Introduction: Why Hurricane Preparedness Is Critical for Hotels
The 2025 Atlantic hurricane season officially begins on June 1 and runs until the end of November. Forecasts suggest an active season, with Colorado State University predicting 17 named storms, 9 hurricanes, and 4 major hurricanes, all above the 30-year average. With climate patterns like El Niño fading and warmer-than-average ocean temperatures, the probability of landfalling storms is significantly elevated.
For hotels in coastal or storm-prone areas, including Florida, the Gulf Coast, the Caribbean, and parts of the Eastern Seaboard; this isn’t just another seasonal threat, it’s a potential operational crisis. History offers stark warnings, past hurricanes have caused significant damage to hotels including when Hurricane Wilma damaged 98% of hotels in Quintana Roo, Mexico or more recently when Hurricane Otis caused similar problems in 2023.
When it comes to hurricane season, experience teaches one hard truth: you don’t rise to the occasion, you fall to the level of your preparation. For hotel general managers, facilities leads, and operations teams, the time to prepare isn’t when the skies turn gray. It’s now.
Storms don’t just test infrastructure; they test coordination, communication, and calm under pressure. This guide provides actionable steps for hotel owners and staff to prepare for the hurricane season, ensuring the safety of guests and minimizing potential damages.
Why Preparation Starts Now
Every season, we see examples of last-minute scrambles: untested generators, missing supplies, confused staff, outdated contact lists. These oversights cost more than time; they risk safety, damage property, and prolong recovery.
Pre-season preparation should be part of your annual operational calendar, just like budgeting or staff training. Involve cross-functional leaders early and review your entire emergency plan as a team. Update protocols, reassign roles if staff have changed, and walk the property with fresh eyes. Don’t wait for a named storm to justify action.
Team Roles and Communication Protocols
When the wind picks up, clarity matters more than ever. Who’s on-site? Who’s on-call? Who’s contacting guests? These roles must be assigned, documented, and rehearsed well in advance.
Key steps:
- • Assign storm teams and shift coverage: Create A/B teams for rotating 24-hour coverage. Assign responsibilities like securing outdoor areas, monitoring guests, and managing communications.
- • Establish a command structure: Designate a storm lead. This is typically the GM or Ops Manager. Make sure every department head knows their role in a crisis.
- • Use clear communication channels: Standardize and centralize how updates are sent and received. Snapfix is the perfect tool for this as tasks can be assigned and chats will not be lost in non-professional channels.
Practice is key. Run simulations that walk the team through mock scenarios. It’s better to uncover gaps in a drill than during landfall.
Physical Infrastructure Readiness
Every property has its weak spots. Hurricanes find them.
Start your inspections early, and repeat them monthly during the season. Ensure checks are never missed by assigning the tasks in Snapfix. Create a checklist in the app for each of the below areas:
- • Roofs and gutters: Ensure no debris, sagging areas, or blocked drains. Minor damage can quickly escalate under storm conditions.
- • Doors and windows: Check all seals, locks, and impact resistance. Pay special attention to lesser-used areas like staff entrances or storage room windows.
- • Generators: Test under full load. Keep spare fuel stored safely and in compliance with regulations.
- • Elevators: Know when and how to shut them down before flooding or power loss.
- • Outdoor items: Catalog every potential projectile within the Snapfix app such as: furniture, signage, pool accessories etc. Assign a team to secure or store them pre-storm.
Hotels that use Snapfix assign recurring checks with photo documentation to ensure accountability and maintenance tracking.
Guest Communication Plans
In a storm, guests look to staff for guidance and their experience depends on how well you prepare them.
Before the storm:
- • Set up emails, signage and automated messages with storm timelines, shelter plans, and emergency protocols.
- • Let guests know what you’re doing to keep them safe and what you ask of them in return.
During the storm:
- • Update frequently, even if there’s nothing new. Regular contact reassures and builds trust.
- • Assign a staff liaison per floor or wing if possible, especially for extended outages.
After the storm:
- • Share property status, reopening timelines, and check-out options.
- • If the hotel sustained damage, manage expectations with transparency and professionalism.
