By Jamison Conrey, Vice President of Engineering, Capital Projects, and Risk Management
There are three crucial points during hurricane season when hotel teams can take the necessary steps to secure the safety of associates, guests, and property: before, during and after a storm.
Before a Hurricane
1. Develop a Comprehensive Emergency Response Plan
- Outline Staff Responsibilities and Communication Procedures: Clearly define the roles and responsibilities of all staff members during an emergency. Establish robust communication protocols to keep everyone informed.
- Include Contact Information for All Employees: Maintain up-to-date contact information for all employees to ensure seamless communication.
- Specify When to Activate the Plan: Identify the conditions under which the emergency plan should be activated.
2. Conduct Regular Staff Training on Emergency Procedures
- Cover Protocols for Before, During, and After a Hurricane: Ensure that staff members are well-versed in emergency procedures.
- Ensure All Employees Are Familiar with the Plan: Conduct drills and training sessions regularly to keep the emergency plan fresh in everyone’s minds.
3. Stay Informed About Weather Forecasts and Potential Threats
- Sign Up for Emergency Alerts and Weather Updates: Utilize reliable sources for emergency alerts and weather updates.
- Monitor Hurricane Tracking Information Daily During the Season: Stay vigilant and watch weather forecasts.
4. Prepare Essential Supplies and Equipment
- Stock Emergency Supplies: Ensure you have sufficient flashlights, batteries, tarps, first aid kits, water, and non-perishable food.
- Ensure Generators and Other Critical Equipment Are Fueled and Functional: Regularly check and maintain critical equipment.
- Compile a Hurricane Preparedness Kit: Include necessary tools and supplies to manage emergencies.
5. Secure the Property
- Reinforce Windows and Doors: Use storm shutters or plywood to protect windows and doors.
- Strap Down or Move Indoor and Outdoor Furniture and Equipment: Prevent loose items from becoming projectiles.
- Clear Gutters and Trim Trees: Remove potential hazards from the property.
6. Back Up Critical Data and Protect Important Documents
- Regularly Back Up Records and Data to Cloud Storage: Ensure business continuity by securing digital records.
- Safeguard Computers, Electronics, and Vital Business Documents: Implement protective measures to secure essential equipment and documents.
7. Review and Update Insurance Coverage
- Conduct an Annual Policy Review with Your Insurance Broker: Ensure your coverage is adequate for hurricane damage.
- Document Property Condition with Photos/Video: Maintain evidence for potential insurance claims.
8. Create Guest Communication and Evacuation Procedures
- Notify Guests About Hurricane Threats and Hotel Protocols: Keep guests informed about potential threats and safety measures.
- Assist Guests with Evacuation and Alternative Accommodations: Develop plans to aid guests in case of evacuation.
9. Have a Recovery Plan in Place
- Establish Relationships with Restoration Contractors: Prepare in advance for post-storm recovery.
- Create Detailed Plans for Restoring IT Systems and Facilities: Ensure quick recovery of operations post-storm.
10. Train Staff on Guest Safety Priorities During a Hurricane
- Emphasize that Guest and Employee Safety Comes First: Reinforce the importance of safety.
- Move People to Designated Safe Areas if Sheltering in Place: Have clear procedures for sheltering in place.
During a Hurricane
- Activate the Emergency Plan: Implement the pre-established emergency response plan.
- Maintain Communication with Staff and Guests: Keep everyone informed and calm.
- Ensure Safety Procedures Are Followed: Monitor and enforce safety protocols.
After a Hurricane
- Assess and Document Damage: Conduct a thorough inspection of the property and document any damage.
- Initiate Recovery Efforts: Work with restoration contractors to begin repairs and restoration.
- Monitor for Water Damage: Engage professional services to address water damage promptly and prevent microbial growth.
- Review and Update Emergency Plans: Evaluate the response and make necessary improvements.
By implementing these preparedness measures, hotels can better protect their property, guests, and business operations during hurricane season. The key is to plan, train staff thoroughly, and act quickly when a storm threatens.