Hurricane Preparedness Checklist for Vacation Rentals

4. Create a Hurricane Preparedness Plan

A solid hurricane preparedness plan is essential for any vacation rental property manager. This plan should outline specific steps to take before, during, and after a storm, ensuring that every detail is covered.

Pre-storm preparations:

• Stay informed: Stay up to date with local weather forecasts, National Hurricane Center updates, and evacuation orders. Subscribe to mobile alerts and notifications so you can react quickly when a storm is approaching.
• Contact information: Ensure you maintain a comprehensive and regularly updated list of contact information for all stakeholders, including guests, staff, contractors, local emergency services, and utility providers. 
• Emergency procedures: Develop clear emergency procedures for both guests and staff. These should include evacuation routes, shelter locations, emergency assembly points, and other relevant instructions. Distribute this information to all stakeholders in advance, and make sure it’s easily accessible on-site (e.g., in a welcome packet or posted on the property).
• Guest communication: Keep guests informed about the potential for storms, and provide them with a copy of your hurricane preparedness plan. To save time, prepare pre-scripted messages for common scenarios so they can be quickly edited and sent as needed.
• Staff roles and responsibilities: Assign specific roles to your staff for various aspects of communication. Make sure all roles are clearly defined and that staff is trained on their responsibilities.
• Document the property: Before the storm, take photos or videos of the entire property, both inside and out. This will be invaluable for insurance claims in the event of damage.
• Download the hurricane preparedness checklist: For a comprehensive guide, download our hurricane preparedness checklist, which includes all the necessary steps to get your vacation rental ready.

During the storm:

• Follow evacuation orders: If local authorities issue an evacuation order, ensure that your guests and staff are aware and prepared to leave the area. Provide them with clear directions for the nearest evacuation routes and shelters.
• Keep guests informed: Continue communicating with guests throughout the storm, offering updates on weather conditions and safety instructions. If they are sheltering in place, ensure they know the safest areas of the property to wait out the storm (preferably away from windows and exterior doors).
• Secure the property:
  • Remove loose outdoor items like patio furniture, grills, and pool equipment that could become dangerous projectiles in high winds.
  • Install hurricane shutters or board up windows to protect them from flying debris.
  • If your property is in a flood zone, consider placing sandbags around doors and windows to minimize water entry.
  • Ensure the roof is inspected for loose shingles or tiles, as these are often the first to go in high winds.
  • Shut down utilities. To avoid electrical damage or gas leaks, shut off gas, electricity, and water lines before the storm hits.
  • Prepare for power loss. Ensure your property has a backup generator, and stock up on essentials like batteries, flashlights, and non-perishable food items.

After the Storm

• Inspect the property: Conduct a thorough inspection of the property for damage. Look for broken windows, roof damage, flooding, and other hazards. Ensure that no guests or staff re-enter the property until it’s deemed safe.
• Communicate with guests: If the property is damaged and uninhabitable, inform any incoming guests as soon as possible. Offer alternative accommodations or refunds if necessary. This transparency is key to maintaining positive relationships and protecting your reputation as a reliable vacation rental provider.
• File insurance claims: Use the documentation you gathered before the storm to file any necessary insurance claims. Be prompt in this process, as hurricane-related claims can take time to process due to high demand.
• Repair and rebuild: Work with trusted contractors to repair any damage to the property, and restore safety and habitability as quickly as possible.
• Evaluate and update your plan: After the event, take time to evaluate your preparedness plan and make necessary updates. This may include upgrading to storm-resistant materials, improving communication protocols, or enhancing guest safety measures.