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Vendors raise insurance concerns as Port Richey readies holiday market
Summary
Vendors and committee members said a requirement for vendor Certificates of Insurance (COIs) under the city’s special-events policy has deterred small vendors; the committee discussed options including city-purchased coverage, Chamber promotion, or expedited third-party policies.
Committee members reported that vendor recruitment for the Port Richey holiday market is being hindered by a city requirement that all independent vendors produce a Certificate of Insurance (COI) under the special events policy.
As one participant relayed: “All the vendors will be required to provide a COI as they do not cover independent vendors under the special events policy.” That language — cited in emailed guidance presented to the committee — was described as the reason several small vendors declined to complete applications. The committee estimated roughly 14 vendor applications in process but said more than 10 prospective vendors had been deterred by the COI demand.
Members discussed several workarounds: (1) the city buying a one-time special-event insurance blanket that could extend coverage to vendors, (2) recruiting a promoter or the Chamber of Commerce to act as the insured promoter, or (3) vendors buying one-time third-party event insurance (committee members referenced online quotes in the approximate range of $120–$127 for limited coverage). Legal counsel and the city insurance representative were described as needed to confirm whether waivers, adding vendors as additional insured, or city-paid coverage are permissible.
Operational details covered included food-truck inspections (one inspection on Friday suffices for Sunday), porta-potty placement and an approximate $800 cost estimate, a current vendor food roster of about 10 food vendors, and the timeline pressure to resolve insurance questions before Wednesday so vendors can be confirmed and promoted.
Next steps recorded in the meeting: Andy will contact the insurance carrier; Ron will consult on legal counsel options; staff will follow up with vendors and report back to the committee before the mid-week deadline. The committee discussed subsidizing vendor insurance fees if necessary to preserve participation.
