Facility Use and Vendor Insurance Requirements, Enforced Before Anyone Is on Campus
One standard for every vendor on campus, and the terms of each facility use agreement on the rental they belong to. The business office sees which renter is short — and on which requirement — before the first practice in the gym.
School-wide minimums on every plan · per-rental terms on Pro
Compliance rules
Oak Hill Academy — Business Office
School default — every vendor and renter
- General liability $1,000,000
- Workers' compensation Required
- Auto liability $1,000,000
Rental: Summer Aquatics Camp — Natatorium
- General liability raised $2,000,000
- Umbrella added $1,000,000
Why? Summer Aquatics Camp — Natatorium: Hold Harmless Agreement is required and not on file
From the facility use agreement to a checked certificate
The school's requirements are written into its vendor contracts and its facility use agreement. Entering them once is what turns them from a clause into a check.
Set the school's standard
The general liability, workers' comp, auto and umbrella minimums every vendor and renter must meet — the food service contractor, the custodial company, the league renting the field. Every plan.
Pick the documents the business office collects
From the library: certificate of insurance, additional insured endorsement naming the school, W-9 for the vendors you pay, 501(c)(3) letter for nonprofit renters, background check attestation for vendor staff on campus during the school day. There is no school preset — the list is short enough to tick. Starter and up.
Give each rental its own terms
Each rental or event becomes an assignment with the facility use agreement's minimums, its own document list and an end date — and the hold harmless agreement as the school's own document type, blank form attached. When the season ends, its requirements stop counting. Pro.
Match the requirement to the facility
A tutoring program in a classroom and a swim club in the natatorium are not the same exposure, and one set of terms for both either over-asks the first or under-asks the second. A starting point, to be settled with the school's own broker:
| Facility | Typical renter | Rules on the rental |
|---|---|---|
| Classroom or meeting room | Tutoring programs, community meetings | The school's default general liability, a hold harmless agreement. |
| Gym or field for a season | Youth leagues, club teams | Additional insured endorsement naming the school, hold harmless, and the 501(c)(3) letter where a nonprofit rate applies. End date on the last game. |
| Pool or natatorium | Swim clubs, summer aquatics camps | A raised general liability minimum and an umbrella on the rental, on top of everything the gym asks. |
| Auditorium or chapel for an event | Community theater, congregations, private events | A rental for the date, with the certificate dated to cover it, and a hold harmless. |
A certificate that names the school as holder is not the same as one that adds the school as insured — the distinction matters most on a rental. Certificate holder vs. additional insured.
Vendors on campus during the school day
Food service, transportation, custodial, grounds and athletic trainers are held to the school's standard all year. The charter bus company for field trips can be its own assignment with the higher auto minimum your insurer asks for student transportation. A background check attestation with an expiry keeps the vendor's screening statement current on the school's schedule — the school tracks it; TrackMyVendor does not run the checks.
What the rules do not grade
Minimums are checked on general liability, workers' comp, auto and umbrella. Sexual abuse and molestation coverage stays on the certificate, stored with the record, and is not scored — have someone in the business office read that line. A signed hold harmless counts once it is uploaded; its wording is not read.
A volunteer-run league will actually use the link
The league treasurer does not want another portal. Their upload link lists what they still owe — the certificate, the endorsement, the signed hold harmless — with the blank agreement to download, and never mentions another rental on the school's calendar. No login, from a phone. When the certificate runs out mid-season, alerts at 90, 60, 30 and 7 days on Starter and up send them the same link.
Custom compliance rules in other industries
General contractors
A company floor for every sub, and the owner's flow-down requirements on the job that carries them.
Property managers
Management-company defaults for every vendor, and each owner's insurance requirements on their own property.
HOA & community associations
Each association's board-approved vendor requirements, and a higher bar for the roof or the pool contract.
The rules apply to each rental you set up — how that grouping works, with its dates and its own report: tracking by rental.
How the rules work across every industry — defaults, document presets, per-project overrides and waivers: custom compliance rules.
Simple, transparent pricing
The school's standard is free for up to 25 vendors and renters. The document checklist starts on Starter; per-rental terms and the hold harmless agreement come with Pro.
Free
Free forever. No credit card. No expiration date on the free tier.
- ✓AI COI parsing and AI W-9 parsing — carrier, limits, policy dates, name, TIN and tax classification read for you
- ✓Any other document, filed by category — contracts, financials, licensing, insurance
- ✓License tracking in all 50 states, plus automated daily state-database verification
- ✓Magic link uploads — your subs send documents without an account
- ✓Expiration tracking across every license, certificate and W-9
- ✓Weekly compliance digest by email
- ✓Timestamped audit trail
Starter
Solo GC or property manager tired of chasing renewals manually — less than the cost of discovering one expired license on inspection day.
- ✓Everything in Free
- ✓Unlimited vendors — no 25-record ceiling
- ✓Automated email alerts at 90/60/30/7 days — sent to your team and the contractor
- ✓Calendar feed — subscribe every deadline into Google Calendar, Outlook or Apple Calendar
- ✓Bulk import — add your roster from CSV or a certificate archive
- ✓Invite a second user to your account
Pro
Multiple job sites or properties, with a foreman or office manager who also needs access.
- ✓Everything in Starter
- ✓AI-parsed endorsements — additional insured, waiver of subrogation, primary & non-contributory, read off the endorsement pages
- ✓Projects — group subs by job or property, with per-project coverage requirements
- ✓Unlimited users & team roles
- ✓Integrations — QuickBooks Online, Zapier, Make, Slack and Teams
- ✓Compliance reports (PDF & Excel)
No contracts. Cancel anytime. See the full plan comparison →
Frequently asked questions
How do we give each facility rental its own insurance requirements?
Can we require a signed hold harmless agreement?
Is there a preset for schools?
Can we require sexual abuse and molestation coverage from vendors?
Do you run background checks on vendor staff?
Does a renter need an account to send their certificate?
Every renter on the terms of their agreement
The school's standard for everyone, each rental's terms on the rental, and every certificate checked as it arrives.
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