Hurricane readiness for hoteliers
With the 2024 Atlantic hurricane season concluding at the end of this month, and several recent storms still very fresh in our memories, it’s a great time to take stock of this annual event while it’s still fresh in our minds. Hurricanes bring a host of dangers, including storm surges, wind damage, heavy rainfall and inland flooding, which can severely impact tall coastal buildings like hotels, dotting the Florida coast. Despite the common myth that certain areas are immune to hurricanes, the reality is quite different. For example, since 1850, every part of Florida’s coastline has been struck by at least one hurricane.
Given the unpredictable nature of these storms, having a thorough hurricane preparedness plan is vital for hotel owners along the Atlantic coastline. This plan should focus on ensuring guest safety, protecting property, and minimizing financial losses.
5 DAYS BEFORE THE STORM: CREATING A CALM BEFORE THE STORM
Adopting a comprehensive emergency response and communication plan is crucial. Preparedness should follow this timeline:
- Send a company-wide email alert. Have your designated business continuity manager (BCM) initiate the first communication to company employees, alerting them of a potential hurricane or storm. The email should include hurricane tracking coordinates, the storm name and category ranking, employee home preparation tips, the company’s emergency check-in line, and links to relevant emergency information sites. Supervisors should also reach out to any workers who do not have email access, conveying the same information shared in the email alert.
- Confirm staff calling tree is accurate. All management and supervisory personnel responsible for employee communication should start verifying home and/or cell phone numbers on their call trees.
- Confirm shut-down procedures. The local senior management team should meet to discuss specific actions for hotel preparation and shut-down procedures. Include the building manager to determine a plan for securing the property, including security services, boarding up windows and testing backup power generators.
- Make sure all insurance documents are saved electronically and easily accessed. This will be crucial if a claim needs to be filed.
3 DAYS BEFORE THE STORM
- Send a 3-day out reminder email. Have the local BCM send a storm update email/phone call to employees three days prior to the anticipated hurricane with updated storm details and a reminder to call the emergency check-in line if they’re unable to report to work due to the storm.
- Identify those that need special assistance. Managers should meet with the human resources team to identify employees or guests who may need special assistance in preparing for the storm or evacuation as well as to discuss updated preparation procedures.
- Contact your broker. Put your insurance broker on alert if you’ll need to establish appropriate claim handling procedures and obtain contact information for post-storm restoration. Update current phone lists for roofing, electrical, and restoration contractors.
- Alert mail services. Inform outside mail services such as UPS as well as hotel vendors of any closure plans, and ensure that any critical mailings or deliveries are sent by the end of the business day.
- Secure spaces. Begin securing spaces by clearing desktops and moving fragile equipment away from windows.
- Prepare the building. Inspect, repair and clean drains, gutters and flashings. Remove all loose objects from the roof and strap or anchor all roof-mounted equipment, such as HVAC units and exhaust vents. Relocate hazardous materials and equipment and brace windows and doors, without blocking emergency exits.
- Ensure emergency equipment is ready. Check and test emergency generators, boilers, batteries, and communication devices. Ensure fuel supplies are topped off as necessary and basic emergency supplies are adequately stocked. This should include batteries, portable radios and lanterns, first aid supplies, bottled water, and tarps.
- Begin IT shutdown procedures. Ensure all necessary information is backed up. In addition, update phone recordings for the hotel main lines to inform callers of your status and provide alternate numbers for specific information.
DURING THE STORM
- Activate your emergency response plan and stay indoors in a secure location.
- Keep open lines of communication with staff and guests, and follow evacuation orders promptly.
- Stay updated on the hurricane’s progress by monitoring weather forecasts and emergency alerts.
- If conditions allow, inspect your property for structural damage, pipe breaks or fire hazards.
AFTER THE STORM: HOW TO SWIFTLY RESUME OPERATIONS
Every hotel should establish comprehensive plans for restoring IT systems and facilities after a storm to streamline the recovery process and reduce downtime.
It’s also necessary to document and photograph all extraordinary expenses incurred during and after the storm. Proper documentation and imagery will expedite the claims process and help you secure appropriate coverage for your losses. Consult with insurance professionals before hiring outside agencies or signing contracts to confirm that costs are covered by your policy.
By taking a proactive approach, hoteliers can ensure they weather the storm with minimal stress.
