the certificate and note the request date in the tracker.
- [Number] weeks before the fair: send a reminder to anyone not yet marked as received.
- On [Follow-up date]: call anyone still missing and tell the board president.
Tracker
| Vendor, sponsor or contractor | Type of work | Insurer | Policy dates | Limits shown | Additional insured? (Y/N) | Date received | Follow-up needed |
|---|---|---|---|---|---|---|---|
Follow-up
On [Follow-up date], the tracker owner contacts anyone whose certificate is missing or incomplete. Anyone without a complete certificate on file by setup day is referred to the board president before they set up.
After the fair
Keep this tracker and the certificates with the fair year's records for as long as the board's records policy says. Note any claim or incident in the follow-up column and tell the fair's own insurance agent.
Reviewed by: [Tracker owner name]
Date
Board president: [Name]
Date
A starting draft, not legal advice. Have your attorney or agency review before use.