Supplies and Inventory Management
Having the right supplies is non-negotiable but equally important is knowing where everything is and who has access. Snapfix Track module is the perfect tool for this.
Key categories to stock:
- • Batteries, flashlights, radios
- • Bottled water and non-perishable food
- • First aid kits and medical supplies
- • Extra linens, towels, cleaning supplies
- • Fuel for generators and vehicles
Store items in clearly labeled, water-resistant containers. Assign inventory tracking to a facilities lead and audit it monthly during storm season. Using digital checklists in Snapfix can help track stock levels and update logs in real time.
Training and Drills
Even seasoned staff need refreshers and new hires need to be brought up to speed.
Recommended approach:
- • Hold a full-hotel storm response drill at the start of each season.
- • Include departments that are often overlooked, like spa staff, banquet teams, and valet.
- • Use real roles in simulations. Make it realistic.
After each drill, debrief. What worked? What didn’t? Update the playbook and repeat.
Post-Storm Recovery Plans
The storm is only half the battle. Recovery is where operational resilience is truly tested.
Immediately after the storm:
- • Conduct a safety check of all occupied areas before allowing movement.
- • Assess structural damage, document everything, and contact insurance providers promptly.
- • Start a phased reopening: prioritize guest areas, kitchens, and essential systems.
Re-engage your team with a post-storm briefing. Acknowledge efforts, assign recovery tasks, and communicate clearly about timelines. Transparency with guests is equally as important. Set realistic expectations, and keep them informed about reopening or rebooking options.
Final Thought: Prepare to Protect What Matters Most
Storms are unpredictable. But preparation isn’t.
A well-executed hurricane plan safeguards more than just your property, it protects your guests, your staff, and your brand reputation. When you prepare thoroughly, you recover faster. And in hospitality, how you respond during a crisis can define how you're remembered afterward.
Preparation isn’t glamorous but it's the reason your team stays safe, your guests stay calm, and your hotel gets back to business faster.
For teams using Snapfix, storm plans, checklists, and team coordination live in one place, helping make execution easier when time matters most. The key is clarity, consistency, and commitment to readiness.
Now is the time. Not when the storm is named.
Frequently Asked Questions (FAQs)
How can Snapfix help hotels prepare for hurricane season?
Snapfix helps hotels prepare for storm season by digitizing checklists, task assignments, and maintenance workflows. Facilities teams can schedule recurring inspections, and document readiness with photos, all within a centralized platform.
In addition, Snapfix Chat enables real-time, distraction-free communication among team members. Hotels can set up a dedicated storm-prep chat group weeks or even months in advance, ensuring everyone stays informed and connected. This level of coordination helps prevent critical oversights and keeps teams aligned before, during, and after a storm.
What should a hotel have in a hurricane emergency kit?
A hotel hurricane emergency kit should include flashlights, batteries, first aid supplies, bottled water, non-perishable food, weather radios, blankets, spare linens, sanitation supplies, and extra fuel for generators. It’s also critical to have printed guest rosters, emergency contacts, and copies of insurance documents.
How do hotels keep guests safe during a hurricane?
Hotels keep guests safe by following a pre-established hurricane preparedness plan. This includes securing the property, providing regular updates, offering shelter in safe zones, ensuring backup power is available, and maintaining a stock of essential supplies. Clear communication and calm leadership are crucial throughout the storm.
When should a hotel start preparing for hurricane season?
Hotels should begin preparing before hurricane season starts, ideally several months in advance. Pre-season preparation allows time for infrastructure checks, staff training, supply stocking, and communication planning. Waiting until a storm is named can lead to missed steps and rushed execution.
How can hotel staff be trained for hurricane response?
Staff can be trained through seasonal orientation sessions, tabletop simulations, and full-scale drills that mirror real storm scenarios. Roles and responsibilities should be clearly defined, and new hires, especially seasonal staff should receive accelerated onboarding with storm-specific protocols.
What is the best way to track hotel hurricane preparedness tasks?
The best way to track preparedness tasks is with a digital operations tool that allows you to assign, monitor, and document tasks across departments. Platforms like Snapfix can help hotels manage checklists, team responsibilities, and updates in real-time, ensuring nothing falls through the cracks.
