Emergencies don’t announce themselves. Power outages, severe weather, medical situations, and other crises can happen at any property. When guests face an emergency at your vacation rental, your preparation—or lack of it—determines the outcome.
This guide covers how to prepare for common emergencies and respond effectively when they occur.
Why Emergency Preparedness Matters
Guest Safety
You’re responsible for guests’ wellbeing while they’re at your property.
They may:
- Be unfamiliar with the area
- Not know local emergency procedures
- Lack resources they’d have at home
- Be traveling with vulnerable people (children, elderly)
Your preparation helps them:
- Know what to do
- Find what they need
- Contact appropriate help
- Stay safe until emergency passes
Property Protection
Emergencies can cause property damage. Preparation reduces that damage.
Examples:
- Guest knows water shutoff → prevents flood damage
- Flashlights available → prevents candle-related fires
- Generator operates safely → prevents electrical damage
- Shutters installed → reduces storm damage
Liability and Insurance
Demonstrated preparation matters if something goes wrong.
Documentation helps:
- Insurance claims
- Liability defense
- Regulatory compliance
- Peace of mind
Essential Safety Equipment
Fire Safety
Required equipment:
| Item | Location | Frequency Check |
|---|---|---|
| Smoke detectors | Every bedroom, hallways | Monthly test, annual battery |
| Carbon monoxide detectors | Near fuel appliances, bedrooms | Monthly test, follow replacement schedule |
| Fire extinguisher(s) | Kitchen, garage, each floor | Annual inspection, 5-year replacement |
Additional considerations:
- Fire blanket in kitchen
- Clear exit routes
- Escape ladder for upper floors
- Emergency lighting
First Aid
Basic kit should include:
- Adhesive bandages (various sizes)
- Gauze and medical tape
- Antiseptic wipes
- Antibiotic ointment
- Pain relievers (ibuprofen, acetaminophen)
- Antihistamine
- Tweezers and scissors
- Thermometer
- Cold pack
- First aid guide
Location: Obvious, accessible spot that guests can find
Power Outage Supplies
Essential items:
- Flashlights (at least 2-3)
- Extra batteries
- Battery-powered or crank radio
- Phone charging options (battery bank, car charger)
- Matches or lighters (with caution about candles)
Enhanced preparation:
- Generator (if applicable)
- Solar chargers
- Lanterns (LED safer than candles)
Weather Emergency Supplies
For all properties:
- Weather radio (NOAA)
- Basic tool kit
- Duct tape
- Plastic sheeting
For storm-prone areas:
- Shutters or plywood for windows
- Sandbags (flood areas)
- Shelter location identified
For winter properties:
- Ice melt
- Snow removal equipment
- Emergency heat source backup
- Pipe freeze prevention supplies
Location-Specific Preparedness
Hurricane/Tropical Storm Areas
Before season:
- Shutters or plywood ready
- Trees trimmed away from structure
- Loose outdoor items securable
- Insurance verified current
Guest information:
- Evacuation routes
- Shelter locations
- How to prepare the property
- When to leave vs. shelter in place
During season:
- Monitor weather closely
- Communicate with booked guests
- Have cancellation policy clear
- Property protection plan ready
Tornado Areas
Shelter plan:
- Identify safest room (interior, lowest floor, no windows)
- Mark clearly in welcome materials
- Stock shelter area with supplies
Guest information:
- Tornado warning signs
- Difference between watch and warning
- What to do and where to go
- Local alert systems
Wildfire Areas
Defensible space:
- Vegetation cleared from structure
- Gutters clean
- Fire-resistant landscaping
- Evacuation box ready (important documents)
Guest information:
- Air quality awareness
- Evacuation routes
- Alert systems
- When to leave
Earthquake Areas
Property preparation:
- Heavy items secured
- Bookcases anchored
- Water heater strapped
- Gas shutoff tool accessible
Guest information:
- Drop, cover, hold on
- Post-earthquake safety
- Gas shutoff procedure
- Evacuation considerations
Flood Areas
Preparation:
- Know flood risk level
- Sandbags available (or know where to get)
- Sump pump maintained (if applicable)
- Valuable items elevated
Guest information:
- Flash flood awareness
- Evacuation routes to high ground
- Never drive through water
- When to leave
Medical Emergencies
Information Guests Need
Clearly posted or easily accessible:
- Emergency number (911 or local equivalent)
- Nearest hospital address and phone
- Nearest urgent care
- Poison control number
- Property address (for directing emergency services)
What to Provide
Beyond first aid:
- Clear address visible from street
- House numbers illuminated
- Access information for emergency responders
- Gate codes or alternative entry (if gated)
Special Considerations
If property attracts:
- Elderly guests → nearby medical facility info
- Families with children → pediatric resources
- Adventure travelers → relevant emergency services
Power and Utility Failures
Power Outages
Guest preparation:
- Flashlight locations noted
- Instructions for generator (if applicable)
- What to do with refrigerated food
- Thermostat behavior without power
Your preparation:
- Automatic reporting from smart devices
- Local contact who can check on property
- Generator maintenance (if applicable)
- Surge protector on sensitive electronics
Water Issues
Guest information:
- Water shutoff location
- What to do if water stops
- Basic pipe freeze prevention (winter)
- Who to contact
Your preparation:
- Know your plumber’s emergency line
- Water leak sensors in key areas
- Shutoff valve accessible and working
Gas Emergencies
Guest information:
- Gas smell = leave immediately, call from outside
- Gas shutoff location
- Emergency numbers
Your preparation:
- Maintain gas appliances
- Carbon monoxide detectors functioning
- Shutoff accessible and marked
Communication During Emergencies
Staying Informed
Tools:
- Weather apps with alerts
- Local emergency management notifications
- Property monitoring devices
- News sources for major events
During events:
- Monitor situation actively
- Check on guests proactively
- Be reachable
Communicating with Guests
Before emergency:
- Warn of incoming weather
- Provide preparation instructions
- Share emergency information
- Offer flexible cancellation if appropriate
During emergency:
- Check they’re safe
- Provide guidance
- Be available for questions
- Help with decisions
After emergency:
- Confirm they’re okay
- Assess property impact
- Address any needs
- Follow up appropriately
When to Cancel or Modify Bookings
Consider cancellation when:
- Mandatory evacuation ordered
- Property isn’t safe
- Access is impossible
- Essential utilities unavailable
Communicate clearly:
- Explain the situation factually
- Offer alternatives if possible
- Handle refunds appropriately
- Document everything
Creating Your Emergency Plan
Document Everything
Your emergency binder should include:
-
Property information:
- Address
- Utility shutoffs
- Security system codes
- Access information
-
Emergency contacts:
- Local emergency services
- Hospitals and urgent care
- Your contact info
- Local backup contact
- Utilities emergency lines
- Emergency vendors (plumber, electrician)
-
Insurance information:
- Policy numbers
- Agent contact
- Claim procedures
-
Procedures:
- What to do for each emergency type
- Evacuation routes
- Shelter locations
Guest-Facing Information
Make easily accessible:
- Emergency contact numbers
- Property-specific instructions
- Local emergency information
- Your contact information
Format options:
- Welcome book section
- Posted in obvious location
- Digital guide
- Quick reference card
Regular Review
Check annually (or more):
- All safety equipment working
- Batteries fresh
- Contact information current
- Supplies not expired
- Plans still relevant
Emergency preparedness protects guests and property. Learn how our management approach ensures properties are equipped and guests are informed for any situation.
