Venue and planner vendor packet checklist

Mobile Bar and Bartending Service | PublicProof Academy working document

Assemble the documents a venue or planner asks for before they will add you to a preferred-vendor list, and track who has your current packet.

Business

State or jurisdiction

Prepared on

Owner

Official source saved

Next review

Documents in the packet

Certificate of general liability insurance, current
Certificate of liquor liability insurance, current
Additional insured endorsement for this venue
Commercial auto and trailer coverage proof
Workers compensation certificate if you have employees
State alcohol authority or written dry-hire explanation
Every bartender's state credential, unexpired
Local business licence and any itinerant vendor permit
Health department permit if you serve food
Signed W-9

Operational one-pager for the venue

Setup footprint with exact dimensions
Load-in path, gate width and turning radius needed
Power required and whether you bring a generator
Water and handwashing needs
Ice storage and delivery plan
Setup and breakdown time windows
Trash, greywater and glassware removal plan
Named on-site contact and phone for event day
Photos of the bar set up at a comparable venue

Send and follow up

Venue or planner name and contact
Date packet sent
Preferred-vendor list status
What they said disqualifies vendors
Fix applied and date
Date to follow up again

Use rule: Education and organization only. Record the agency, official source, checked date, cost, proof saved and responsible person for every consequential requirement. Unknown means stop and confirm. Example rows are labeled EXAMPLE and are not your data.