Overview
ExpoGenie's integration with ViCoverage (powered by Vertical Insure) allows event organizers to automate the collection, verification, and management of Exhibitor & Vendor Liability Insurance.
Instead of manually collecting certificates, tracking compliance in spreadsheets, and following up with exhibitors, organizers can manage the entire insurance process directly within ExpoGenie.
Exhibitors and vendors can either:
Upload an existing Certificate of Insurance (COI), or
Purchase qualifying coverage directly through the ExpoGenie platform
Insurance status, verification results, and proof of coverage are all tracked within the exhibitor record.
Benefits for Event Organizers
Reduce Administrative Work
Eliminate manual collection and tracking of insurance certificates through email and spreadsheets.
Improve Compliance
Ensure exhibitors and vendors have a clear path to meeting insurance requirements before participating in your event.
Centralize Insurance Management
Track insurance requirements, certificate uploads, and coverage status directly within ExpoGenie.
Simplify the Exhibitor Experience
Provide exhibitors with an easy way to satisfy insurance requirements without leaving the event portal.
Protect Your Event
Help ensure exhibitors and vendors maintain appropriate liability coverage during participation in your event.
How Insurance Requirements Work
When insurance requirements are enabled for an event, exhibitors and vendors will be prompted to satisfy those requirements as part of the application or registration process.
Participants can choose one of two options:
Option 1: Upload an Existing Certificate of Insurance (COI)
If the exhibitor already has liability insurance, they may upload their existing Certificate of Insurance for validation.
Option 2: Purchase Coverage Through ViCoverage
If the exhibitor does not have qualifying coverage, they may be eligible to purchase insurance directly through the ExpoGenie platform.
Once coverage is purchased, proof of insurance is automatically generated and associated with the exhibitor's record.
Enabling Insurance Requirements
To require insurance for your event:
Navigate to your event settings.
Locate the Insurance Configuration section.
Enable the Require Certificate of Insurance Collection option.
Save your event settings.
Screenshot Placeholder: Insurance Configuration Settings
Once enabled, exhibitors will be required to provide proof of insurance before completing the participation process.
Insurance Requirement Options
Event organizers may choose to:
Use Standard Requirements
Standard requirements are designed to satisfy common event and venue insurance requirements.
Configure Custom Requirements
If your venue or organization has specific insurance requirements, custom requirements may be configured to match those standards.
Examples may include:
Minimum liability limits
Additional insured requirements
Coverage periods
Venue-specific requirements
If you have questions about configuring custom requirements, contact ExpoGenie Support.
Certificate of Insurance (COI) Validation
When an exhibitor uploads a Certificate of Insurance:
The document is submitted through ExpoGenie.
The certificate is reviewed against the event's insurance requirements.
The insurance status is updated within the exhibitor record.
This process helps reduce manual review and provides greater visibility into compliance status.
Purchasing Coverage Through ViCoverage
If an exhibitor chooses to purchase coverage:
They complete a short questionnaire.
A quote is generated instantly.
Coverage can be purchased online.
Proof of insurance is automatically generated.
Coverage information becomes available to both the exhibitor and organizer.
The process is designed to minimize paperwork and simplify compliance.
Additional Insured Requirements
When coverage is purchased through the integrated insurance workflow, the policy is configured to meet the event's insurance requirements, including additional insured requirements when applicable.
This helps ensure organizers receive compliant proof of insurance without requiring additional follow-up.
Monitoring Insurance Compliance
Organizers can monitor insurance compliance directly within ExpoGenie.
Information available may include:
Insurance status
Certificate upload status
Coverage purchase status
Verification results
Outstanding insurance requirements
This provides a centralized view of exhibitor compliance throughout the event lifecycle.
Screenshot Placeholder: Exhibitor Insurance Status View
Recommended Best Practices
Enable Insurance Early
Turn on insurance requirements before exhibitor registration opens.
Communicate Requirements Clearly
Include insurance requirements within exhibitor communications and onboarding materials.
Monitor Compliance Regularly
Review insurance status reports leading up to the event to identify exhibitors who still need to complete requirements.
Verify Venue Requirements
Confirm insurance requirements with your venue before configuring your event.
Encourage Early Completion
The earlier exhibitors satisfy insurance requirements, the fewer administrative issues you'll encounter closer to the event.
Frequently Asked Questions
Do exhibitors have to purchase insurance through ViCoverage?
No.
Exhibitors may upload their own Certificate of Insurance if it satisfies the event's requirements.
Can organizers require insurance for all exhibitors?
Yes.
Insurance requirements can be configured at the event level.
Can exhibitors upload their own insurance certificate?
Yes.
Exhibitors may submit an existing Certificate of Insurance for validation.
What happens after an exhibitor purchases insurance?
Proof of insurance is automatically generated and associated with the exhibitor's record.
Can organizers see who has completed insurance requirements?
Yes.
Insurance status is available within ExpoGenie, making it easy to monitor compliance.
Does this replace my event insurance policy?
No.
Event organizers should continue to maintain their own event insurance coverage. The integrated insurance offering is designed to help exhibitors and vendors meet liability insurance requirements.
Need Help?
For questions about event configuration or insurance requirement setup, contact ExpoGenie Support.
For questions regarding coverage, claims, policy terms, or insurance eligibility, exhibitors should contact ViCoverage directly.
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