Florida Hotel Insurance Renewal Checklist: Property, Wind, Liquor, Payroll, and Business Income Documents to Gather
Florida hotel insurance renewal checklist for property, wind, liquor, payroll, business income, loss runs, lender terms, and quote documents.
Joe Greene
Licensed Insurance Agent
A useful Florida hotel insurance renewal packet is more than last year's policy. It should show the current property values and roofs, room count and occupancy, revenue by operation, payroll by department, liquor receipts, amenities, vehicles, loss history, business income needs, vendors, and lender or franchise requirements.
That is the information an agent needs to explain the operation clearly and ask insurers for terms that match it. A hotel, motel, or resort can combine lodging, food service, alcohol, pools, events, guest transportation, cyber exposure, and a large commercial property schedule in one account.
The practical renewal rule is simple: when the hotel adds a revenue stream, guest activity, worker group, vehicle, or contract, the insurance data should change with it. That is the difference between a current hotel review and an old application with a new date.
Key Takeaway
- Start with the current policies, renewal offer, statement of values, roof and renovation updates, loss runs, revenue, payroll, liquor receipts, and business income worksheet.
- List every operation that changed: rooms, restaurant, bar, events, pools, spa, shuttle, retail, marina, beach access, or outside vendors.
- Confirm lender, franchise, lease, management, and vendor insurance requirements before comparing quotes.
- Send the packet early enough for questions. A clean file helps an agent compare the coverage, deductibles, exclusions, and price instead of guessing from an old application.
Already have a hotel or motel renewal in hand? Send the current policies, renewal offer, property schedule, payroll, revenue, and loss runs so our commercial team can review the account.
What documents are needed for a Florida hotel insurance quote?
A Florida hotel insurance quote usually starts with current policies, a renewal offer, loss runs, a statement of values, roof and renovation details, room and revenue information, payroll, liquor receipts, amenity and vehicle schedules, business income support, and lender or franchise requirements. The exact list depends on the property and the insurers being approached.
Hotel renewal packet
Gather these records in one folder or secure upload. Mark anything still pending instead of filling the gap with an estimate nobody can support.
1. Current insurance
Policies, declarations, schedules, endorsements, exclusions, deductibles, renewal offer, premium breakdown, and named insureds.
2. Property and roofs
Statement of values, construction, square footage, roof ages and types, renovations, equipment, signs, pools, and outdoor property.
3. Rooms and revenue
Room count, occupancy pattern, trailing financials, projected revenue, and sales split among rooms, food, alcohol, events, fees, and other operations.
4. Payroll and people
Payroll by role or department, employee count, seasonal staff, leased workers, drivers, security, contractors, and ownership details.
5. Operations and amenities
Restaurant, bar, banquet, pool, spa, gym, beach, marina, retail, laundry, shuttle, valet, entertainment, and event details.
6. Claims and controls
Loss runs, open-claim status, guest incident procedures, maintenance logs, alarm and sprinkler details, security, cameras, and storm plans.
7. Vehicles, vendors, and cyber
Vehicle and driver schedules, vendor contracts and COIs, reservation and payment systems, guest Wi-Fi, backups, MFA, and incident-response contacts.
8. Outside requirements
Mortgagee and lender instructions, franchise standards, management agreements, leases, additional insured requests, and certificate wording.
Greene's Florida hospitality and resort insurance page explains how those operations fit together. If the property schedule is the hard part, use the commercial property statement of values guide before you start uploading files.
Update property values, roofs, wind, and flood records before renewal
Hotel property records should identify every insured location and major item: guest-room buildings, contents, improvements, signs, kitchens, laundry equipment, HVAC, generators, pools, fences, docks, landscaping, detached structures, and outdoor equipment. Roof age, roof type, construction, renovations, and protection details should match the current property.
