Natural disasters such as tropical storms leave little or no time to prepare for the onset. The preparation of checklists is therefore of major importance and should not be neglected by resorts in areas which are likely to be affected.
The following example gives an idea of how a checklist can be prepared:
1. Activation of management:
- Identify a person who will take on each of the following eight major responsibilities.
- Building (hotel/resort).
- Emergency shelter coordination and supplies.
- Employee coordination.
- Hotel’s Guest roster maintenance.
- Evacuation coordination.
- Travel assistance and transportation coordination.
- Security coordination.
2. Preparing the resort
(a) Verify the status of:
- Emergency communications equipment, including walkie-talkies and mobile telephones.
- Fire protection systems.
- Lightning protection systems.
- Water-level monitoring systems.
- Overflow detection devices.
- Automatic shutoffs.
- (Rechargeable) batteries, emergency power-generation systems.
- Fuel supplies (full if possible).
- Hazardous materials storage.
(b) Define shutdown conditions:
- Determine who can order the shutdown of major resort elements.
- Determine who can order the evacuation of guests and staffs.
- Determine how a partial shutdown would affect other facility operations.
- Verify the length of time required for shutdown and restart of the hotel operations.
- Specify the conditions that could necessitate a shutdown and provide this information to the decision-maker in conjunction with information on what parts of the facility would be affected and the time needed to shut down and restart.
- Determine who would carry out shutdown procedures.
- Determine who would carry out restart procedures.
( c) Preserve vital records:
- Secure vital records not needed during the emergency.
- Store computer tapes and disks in insulated and waterproof containers.
- Initiate back up of computer systems.
- Ensure your own web services are redundantly available on servers outside the storm area.
- Arrange for the evacuation of records to back-up facilities.
(d) Secure outside facilities:
- Move equipment to protected areas.
- Move the furniture inside buildings.
- Remove banners, flags and vulnerable potted plants and artwork.
- Relocate livestock and move pets to indoor facilities.
- Secure materials to shutters or protect windows.
(e) Prepare shelter facilities:
- Clear and organise interior rooms for:
- Guest and employee occupation.
- Food, fuel and luggage storage.
- Food distribution.
- Sanitary needs.
- Provide for emergency heat, lighting and cooking.