How to Create a Contingency Plan for Emergencies in Your STR

Emergencies are an inevitable part of running a short-term rental (STR) business. From unexpected maintenance issues to natural disasters, having a solid contingency plan can protect your property, guests, and reputation. Proactive planning ensures that you’re prepared to handle unforeseen situations efficiently and professionally. In this guide, we’ll walk you through the essential steps to create a robust contingency plan for your STR.

1. Assess Potential Risks

The first step in creating a contingency plan is identifying the types of emergencies your STR is most likely to face. Understanding these risks allows you to prepare tailored responses.

Common STR Risks

• Property Damage: Issues like burst pipes, electrical failures, or structural problems can disrupt guest stays.

• Guest Injuries: Accidents such as slips, trips, or falls can occur on your property.

• Natural Disasters: Depending on your location, risks may include hurricanes, earthquakes, floods, or wildfires.

• Security Breaches: Theft, vandalism, or unauthorized access can jeopardize safety.

• Utility Outages: Power, water, or internet outages can significantly impact guest comfort.

Risk Assessment Checklist

• Evaluate your property’s structural integrity and maintenance needs.

• Research local weather patterns and potential natural disasters.

• Identify high-risk areas within your property (e.g., stairs, slippery surfaces).

• Assess your security measures, such as locks and surveillance systems.

Pro Tip: Cross-link to "How to Conduct a Safety Audit for Your STR" for more details on assessing risks.

2. Develop Emergency Protocols

Once you’ve identified potential risks, create clear protocols for handling each type of emergency. These protocols should outline step-by-step actions to ensure swift and effective responses.

Property Damage Protocols

• Water Leaks or Flooding:

  • Shut off the main water valve immediately.

  • Contact a plumber and inform the guest of the timeline for repairs.

  • Relocate guests if necessary and offer compensation or alternative accommodations.

• Power Outages:

  • Provide guests with flashlights and battery-powered chargers.

  • Notify the utility company and communicate updates to guests.

Medical Emergencies

• Keep a well-stocked first aid kit on-site.

• Provide guests with emergency contact numbers, including local hospitals and urgent care facilities.

• If a guest is injured, document the incident and follow up with them after their stay.

Natural Disasters

• Hurricanes or Floods:

  • Provide guests with an evacuation plan and emergency contact numbers.

  • Secure outdoor furniture and other potential hazards.

  • Stay informed about local weather alerts and communicate updates to guests.

• Earthquakes:

  • Ensure guests know safe areas within the property (e.g., under sturdy tables).

  • Provide instructions for turning off gas or electricity if needed.

Security Incidents

• Install smart locks and surveillance cameras for enhanced security.

• If theft or vandalism occurs, document the incident and file a police report.

• Communicate with guests transparently and offer support if their belongings are affected.

Pro Tip: Cross-link to "Essential Safety Features Every STR Needs" for tips on securing your property.

3. Assemble an Emergency Contact List

A comprehensive contact list is a crucial component of any contingency plan. Ensure that all relevant parties can be reached quickly in case of an emergency.

Who to Include

• Local Emergency Services: Police, fire department, and medical facilities.

• Maintenance Professionals: Plumbers, electricians, HVAC technicians, and general contractors.

• Property Manager or Co-Host: Someone who can step in if you’re unavailable.

• Utility Providers: Contact information for water, electricity, and internet providers.

• Insurance Company: Have your policy number and claims contact readily available.

Tips for Organizing Contacts

• Store contact information in a digital document that can be easily shared with guests and team members.

• Print a hard copy and place it in a visible location within the property, such as near the entrance or in the guest manual.

• Update the list regularly to ensure accuracy.

Pro Tip: Cross-link to "How to Create a Guest Manual for Your STR" for more ideas on organizing important information.

4. Prepare Emergency Supplies

Stocking your STR with essential supplies can make a significant difference during an emergency. These items help ensure guest safety and comfort while reducing stress.

Basic Emergency Kit

• Flashlights and extra batteries

• First aid kit

• Non-perishable snacks and bottled water

• Battery-powered or hand-crank radio

• Multi-tool or Swiss Army knife

Additional Supplies

• Fire extinguishers (one per floor)

• Blankets and extra pillows

• Backup phone chargers or power banks

• Smoke and carbon monoxide detectors with backup batteries

Location-Specific Items

• Flood Zones: Sandbags and waterproof storage containers.

• Snowy Areas: Snow shovels, salt for de-icing, and extra blankets.

• Hurricane-Prone Regions: Window shutters or plywood for boarding up windows.

Pro Tip: Cross-link to "How to Winterize Your STR for Cold Weather" for more location-specific preparation tips.

5. Communicate with Guests

Transparent communication is key to managing emergencies effectively. Ensure guests are informed about your contingency plans and know what to do in various scenarios.

Pre-Arrival Communication

• Include emergency contact numbers and protocols in your pre-arrival email.

• Share a digital copy of your guest manual, highlighting emergency procedures.

• Inform guests about local risks (e.g., flood zones, fire-prone areas) and how to stay safe.

On-Site Instructions

• Post clear instructions for operating emergency equipment, such as fire extinguishers or gas shut-off valves.

• Place evacuation routes and emergency contact lists in visible locations.

During Emergencies

• Keep guests updated with real-time information.

• Offer reassurance and guidance, such as relocation assistance or alternative accommodations if necessary.

• Follow up after the emergency to ensure guest satisfaction and address any concerns.

Pro Tip: Cross-link to "How to Handle Guest Complaints in Your STR" for strategies on maintaining guest trust during crises.

6. Review and Update Your Plan Regularly

Contingency planning is not a one-time task. Regular reviews ensure your plan remains relevant and effective as your property, local conditions, and guest needs evolve.

Annual Reviews

• Assess the effectiveness of your contingency plan based on past incidents.

• Update contact lists, emergency supplies, and protocols as needed.

• Test equipment like smoke detectors, fire extinguishers, and emergency lights.

Post-Incident Reviews

• After any emergency, evaluate what worked well and what could be improved.

• Gather feedback from guests and team members to refine your plan.

• Document lessons learned and incorporate them into your updated plan.

Pro Tip: Cross-link to "How to Analyze STR Performance Metrics" to integrate emergency management into your overall strategy.

Conclusion

Creating a contingency plan for emergencies in your STR is an essential step toward safeguarding your property, guests, and business reputation. By assessing risks, developing protocols, assembling contacts, preparing supplies, and maintaining clear communication, you’ll be well-equipped to handle any situation with confidence. Regular updates and reviews ensure your plan remains effective, providing peace of mind for both you and your guests.