| Record | What to update | Why it matters at renewal |
|---|---|---|
| Statement of values | Address, building values, contents, equipment, outdoor property, business income, and lender interest | Gives the agent and insurer a location-by-location schedule instead of one unsupported total |
| Roof and building details | Year, type, permits or invoices, renovations, photos, square footage, construction, and occupancy | Helps describe the actual property and any changes since the prior application |
| Wind information | Named-storm or hurricane deductible, wind coverage arrangement, mitigation features, shutters, openings, and prior inspections | Lets the owner compare the deductible and wind terms alongside the total premium |
| Flood information | Current flood policy, lender determination, FEMA map details, elevation information when available, and prior flood history | Keeps the separate flood discussion from being lost inside the property renewal |
| Protection and maintenance | Alarm, sprinkler, hydrant or fire-department context, generators, preventive maintenance, and life-safety work | Documents controls and completed improvements without promising underwriting credit |
FEMA says flood maps help lenders determine insurance requirements and help businesses understand flood risk. Its Flood Map Service Center is the official location for National Flood Insurance Program mapping products. A map is useful evidence, but it does not replace the flood policy, lender instructions, or a review of the property's actual exposure.
Do not replace a building value with the sale price without asking
A hotel's sale price, tax value, loan amount, replacement cost, contents value, and business income limit answer different questions. Ask how the insurer, lender, franchise, or valuation professional expects each figure to be supported.
Have the current statement of values, roof updates, wind terms, flood documents, and lender request ready? Upload the hotel renewal packet and tell us the expiration date.
Revenue, occupancy, and business income numbers shape the hotel renewal
Business income for a hotel should reflect how the property earns money and what expenses continue after a covered shutdown. Rooms may be only one revenue stream. Food and beverage, banquets, resort fees, parking, retail, spa services, marina operations, and events can all change the worksheet.
The National Association of Insurance Commissioners explains that business interruption, also called business income insurance, can respond to lost net income and continuing expenses during a covered property shutdown, subject to the policy. Its business interruption overview also distinguishes property damage from the income loss that follows it.
Business income worksheet
Show the revenue pattern, not a round number copied from last year.
An accountant can help organize the financial records. The agent's job is to line the worksheet up with the policy terms being considered.
Revenue detail
Trailing financials, projections, occupancy, average daily rate, seasonal peaks, and revenue by operation.
Continuing expenses
Debt service, taxes, key payroll, contracts, utilities, and other costs that may continue during repairs.
Recovery timing
Repair time, permitting, equipment replacement, seasonality, ramp-up, and any extended period concerns.
Coverage terms
Covered-cause trigger, waiting period, extra expense, civil authority, utility interruption, and dependent property wording.
One building, several income streams
A hypothetical 80-room coastal hotel adds weekend weddings, poolside alcohol service, paid parking, and a small restaurant. The building count did not change, but the revenue mix, liquor exposure, event contracts, staffing, and shutdown cost did. The renewal packet should show those changes instead of sending the old room-only revenue estimate.
Liquor, restaurants, pools, events, and shuttles change the hotel account
List each guest-facing operation separately. A limited-service motel with continental breakfast is not the same account as a resort with a full-service restaurant, pool bar, weddings, spa, valet, and shuttle. The description should match the operation owners can see on the property and guests can book online.
| Operation | Renewal details to gather |
|---|---|
| Restaurant or breakfast service | Seating, hours, cooking, fire protection, annual food sales, catering, delivery, and outside food vendors |
| Bar, minibar, or banquet alcohol | Alcohol receipts, service hours, events, training, security, incident history, and whether outside caterers serve |
| Pool, spa, beach, dock, or marina | Access controls, depth and signage, lifeguards if any, inspections, maintenance, waivers, rentals, and vendor responsibilities |
| Weddings, meetings, and entertainment | Event count, attendance, contracts, outside vendors, security, alcohol, dancing, stages, and certificate requirements |
| Shuttle, valet, or guest transport | Owned and non-owned vehicles, drivers, MVR process, radius, passenger capacity, valet arrangement, and vendor contracts |
Florida Statute §768.125 addresses when a seller or provider of alcohol may become liable for injury or damage resulting from intoxication. That law does not tell an owner what a specific insurance policy covers. Liquor limits, exclusions, assault and battery wording, service controls, events, and umbrella treatment still need to be reviewed.
Outside vendors do not make the exposure disappear
If a caterer, bartender, valet company, shuttle operator, security firm, pool contractor, or event planner handles part of the operation, gather the contract and current certificate of insurance. The agreement helps show who is responsible for what; it does not automatically transfer every claim.
Added a bar, restaurant, event lane, pool feature, spa, shuttle, or valet operation? Put the change in the hotel renewal packet before comparing prices.
