If there was one thing the hospitality industry has emphasized as a result of past hurricanes and storms, it was the importance of having a robust flood emergency response plan as a guide.
According to the Insurance Bureau of Canada, the greatest amount of financial loss and damage comes from flooding. In fact, the damage covered by insurance in 2018 from extreme weather reached $2 billion in value.1 And as record-breaking floods keep occurring, hospitality properties can blunt the risk by developing and maintaining Flood Emergency Response Plans (FERPs).
Here’s how to frame them:
- Identify your risks. By identifying risks, you’ll understand and be better able to plan. Start by identifying if your establishment or its facilities are located in flood zones. That may be obvious if they are situated on a coastline or waterway. If you are in Canada, you can review Environment Canada’s online list of areas with a tendency for recurrent and severe flooding or in the U.S., double-check the address against FEMA’s flood hazard map.
- If new locations are being planned, evaluate the sites to understand the extent of the flood risk.
- If you must build in flood zones, ensure it’s done right. Electrical and mechanical equipment should be above grade level. Pitched drains and sump pumps will offer extra protection.
- Key components of a Flood Emergency Response Plan. The plan establishes who has responsibilities for particular functions and the procedures and practices that need to be followed to ensure that everyone, including guests and staff who may be displaced, is kept safe during the emergency situation.
- A FERP coordinator should be appointed and charged with initiating the plan and directing resources during all stages of an emergency. For hotels, this might be your GM, head of security or facilities/engineering manager. Or your FERP committee may designate one.
- Other members of the FERP team need to be identified and specific responsibilities assigned.
- Establish effective communications methods to:
- Put FERP team members on stand-by for flood preparation activities.
- Alert guests and staff to changing storm and flood conditions and recommended safety precautions.
- Create procedures and processes for relocating guests, safely shutting down equipment, securing front and back of the house equipment and other projected issues and needs.
- Preparation before the flood.Taking precautions beforehand, when circumstances may be developing, can help mitigate damage.
- It’s up to your FERP coordinator to closely monitor storms and activate the plan when necessary.
- Key staff – front and back of the house – must be kept in the loop to bring in as necessary.
- Pull together necessary materials and supplies.
- Make sure fuel tanks are filled and emergency generators, vehicles and pumps are ready to go to maintain food storage and freezer needs if necessary.
- Contracts should be in place ahead of incident to ensure proper delivery of emergency supplies.
- Keep detailed records of all decisions.
- Keep everyone safe during the flood. Safety is your top priority – protecting guests, staff and locals who might seek shelter in your building as the weather changes.
- Keep everyone inside during hazardous conditions like heavy rain and lightning. Since high winds often accompany floods, falling trees and flying debris are also hazards.
- Establish shelter locations in your building that are internal, above grade level and without windows.
- Evacuation orders by authorities must be followed immediately.
- Only essential staff should remain on premises; non-essential functions should cease operations.
- All non-essential property functions should cease operation.
- Do not allow anyone to move or service wet electrical equipment.
- Recovery means assessing damage, start to salvage. Once the crisis has passed and the property is safe, your FERP recovery team can get to work.
- Communicate recovery activities and work status to staff.
- Notify off-duty shift personnel about work status.
- Check for downed power lines or related hazards, report outages or damage to utility companies.
- Use vendors for cleanup and salvage that have been approved by your insurance carrier.
- Review and document perishable foodstuffs for contamination and spoilage before removal.
- Repair damaged fire equipment.
- Clean drains and roofs of debris.
HUB International’s team of brokers is available to work with you in understanding and managing risk and insurance issues at your organization.
