How to request, generate, and send Certificates of Insurance and Additional Insured Endorsement pages for facility and partnership requests. Coverage is split across two Hartford entities and one cyber provider, all managed through our broker, Nelson Ward.
Background: Next was brought on as a last-minute policy after our previous insurer declined to continue coverage. It is not a long-term policy and was never meant to be one — it is being phased out in favor of Hartford, which is the policy all Next facilities will transition to once Next ends.
Policies at a glance
Insurer A, Property & Casualty Insurance Company of Hartford
Policy 13SBMBZ5L21 · 02/05/2026–02/05/2027 · Self-serve: No — all requests go through the broker (Nelson Ward) · Renewal: Auto-renews annually. New certificates will need to be reissued once the insurance renews each year.
| Coverage | Limits |
|---|
| Commercial General Liability (occurrence) | Each occurrence $2M / rented premises $1M / med exp $10K / personal & adv injury $2M / general aggregate $4M / products–comp/op agg $4M |
| Automobile Liability | Combined single limit $1M |
| Umbrella / Excess (occurrence) | Each occurrence $3M / aggregate $3M |
| Errors & Omissions (E&O) | $1M |
Insurer B, Hartford Casualty Insurance Company
Policy 13WECCD6U4Y · 06/11/2026–06/11/2027
| Coverage | Limits |
|---|
| Workers' Comp & Employers' Liability | E.L. each accident $1M / disease each employee $1M / disease policy limit $1M |
Insurer C, Lloyds
Policy ESO0040838286 · 05/15/2026–05/15/2027
| Coverage | Limits |
|---|
| Cyber | $1M (deductible $5,000) |
Next Insurance is being phased out. A last-minute stopgap policy, paid through but not renewing after February 2027. Every facility currently on a Next COI must be moved to Hartford before Next ends. Track these separately so none are missed.
Which policy to use
| Scenario | Policy / provider |
|---|
| Facility currently set up under Next | Next (until it ends, then move to Hartford) |
| New facility / new COI request | Hartford Insurer A (13SBMBZ5L21) via broker |
| Workers' Comp certificate | Hartford Insurer B (13WECCD6U4Y) via broker |
| Cyber certificate | Insurer C (ESO0040838286) via broker |
| E&O certificate | Hartford Insurer A via broker |
| Additional Insured Endorsement page | Hartford via broker |
| Wording changes, exclusions, anything complex | Talk to the broker |
| Entirely new or unusually difficult request | William McClure (contacts below) |
Broker & specialist contacts
| Contact | Role | Email |
|---|
| Kathleen Mahachek | Send all requests here | kmahachek@nelsonward.com |
| Lauren Unkert | CC on all requests; replies with the certificate | lunkert@nelsonward.com |
| William McClure | Special / complex cases | mcclurebill8@gmail.com |
When emailing the broker: email Kathleen and CC Lauren on the same email.
Login & access
- Shared inbox: insurance@plei.com, use for all insurance correspondence so the team has visibility.
- Next Insurance portal: portal.nextinsurance.com, log in with insurance@plei.com; verification code sent to the shared inbox.
- Hartford portal: business.thehartford.com/policy-details/ngs, credentials in Bitwarden.
Submitting a request (ClickUp form)
All requests, facility and partnership, go through the ClickUp COI Request form. The requester must attach the facility's or partner's written insurance requirement page so the correct COI is issued.
Form fields:
- Facility / Venue / Partner name
- Submitted by (name)
- Requester email
- Has the agreement been signed?
- Event date
- Due date
- Proof of Insurance needed by (date)
- Full Agreement (attachment)
- Sample Insurance requirement page (attachment)
- Has Plei been added to their insurance as additional insured? (Yes/No)
- Partner COI (attachment, if applicable)
- Special requirements & notes
Processing a request
- Requester submits the ClickUp form with the signed agreement and requirement page.
- Review the requirement page to determine which policy applies and whether anything beyond a standard COI is requested.
- Generate or request the COI (steps below).
- Send the COI to the requester/facility/partner contact.
- If Plei must be added as additional insured on the partner's policy, collect and store the partner's COI.
- Log the request (name, policy used, date issued, expiration) in the COI tracking list.
Via Next (self-serve, phasing out)
Log in with insurance@plei.com, retrieve the verification code from the shared inbox, upload the requirement page, confirm details, generate and download the PDF, and send it to the facility contact.
Via Hartford (broker)
Email Kathleen and CC Lauren from the shared inbox. Include the facility/partner name and address, exactly what's requested, and the requirement page. Lauren replies with the certificate. For anything new or highly complex, loop in William McClure. For routine COI requests with no special asks, you may not need the broker at all — check whether Next self-serve already covers the facility first.
Step-by-step: transitioning a facility from Next to Hartford
- Identify which facilities are still on a Next COI (cross-check the COI tracking list).
- Request a new Hartford COI for each facility via the broker (Kathleen, CC Lauren), following the standard "Via Hartford" process above.
- Update the COI tracking list to reflect the new Hartford policy, issue date, and expiration for that facility.
Reciprocal additional insured (Plei added to partner's policy)
Some partnerships require Plei to be added as an additional insured on the partner's own policy, not just the reverse.
- Confirm this need via the ClickUp form field "Has Plei been added to their insurance as additional insured?"
- If yes, the partner will typically need certain Plei company details (EIN, NAICS code, etc.) from the Plei Company Snapshot / Compliance document. This document is confidential — confirm with Elizabeth before sharing anything from it, and share only the specific fields requested, never the full document.
- Collect and store the partner's COI naming Plei as additional insured (see File Storage below).
Tracking & renewal
- Maintain a running list of all COIs issued: name, policy (Next or Hartford), date issued, expiration.
- Hartford auto-renews annually. Proactively reissue certificates to all active facilities/partners at renewal, don't wait for them to flag an expired one.
- Every facility on a Next COI needs a Hartford COI before Next ends.
File storage
All insurance files live in Google Drive under Legal & Compliance > Insurance and Liability.
- Legacy Documents — includes an "Applications" subfolder with old policy copies.
- Plei Insurance Certificates — current, active certificates.
- Information Purposes COI (subfolder) — blanket certificates for informational purposes only, e.g. "Cert - For Informational Purposes Only (1).pdf" (249.7 KiB).
Confidential. The Plei Company Snapshot / Compliance document contains the company's EIN, NAICS code, trademark/trade dress information, loan details, D-U-N-S number, state file number, investor lists, and yearly compliance checklist. It is highly confidential — treat it the same as legal or financial records. Do not share its contents outside the insurance team without Elizabeth's sign-off, and share only the specific fields requested, never the full document.