The Vendor Approval Process

To ensure a smooth and professional experience for all our clients & guests, any vendor working at Events at Judson Mill must be approved by our staff.

Why We Require Approval: 
We want to make sure you're working with reputable vendors who:
  • Deliver high-quality service
  • Respect our venue and policies
  • Carry proper insurance and documentation

All Vendors Will Need to Submit:
  1. Digital Vendor Agreement
  2. Certificate of Insurance, naming the venue as an Additional Insured.* 
  3. Retail Food Permit (if providing food)
  4. $25 Application Fee

​*Under certain circumstances, some low-risk vendors, sponsors, exhibitors, or employees of the contracted Client may be exempt from this. When you fill out the Vendor Agreement it will outline any insurance requirements.

If you are the Event Host

  1. As the contracted Client, you are responsible for ensuring all your vendors complete the approval process. 
  2. All of the event pros working your event, whether they are paid or not, will need to complete a Vendor Agreement. This includes any friends, family, or sponsors who are providing a service for your event. We want to make sure everyone understands the policies we have in place to protect your event and the venue.
  3. Your vendors will need to submit a Certificate of Insurance naming Events at Judson Mill as an Additional Insured (COAI).  
  4. If the vendor is providing food, they will also need to submit a copy of their SC Retail Food Permit (or equivalent for out-of-state vendors).
  5. Please do not book vendors until they are approved! There are times we aren't able to approve a vendor due to a poor experience with them in the past, or their refusal to complete the paperwork. If that happens we are not responsible for any deposits you may not get refunded. 
  6. Once we have everything in, we will email you and your vendor an approval, or may request corrections to their documents. If your Vendor doesn't get the right paperwork in, you will need to follow-up with them. Any paperwork not submitted at least 45 days before the event will result in a $50 late fee per vendor. 

⭐ If you choose a vendor who is listed in our Directory, they do NOT have to get approval.

If you are the Event Vendor

  1. You will need to get approved to work in our venue BEFORE signing a contract with our Client. 
  2. Start by completing our Vendor Agreement. This digital document outlines our policies and expectations as it pertains to your particular service. 
  3. In most cases, you will also need to submit a Certificate of Additional Insured (COAI). A limited number of low-risk vendors are exempt from this- as you answer questions on the Vendor Agreement it will tell you if a COAI is required. You can read more about the insurance process in our FAQ's below. 
  4. If you are providing food, you will also need to submit a copy of your most recent SC Retail Food Inspection Report (or equivalent for out-of-state vendors).
  5. Once we have everything in, we will email you an approval, or may request corrections to your documents. 
  6. Please note approval is valid for one event only. Due to constantly changing regulations and insurance renewals, we kindly request you go through this process with each event you book with us. 
  7. If your services WOW us, we may ask you if you'd like to participate in our Vendor Directory. If you do that, you do not have to get approved for each event, but you do have to keep your paperwork current. 
  8. Due to the administrative time that goes into reviewing documentation, we do charge a $25 approval fee for each application. You are welcome to pass that fee along to the Client if you like, but you will have to pay it when you submit your application. 

Frequently Asked Questions

Why do you require vendor approval?
We have been in the business long enough to have worked with many of the hundreds of vendors in the Upstate. Most of them are great to work with, but unfortunately there are some bad apples in the bunch that our past clients have had issues with. There are a few vendors we have chosen to blacklist due to excessive problems. We don't want any of our clients or their guests to have a bad experience on their event day. We have chosen a select list of exceptional vendors on our Preferred List that we encourage you to look at. Trust us when we say your event will go much more smoothly if you hire off our list!
Why do you require a certificate of additional insured (coai)?
First of all, let’s talk about what general liability insurance, or “GL” is.  GL is a business insurance policy that protects a company’s assets and pays for medical payments if someone is hurt due to an employee’s negligence, accident, or property damage. GL also covers the cost of your legal defense and any settlement should you be successfully sued for causing any type of accident. 

As a venue, we of course have liability insurance that covers us if, say, someone slips on a puddle that our staff fails to clean up. However, if the catering staff knocks over a pitcher of water and doesn't clean it up, then most likely their company along with Events at Judson Mill would be held liable for any medical payments and possible lawsuits.

We ask to be named as an additional insured on the vendor’s policy so that if they cause an accident or damage, their insurance company will automatically cover our attorney fees and company assets. We live in a litigious society, and if there is any kind of injury on the property, regardless of who is at fault, our venue is most likely going to be sued along with the vendor at fault. If your vendor doesn't have insurance, we end up on the hook for something we didn't cause. General liability insurance will also help us recover damages due to lost business. If there is a fire in the building and we have to cancel the wedding for the following day, that vendor's insurance will be able to compensate that couple for the inconvenience. 
Which vendors need insurance?
Accidents happen to the best of us. We require any vendor who is working in our space–professional or not–to provide us with a COAI. This includes your caterer, photographer, baker, musician, event planner, florist, etc.

