You've locked the location, booked the crew, and confirmed the rental gear. Then the film office emails: they need a certificate of insurance before they'll issue the permit. The property owner wants to be named on your policy. The rental house needs proof of equipment coverage by tomorrow morning. Sound familiar? For documentary, industrial, commercial, and educational producers, DICE insurance can turn this scramble into a routine task.

Paperwork delays cost real money. A missing certificate can push a shoot day, strand a crew, or cost you a location altogether. This guide explains how certificates of insurance work, what film offices and property owners typically ask for, and how an annual DICE insurance policy helps you get on set faster.

What a certificate of insurance actually is

A certificate of insurance, often called a COI, is a document that summarizes your coverage. It lists your insurance carriers, policy numbers, coverage types, limits, and policy dates. It doesn't change your coverage. It simply proves you have it. Producers with DICE insurance request COIs from their broker whenever a location, vendor, or client asks for proof.

A COI usually names a certificate holder, which is the party requesting the document. That might be a city film office, a property owner, a school district, or an equipment rental company. Each certificate is tailored to the specific request, so your DICE insurance broker may issue dozens of them over the course of a year.

Why locations and permit offices require proof of coverage

Film offices and property owners take on risk when they let a crew onto their property. Equipment can damage floors and walls. Cables can trip passersby. Vehicles can block traffic or hit parked cars. Requiring proof of insurance shifts that risk to the production. A solid DICE insurance policy reassures them that a claim won't land on their own books.

Public permit offices often have standard insurance requirements for any filming on city or county property. Private owners may set their own. Either way, you'll need to show that your DICE insurance meets their minimums before you roll a single frame.

Common COI requirements you'll see

Requests vary, but most follow familiar patterns. Knowing these terms ahead of time helps you respond quickly and confirm your DICE insurance can satisfy each one. Typical requirements include:

• General liability limits that meet or exceed a stated minimum per occurrence and in aggregate
• Naming the location owner or agency as an additional insured
• Commercial auto coverage for vehicles used on or near the location
• Workers' compensation coverage for crew members
• A waiver of subrogation in favor of the location owner
• Primary and non-contributory wording
• Equipment coverage, sometimes with the rental company named as loss payee
• Specific shoot dates and a description of the filming activity

Not every location asks for every item. But the more of these your DICE insurance can provide on short notice, the smoother your permitting process will be.

Additional insured status explained

Being named as an additional insured gives the location owner certain protections under your policy for claims arising from your production activities. It's one of the most common requests on any COI. Many DICE insurance policies allow additional insureds to be added through a blanket endorsement, which can extend coverage to parties you're required by written contract to add, subject to the policy terms.

Blanket endorsements save time. Without one, each new additional insured may need a separate endorsement and carrier approval. With one, your broker can often issue a COI the same day. Ask whether your DICE insurance includes blanket additional insured wording.

Waiver of subrogation and primary wording

A waiver of subrogation prevents your insurer from seeking reimbursement from the location owner after paying a claim. Property owners request it so they can't be pulled into a dispute between your carrier and themselves. Many DICE insurance policies can include this through a blanket endorsement as well.

Primary and non-contributory wording means your policy responds first, before the location owner's own insurance. It also means their policy won't be asked to share the cost. Film offices and large property owners frequently require this language. Confirm that your DICE insurance supports it before you sign a location agreement.

Rental houses and equipment certificates

Equipment rental companies have their own requirements. They usually want proof that their gear is covered while it's in your care. That often means listing them as a loss payee on your equipment coverage, so they receive payment if their gear is damaged or stolen. DICE insurance policies commonly include coverage for rented equipment, but limits must match the value of what you're renting.

Rental agreements may also require coverage for loss of use, which pays the rental house while damaged gear is being repaired. Read the rental contract carefully and share it with your broker. Your DICE insurance can be structured to meet these requirements before pickup day.

Vehicles, drones, and special activities

Some shoots involve extra requirements. If you're using production vehicles, the location may ask for commercial auto coverage, including hired and non-owned auto. If you're flying a drone, expect separate aviation liability requirements and proof of licensing. Your DICE insurance broker can help coordinate these additional coverages.

Activities like stunts, pyrotechnics, or filming with live audiences may need special underwriting. These often aren't automatically included in DICE insurance. Raise them early, because approval can take longer than a standard COI.

How annual DICE insurance speeds up the process

Short-term policies work for a single project, but they can slow you down if you shoot often. Each new production means a new application, new underwriting, and new policy documents before you can request a single certificate. Annual DICE insurance removes that delay.

With an annual policy in place, your coverage is already active. When a location asks for a COI, your broker simply issues the certificate under your existing DICE insurance. For producers who shoot several projects a year, that difference can turn a days-long process into a quick turnaround.

Annual coverage also brings consistency. Your limits, endorsements, and carriers stay the same from shoot to shoot. Film offices and repeat locations get familiar with your documents. That predictability helps your DICE insurance work as a steady foundation for your production calendar.

Tips for faster COI turnaround

A little preparation goes a long way. These habits help you get certificates quickly and keep shoots on schedule under your DICE insurance:

• Request COIs as soon as you confirm a location, not the day before the shoot
• Send your broker the location's exact insurance requirements in writing
• Provide the certificate holder's full legal name and address
• Include shoot dates, location address, and a brief description of the activity
• Share rental agreements and location contracts with your broker early
• Keep a list of frequent certificate holders to speed up repeat requests

Clear, complete requests save back-and-forth emails. Your broker can turn around certificates faster when they have everything needed on the first pass. That efficiency is one of the quiet advantages of well-managed DICE insurance.

What to do if your coverage doesn't match the request

Sometimes a location asks for more than your policy currently provides. They may want higher liability limits, an unusual endorsement, or coverage for an activity your DICE insurance doesn't include. Don't ignore the gap or hope no one notices. A COI must accurately reflect your coverage.

Instead, contact your broker right away. Many gaps can be closed quickly with an endorsement or an umbrella policy that raises your limits. Some requirements can be negotiated with the location. Your broker can help you find a solution that keeps your DICE insurance compliant and your shoot on track.

Keep a COI file for repeat locations

Many producers return to the same studios, offices, and outdoor spots. Keeping a file of past certificates and each location's requirements saves time on repeat shoots. When your DICE insurance renews, request updated certificates for your regular locations right away, so nothing expires mid-project.

Read contracts before you sign

Location agreements and rental contracts often include insurance and indemnification clauses. These can require you to cover the owner for certain losses, sometimes beyond what a standard policy provides. Share every contract with your broker before you sign. A quick review ensures your DICE insurance actually backs up the promises you're making.

Get on set faster with MFE Insurance

MFE Insurance provides DICE insurance for documentary, industrial, commercial, and educational producers who need dependable coverage and quick certificates. Our annual programs can include general liability, equipment, commercial auto, workers' compensation, media liability, and errors and omissions, all structured to meet common location and rental requirements. Our team handles COI requests promptly so your production stays on schedule.

Are you prepared to make your next permit easier? Set up DICE insurance that keeps you moving by visiting the MFE Insurance website to request a quote online.