Understanding COI, Union Labor, and Venue

Regulations A Resource Guide for First-Time Event Producers

When planning your first large-scale event, there are three logistical factors that can make or break your production day: Certificates of Insurance (COI), union labor requirements, and venue regulations. These are often the least exciting parts of event planning—but they’re among the most critical.

At AVT Productions, we’ve helped first-time producers and corporate teams navigate hundreds of venues nationwide. Here’s what you need to know before you load in.

1. Certificates of Insurance (COI): What They Are and Why You Need One

A Certificate of Insurance (COI) is a document provided by your insurance company that verifies your coverage for the event. Most venues require a COI before allowing load-in to protect themselves (and you) from liability and most fail to mention it until it’s too late.

What’s Typically Required

General Liability Coverage – Usually $1M per occurrence / $2M aggregate. • Auto and Worker’s Compensation – Often required if vehicles or crew are onsite. • Additional Insured – The venue, client, and sometimes event management company must be listed specifically by name.

Pro Tip

At AVT, we handle COI requests for our clients through our insurance provider to ensure all requirements are met accurately and on time. Our process includes reviewing the venue’s documentation, confirming coverage limits, and sending the finalized COI directly to the venue contact before the deadline—so you never risk a delay on load-in day.

2. Union Labor: Understanding Jurisdiction, Crew Quality, and How Calls Are Filled

Depending on the city and venue, you may be required to work with union labor, typically under IATSE (International Alliance of Theatrical Stage Employees).

What That Means for You

In a union venue, all technical positions—such as audio, lighting, and video operators—are typically required to be staffed by union crew members. That’s non-negotiable: the union hall controls who is dispatched to your show.

In most markets, union calls for events are booked out roughly two weeks before show day. When there are multiple large productions happening at the same time, those bigger shows often scoop up many of the most experienced technicians first. That can leave smaller or late-booking events with a higher chance of getting less-experienced operators on critical positions.

That doesn’t mean union labor is “bad”—it just means that who you get on your crew can vary widely depending on timing and relationships.

How AVT Plans Ahead (So You’re Not Rolling the Dice)

This is where the right production partner makes a big difference.

At AVT Productions:

We maintain strong relationships with trusted union technicians. Over time, we’ve built a bench of operators we know, trust, and have worked with on high stakes shows.
We book them early. Instead of waiting until the last minute to see “who the hall sends,” we identify the key people we want on your show and plan our calls well in advance.
We submit them as “must be” crew members. When we send the labor request to the union, those trusted techs are listed as “must be” on the call, which significantly increases the likelihood that they are the ones staffed on your show.
We’re willing to pay a little more to reduce risk. Sometimes that means a slightly higher labor cost—but we’d rather invest in proven professionals than gamble on who might be available two weeks out.

What You Should Do As a Producer

Ask Early: Confirm if your venue is a union house before quoting labor or locking your budget.
Budget Accordingly: Union rates are generally higher and follow strict rules on meal breaks and overtime.
Partner Strategically: Instead of navigating the hiring hall yourself, work with a production company that already has established relationships and a strategy for securing the right people—not just whoever is available.

By understanding how union calls actually work—and partnering with a team that books trusted pros early—you can avoid surprise labor issues and dramatically improve the quality and consistency of your show.

3. Venue Regulations: Every Venue Has Its Own Rulebook

No two venues are the same—especially when it comes to access, load-in schedules, fire codes, and approved vendors.

Common Venue Rules to Review

Load-In/Out Timing: Some venues have strict access windows or noise curfews. • Fire Marshal Approval: Scenic pieces, drape, and rigging often require flame retardant certification and advance approval.
Preferred or Exclusive Vendors: Certain venues require you to use their in-house providers for internet, power, or rigging.
Parking and Dock Access: Essential for scheduling trucks and minimizing delays during load-in and strike.

Pro Tip

Our project managers always conduct a venue advance—a detailed pre-site review that includes floorplans, 3D renders, and logistics planning—to ensure all regulations are accounted for before show day.

Why It All Matters

When first-time producers partner with a full-service technical production company, details like insurance compliance, labor coordination, and venue regulations are handled seamlessly in the background. That means fewer surprises, less stress, and a smoother event from start to finish.

At AVT Productions, we see these logistics as the foundation for creative freedom— because when the paperwork and planning are handled, you can focus on your audience experience and event story.

Final Takeaway

Understanding COI, union labor, and venue rules isn’t just about staying compliant—it’s about protecting your production, your budget, and your reputation. Partner with a production team that already knows the process inside and out.