There are a few exceptions to the rule:
  • Officiants/Pastors​​
  • Acoustic Musicians who ARE NOT plugging into a power source. These musicians must have their own completely portable amplification system. A completed vendor agreement is still required.
  • Bakers or Florists who are not coming on-site do not have to submit a COAI, as long as the Client is picking up their goods and bringing them to the site. This exemption is NOT valid for other food items that are considered hazardous. If the Baker & Florist is delivering, they need insurance. 
  • Hair & Make-up Artists who are working off-site. If they come to the venue they will need to complete the paperwork. 
What if I don't have insurance?
If your vendor doesn't have insurance, they will need to purchase a one-day General Liability Insurance policy. Most one-day policies range from around $90 to $200, depending on the type of vendor and their risk level. Below are some carriers we recommend:
What about the food license for the caterer & Baker?
Because we have a licensed kitchen, we ask that all caterers provide us with a copy of their most recent SC Retail Food Inspection Report for their commissary kitchen, or the equivalent for out-of-state caterers. Although SC does allow some baked goods to be prepared in a home kitchen, a Food Permit is required for vendors who are providing meals, charcuterie, cheesecake, meat, nuts, canned foods, pies, repackaged foods, and certain breads. Learn more here. 

*Please note, even if the vendor is working from a rented kitchen, their business still needs a permit. 
What happens if my vendor doesn't submit paperwork or get insurance?
Our clients are responsible for making sure that all their vendors are approved and insured. In the event you have a vendor show up who is not approved, there will be a $300 fee taken out of your security deposit for each vendor who is not approved. They will also be asked to complete an electronic Vendor Agreement and purchase an instant, online insurance policy before being allowed in the space.
Is there a fee to get a vendor approved?
Yes, we do charge a $25 per vendor approval for any vendor not on our preferred list. The fee increases to $75 if the paperwork is not finalized within 45 days of your event. We end up processing hundreds of vendors per year, so it is a lot of administrative work for us to keep up with!
won't regular event host insurance cover the vendors as well?
Not necessarily. Most event insurance policies cover the client’s liability, but do not extend coverage to third-party vendors like caterers, DJs, or rental companies.
​
Each vendor must carry their own insurance to:
  • Protect themselves from liability
  • Comply with our venue requirements
  • Ensure coverage for damages or incidents they may cause
This is why we require a Certificate of Insurance (COAI) from each vendor, listing Events at Judson Mill as an Additional Insured.
what's the difference between event host insurance and vendor insurance?
Event host insurance is purchased by the client hosting the event. It typically covers general liability for things like guest injuries, property damage, or alcohol-related incidents. Vendor insurance, on the other hand, is carried by each individual vendor—such as caterers, DJs, or rental companies—and covers liability related to their specific services. This includes damage caused by their equipment, food-related illness, or injuries during setup and teardown. Even if the host has insurance, it usually does not extend to vendors, which is why we require each vendor to provide their own Certificate of Insurance listing Events at Judson Mill as an Additional Insured.
What kind of insurance is required and what are the required limits?
To work in our venues, you must provide a Commercial General Liability Certificate of Insurance (COAI) naming High Spirits Hospitality, LLC and the venue you’re working at (Events at Judson Mill, LLC or The 405 Venue, LLC) as additional insured.
Minimum Coverage Requirements
$1,000,000 per occurrence / $2,000,000 aggregate is required for:
  • A/V Providers
  • Alcohol Samplers
  • Amusements
  • Balloon Artists
  • Bands
  • Caterers
  • Charcutiers
  • DJs
  • Draping/Decor Installers
  • Event Planners
  • Florists
  • Food Sampling Vendors
  • Food Trucks
  • Photo Booths
  • Rental Companies
  • Staffing Agencies
  • Transportation/Valet Services
$500,000 per occurrence / $1,000,000 aggregate:
  • Acoustic Musicians
  • Bakers/Dessert Vendors
  • Event Sponsors/Exhibitors​
  • Hair/Makeup Artists
  • Non-Musical Entertainers/Artists
  • Photographers
  • Retail Vendors
  • Videographers

Alcohol Sampling vendors will also have to provide a COAI that includes liquor liability.
Can I use a friend or family member as a vendor?
Yes, but they must still submit all required paperwork and be approved like any other vendor. Ask your Event Specialist if insurance is required. 
Why do you require insurance when other venues don’t?
We require proof of insurance to protect both you and our venue. Events can involve many moving parts—vendors, guests, equipment, and sometimes higher-risk elements like alcohol, open flames, or specialty food items. Insurance ensures that if something unexpected happens, you're covered and so are we.
While some venues may not require insurance, many do. This is actually an industry standard practice. Smaller venues may simply be unfamiliar with why it's important, but requiring insurance is a proactive step toward ensuring safety, accountability, and peace of mind for everyone involved.
701 Easley Bridge Rd. 
Greenville, SC 29611
Events at Judson Mill is a division of
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(864) 248-4868
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