Gather hotel payroll by department for the workers compensation review
Hotel payroll should be broken out by actual duties when records allow: front desk, housekeeping, laundry, maintenance, grounds, food service, bartending, management, security, valet, shuttle drivers, spa staff, and clerical work. Employee count, seasonal staffing, overtime, leased employees, owners, and contractors also belong in the file.
The Florida Division of Workers' Compensation says non-construction employers with four or more employees, including business owners who are corporate officers or LLC members, generally must carry workers compensation coverage. Sole proprietors, partnerships, officers, LLC members, contractors, and mixed operations can require a closer look, so confirm the current rule and business structure before relying on one threshold. Greene's workers compensation insurance page explains the coverage and quote path in more detail.
Payroll
By role or department
Use payroll reports that can be reconciled to tax and audit records.
Workers
Employees and contractors
List seasonal labor, leased staff, drivers, security, maintenance, and vendor labor.
Audit
Current worksheets and disputes
Include the last audit and records behind any class, payroll, or contractor question.
Ask the agent or carrier to explain classifications and audit treatment. Guessing at class codes in a renewal checklist can create a cleaner-looking spreadsheet and a dirtier problem later.
Vehicles, vendors, cyber systems, and contracts belong in the same packet
A hotel renewal can miss major exposures when property, auto, cyber, and contracts are handled in separate inboxes. Put the schedules together so the agent can see the whole operation.
Hotel and shuttle vehicle records
List owned, leased, rented, and regularly used vehicles. Include VINs, values, garaging, use, radius, passenger capacity, drivers, MVR procedures, accidents, and any valet or outsourced transportation agreements. Link the renewal discussion to Greene's commercial auto insurance page when the property owns shuttles, vans, maintenance vehicles, or other autos.
Vendor contracts and certificates
Collect agreements and current COIs for security, valet, shuttle, pool, spa, landscaping, cleaning, laundry, food service, entertainment, maintenance, and construction vendors. Note additional insured, waiver, primary and noncontributory, umbrella, auto, and workers comp requests without assuming the certificate changes the underlying policy.
Reservation, payment, and guest-data systems
List the reservation platform, point-of-sale systems, payment processors, guest Wi-Fi, remote access, vendor connections, backups, MFA, cyber incidents, and response contacts. The PCI Security Standards Council says PCI DSS defines baseline technical and operational requirements for environments where payment account data is stored, processed, or transmitted.
Use one renewal inventory across departments
Ask property management, finance, HR, food and beverage, IT, maintenance, and ownership to review the same list. One department often knows about a renovation, event contract, payment-system change, vehicle, or staffing shift that never reached the old insurance application.
Confirm loss runs, lender wording, and franchise requirements before shopping
Request current loss runs for every policy line and location being reviewed. Note open claims, reserves, corrected information, and the operational change made after a loss. Include a short, factual explanation of what happened and what changed afterward.
Three outside checklists that can control the deadline
Lender
Mortgagee name and address, loan number, required limits, wind and flood conditions, deductibles, notice wording, and business income requirements.
Franchise
Brand standards, required lines and limits, cyber or crime provisions, certificates, additional insured wording, and submission deadline.
Management and vendors
Named insureds, management agreements, indemnity, insurance clauses, vendor certificates, waivers, and responsibility for guest-facing operations.
Compare those requests with the current policies before quotes are ordered. If two documents conflict, flag the conflict for the lender, franchise, lawyer, or contract owner. A certificate cannot cure contradictory contract requirements.
When should a Florida hotel start preparing for renewal?
Start before the deadline becomes urgent. Complex hotel accounts need time to request loss runs, update property values, prepare financial worksheets, reconcile payroll, collect contracts, answer claim questions, and correct lender or franchise wording.
Do not wait after a material operational change
Begin the review early after a purchase, refinance, renovation, roof update, claim, franchise change, new bar or restaurant, event expansion, pool or spa addition, shuttle purchase, management change, or major shift in revenue and payroll. Those are the details most likely to make last year's application stale.
If the current agent has already sent a renewal questionnaire, treat it as the minimum. It may not capture every change in the property or operation. Owners shopping alternatives should provide the same accurate packet to every agent they authorize so the comparisons use consistent information.
