Updated on February 28, 2025
As recent tragedies have magnified, preparing your property for natural disasters and other emergencies is becoming increasingly urgent each year. 2023 was a record year for weather and climate disasters, with at least $1 billion in damages. These record 28 individual disasters included snow and ice storms, wildfires, droughts and heatwaves, floods, tornados, cyclones, and hail/severe weather. 2024 was nearly as disastrous, with 27 weather and climate disasters causing damages of $1 billion or more.
Given this increasing frequency and severity, how can vacation rental operators proactively prepare for emergencies?
“Disaster planning for weather-related emergencies is top of mind when it comes to ensuring the continuity of business operations and employee health and safety,” said Sue Jones, CEO of HR4VR, the STR industry’s only dedicated human resources consultancy. “Planning for other types of disasters, such as terrorism, epidemics, and workplace violence, often falls to the bottom of the list. Just think COVID-19. This is a good time to identify the type of disaster and the risk of impact to your business and workforce.”
You can never be too prepared or prepare too early. This guide covers the essential components of emergency readiness.
Evaluate natural disaster risks
What natural disasters are most likely to affect your vacation rental? Does your property sit in a flood zone, wildfire-prone area, or near an earthquake fault line? To find out, use these FEMA tools to assess your risks. Visit your state and county emergency management website to gain additional insights. Understanding your property’s vulnerabilities empowers you to take preventative measures before a disaster strikes.
Review your insurance policies
Don’t take for granted that your homeowners or landlord insurance policy protects you in all of these disaster scenarios. Standard homeowner/landlord policies exclude coverage for floods, earthquakes, and landslides, and you may need to purchase supplemental coverage, according to the Insurance Information Institute.
Homeowners often misunderstand their coverage for water damage.
“Being that it is winter and much of the U.S. is experiencing colder weather, a situation such as the power going and pipes freezing resulting in water damage would fall on your regular home policy,” said Nick Massey, Chief Sales Officer at Proper Insurance. “A situation such as…Helene and Milton would fall under Flood Insurance with NFIP, not your home policy. This is why so many claims are being denied by home insurance companies because the damage was from a storm surge and rising water levels. If you didn’t have specific flood insurance, you are not likely to get a claim paid out.”
You can find earthquake insurance policies from specialized carriers like GeoVera, Nick said. Flood insurance is available through the National Flood Insurance Program (NFIP).
Nick suggested speaking with your insurer to understand your policy’s limits and exclusions.
Maintain your property for disasters
Perform routine inspections to identify and eliminate potential hazards. For example, in wildfire-prone areas, the National Fire Protection Association recommends removing dry vegetation and installing fire-resistant landscaping.
If your property is in a hurricane-prone region, stay aware of when hurricane season starts and ends. It can extend from mid-May to the end of November. ATI Restoration recommends adding hurricane shutters and reinforcing doors and windows to prevent broken windows and water damage. Repairing broken fences, removing loose tiles, and replacing worn-out shingles can also minimize damage caused by high winds.
Install and test safety equipment
According to the U.S. Fire Administration, hosts should install a smoke detector in each bedroom, in hallways adjoining bedrooms, and on each level of the property. A carbon monoxide alarm should be present on each level of the property.
The U.S. Fire Administration recommends testing smoke and carbon monoxide detectors monthly and replacing batteries as needed. It’s also a good idea to make fire extinguishers readily available in areas where fires are more likely to ignite, such as the kitchen, near fireplaces, and next to grills. Mark emergency exits, and during each turnover, check to ensure fire exits (i.e. windows and doors) are unobstructed by furniture, supplies, or other items.
Stock up for worst-case scenarios
Stock your home with emergency supplies to ensure your guests are taken care of if a disaster strikes while they’re staying there.
Here is a list of basic emergency supplies to keep on hand, as recommended by the American Red Cross:
- First aid kit
- Flashlights with extra batteries
- 3 days of nonperishable food
- Bottled water (2 liters per person per day)
- Fire extinguisher
- Extra blankets
- Battery-powered radio
Inform guests of the emergency supply location so they can quickly access it if needed.
