How to Get a Certificate of Insurance Today in 5 Easy Steps
If you run a youth sports league or camp, you know the feeling. A facility calls asking for a certificate of insurance before your team can take the field, and you need it now. Getting a certificate of insurance quickly does not have to be stressful. Here is exactly what to do.
1. Contact your insurance provider directly
Do not wait for an email chain to sort itself out. Call your insurance provider right now. At Bene-Marc Youth Sports Insurance, licensed agents answer the phone Monday through Friday, 8 a.m. to 5 p.m. CST. One phone call is usually all it takes to get things moving.
As client Douglas Murphy shared: “When we had an emergency and needed a new certificate in literally like 10 minutes, they came through. They always respond quickly.”
That kind of fast turnaround is possible because our agents know your policy and know what facilities need. When minutes matter before a game, that familiarity is the difference between a certificate in hand and a team stuck on the sidelines.
2. Have your policy number and facility details ready
When you call, have two things in hand. First, know your policy number. Second, know exactly how the certificate holder needs to be listed. Facilities often require their full legal name and address on the certificate. A small mismatch can send you back to square one, so double-check that information before you dial. Keeping a simple note of your policy number and the facility’s exact legal name in your phone makes the call even faster.
3. Know which type of additional insured is required
Some facilities ask to be added as an additional insured, which is different from simply being listed as a certificate holder. If you are not sure which one the facility is requesting, ask them directly before you call your agent. Your agent can then get the right language on the document the first time, without a second round of revisions. Getting this right the first time avoids a frustrating back-and-forth that can cost you a day you may not have.
4. Confirm the certificate of insurance format your facility accepts
Most facilities accept a standard ACORD certificate by email. However, some government entities or school districts have their own required forms or want original signatures. Ask the facility coordinator what format they need before your agent sends it. That one question saves a second round of revisions. A quick question up front is far easier than scrambling to redo paperwork the morning of your event.
For more on what facilities typically require, the Aspen Project Play resource library is a helpful reference for youth sports administrators navigating venue requirements.
5. Keep your certificate of insurance on file
Once you receive the certificate, save it somewhere easy to find. A shared Google Drive folder works well for leagues with multiple board members. Many parks and recreation departments will ask for the same certificate again at the start of a new season, so having it organized saves time every time. A clearly labeled folder also lets any board member pull the document when you are away or unavailable.
If you need help reviewing your coverage or understanding what your league or camp policy includes, visit our league insurance page or our camps and clinics page for more information.
At Bene-Marc Youth Sports Insurance, we have been helping leagues and camp operators get coverage and certificates in place for over 53 years. A real person will pick up the phone when you call.
Call us at 800-247-1734 or visit bene-marc.com to get started today.
Play hard, rest easy, knowing you are covered.