How to send a hotel renewal packet to Greene
Use Greene's hotel and lodging quote form to identify the property, operation, renewal date, requested coverage, and contact details. The form has separate optional uploads for the current policy, property and renewal records, financial or payroll records, and loss runs or outside requirements. Send what is ready, mark the missing pieces, and tell us when they are expected. If you prefer to start with a conversation, use the contact page or call 1-800-252-6885.
Greene hotel renewal review
1. Send what is ready
Current policy, renewal, schedules, financial support, payroll, claims, contracts, and requirements.
2. Name the deadline
Expiration, lender closing, franchise review, certificate request, or ownership change.
3. Compare the full terms
Premium, limits, deductibles, exclusions, wind and flood arrangements, income terms, and outside requirements.
Submitting a packet does not bind coverage or guarantee a quote. It gives our commercial team enough information to review the account, identify missing details, and compare available options more responsibly.
Official sources used for this Florida hotel renewal checklist
- Florida Division of Workers' Compensation: employer coverage requirements
- Florida Statute §768.125: alcohol-service liability
- FEMA: flood maps and the official Flood Map Service Center
- PCI Security Standards Council: PCI security standards
- NAIC: business interruption and Business Owner Policy overview
Sources explain the baseline; the policy controls coverage
Public sources help explain Florida rules and insurance terms. Coverage still depends on the policy forms, endorsements, exclusions, facts of the loss, and current law. Lender, franchise, accounting, cybersecurity, and contract questions may also need advice from the appropriate professional.
Florida hotel insurance renewal questions
What documents are needed for a Florida hotel insurance quote?
Start with the current policies and renewal offer, loss runs for the years requested and available, a statement of values, roof and renovation details, room count, occupancy and revenue records, payroll by department, liquor receipts, amenity and vehicle details, a business income worksheet, vendor certificates, and current lender or franchise requirements. The exact request depends on the property and the insurers being approached.
Does a Florida hotel need liquor liability insurance?
A hotel that sells or serves alcohol should review liquor liability coverage around its bar, restaurant, banquet, event, minibar, room-service, and poolside operations. Florida Statute 768.125 addresses alcohol-service liability, but policy limits, exclusions, hours, service controls, security, events, and claim history still need an insurance review.
How should a hotel estimate business income for insurance?
Use current financial records and realistic projections for rooms, food and beverage, events, resort fees, parking, retail, and other operations. Review continuing expenses, payroll decisions, extra expense, waiting periods, covered-cause triggers, and the period the property could take to repair; an accountant can help prepare the financial worksheet.
When is workers compensation required for a Florida hotel?
Florida's Division of Workers' Compensation says non-construction employers with four or more employees, including business owners who are corporate officers or LLC members, generally must carry workers compensation coverage. Ownership, worker status, contractors, and the actual operation can change the analysis, so confirm the current rule before relying on a threshold.
When should a Florida hotel start preparing for insurance renewal?
Start before the renewal deadline becomes urgent, especially after a property renovation, roof update, claim, financing change, franchise requirement, new restaurant or bar, pool or spa addition, event expansion, shuttle purchase, or material revenue and payroll change. A complex hotel account takes time to document and compare accurately.
Compare a Florida hotel renewal with the current operation
The renewal should describe the hotel you run now. An application completed years ago may no longer match the building, payroll, or guest operation. Put the property, income, people, alcohol, amenities, vehicles, vendors, claims, and outside requirements in one packet. Then compare premium alongside the wind and flood arrangement, deductibles, limits, exclusions, business income terms, and contract requirements.
Greene & Associates Insurance is based in Lake City and works with hotel, motel, resort, and hospitality operators across Florida. Our team can review the current policies and renewal information, organize the missing questions, and approach available insurers when the account is ready.
Ready to compare a Florida hotel, motel, or resort renewal? Send the current policies, property schedule, financial support, payroll, loss runs, and outside requirements.
Joe Greene
Commercial Lines Manager
Joe Greene has been a licensed Florida 2-20 General Lines Insurance Agent since 2005, with a focus on commercial coverage for North Florida contractors, trucking operations, and small businesses. If your question involves a fleet, a crew, or a certificate of insurance, he's probably answered it a hundred times. FL License #P005559.
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