Create a guest emergency plan
Create an emergency plan that gives specific instructions for responding to various disasters.
“Hosts with properties in areas prone to natural disasters, such as coastal storms, mountain regions that experience heavy snowfalls, tornados, wildfires, etcetera, should have an emergency plan in place for their guests,” Nick said. “Every property and geographic location is different, so be mindful that guests are not familiar with the area (that’s why they are vacationing there) and, in the event of an emergency, may require your guidance.”
ATI Restoration advises including the following at a minimum in your guest emergency plan:
- Emergency contact numbers (emergency responders, nearest hospital, property manager, or property emergency contact)
- Evacuation routes and assembly points
- Instructions for shutting off gas, water, and electricity
- Location of emergency supplies
The U.S. Fire Administration additionally recommends each guest know the following:
- The address of the property
- Two ways to exit each room
Guests should be provided with a printed and digital copy of the plan. The plan should also be posted in a visible location within the rental and in a digital or physical copy of your Welcome Guide.
During periods of heightened risk, such as hurricane season, include a clause in the rental agreement and pre-stay communication clarifying that guests are required to evacuate under local evacuation orders.
Make a communication plan
Natural disasters and emergencies are part of life, but communication can ease the stress of these hardships and ensure everyone’s safety.
Communicate with guests about emergency procedures before and during their stay. Upon check-in, inform them of potential risks and emergency procedures. Direct them to the list of local emergency contacts and resources. If severe weather or a natural disaster is forecasted, reach out to your guests and go over your emergency plan.
Offering guidance and support during emergencies can help guests feel more secure and build greater confidence in your brand.
For templates for communicating with guests during inclement weather, check out Breezeway’s guide.
Preparing your team
In order to take care of guests during an emergency, you must also take care of your staff and contractors. Employees need to know upfront what to expect when emergency preparations are put in place before a severe weather event or other tragedy strikes.
“Communicating the types of assistance available to employees in emergency situations is important from day one of their employment so that they understand what resources are available to employees and their families,” Sue said.
Train employees
Training employees before an emergency happens helps prepare them for when they’re faced with a real-life disaster. Here are some tips Sue suggested to prepare them:
- Cross-train employees to strengthen your team and prepare them to take on additional duties in emergency situations.
- Educate employees about their responsibilities leading up to, during, and after the event.
- Ensure remote work capabilities are in place for employees unable to return immediately.
- Inform employees on how you’ll communicate during an emergency. For example, identify the emergency hotlines or messaging systems you’ll use to check in on employees’ safety and needs and provide updates on business operations and return-to-work plans.
Provide resources
Providing resources to your employees means educating them about emergency resources available through both the company and outside sources.
- Share evacuation routes, emergency contacts, and safe shelter locations with all employees.
- Inform employees about financial support available, such as:
- Temporary lodging funds for displaced employees.
- Stipends or advances to employees for emergency expenses.
- Partnerships with local businesses for employee discounts on essentials (hotels, gas, food).
- Adopt a flexible Leave of Absence (LOA) policy for employees who require additional time (beyond PTO hours) to return to work following a disaster impacting their personal lives.
- Offer transportation assistance or travel reimbursements
- Continue paycheck distributions, health insurance, and other benefits without interruption
- Implement an Employee Assistance Program (EAP) to provide legal, mental health, and financial counseling during disasters.
- Provide Disaster Relief and Recovery Assistance. Assist employees with navigating FEMA aid, insurance claims, and other relief programs.
“Taking care of your employees now is paramount to your business recovery,” Sue said. “Your business is only as strong as your people.”
Update and practice your emergency plan
Review and update the emergency plan periodically to reflect new risks and regulatory changes. FEMA recommends conducting practice drills or walkthroughs to ensure you and your staff and contractors understand emergency procedures. Also, gather guest feedback to improve preparedness efforts. A well-rehearsed plan will result in a quicker and more effective disaster response when it matters, FEMA notes.
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