FAVR Hurricane Preparedness Guide
Practical resources for Florida vacation rental operators. Use this guide to prepare your property, communicate with guests, and respond effectively before, during, and after a storm.
Important safety reminder: Always follow local emergency management orders and official weather advisories. If an evacuation order is issued, guests and staff should leave the property immediately and move to a safe location.
The best time to prepare is before a storm is ever in the forecast. Use the pre-season window to get your property, supplies, and documentation in order so you are not scrambling when conditions change quickly.
- Inspect roofs, windows, doors, and exterior walls. Repair loose shingles, damaged seals, and weak entry points
- Trim trees and remove dead branches to reduce the risk of falling limbs and flying debris
- Clean gutters and drains so water flows away from the building during heavy rain
- Secure outdoor items. Furniture, grills, umbrellas, and dΓ©cor should be anchored or stored
- Review flood risk. Know whether the property is in a flood zone and maintain appropriate insurance coverage
Keep a dedicated hurricane kit at the property stocked and ready before the season begins.
- Flashlights and extra batteries
- First-aid kit
- Bottled water (at least 1 gallon per person per day for 3 days)
- Non-perishable food
- Portable phone chargers and power banks
- Battery-powered weather radio
- Basic tools and duct tape
- Cleaning and sanitation supplies
- Photograph the property inside and out before the season starts
- Store insurance policies, permits, and emergency contacts digitally and in hard copy
- Create a guest communication template for storm updates (see Section 2 below)
Clear, timely communication is one of the most important things you can do during a storm event. Guests look to operators for guidance. Use the templates below as a starting point and customize them for your property and situation.
- Monitor the National Hurricane Center, local emergency management, and NOAA weather alerts for official guidance before messaging guests
- Keep your tone calm and informative. Guests need clear next steps, not alarm
- Contact upcoming and current guests as early as 72 hours before possible impact to explain the forecast and your cancellation or relocation policy
- Maintain communication throughout the storm window if networks are available
Storm forecast message
Email Template β Copy and customize
Subject: Hurricane Update for Your Upcoming StayWe are monitoring the latest hurricane forecasts for the area. Your safety is our top priority. We will continue to provide updates and will follow all local emergency management guidance. If evacuation orders are issued, we will assist with available options and next steps. Please monitor your email and phone for additional instructions.[Your Name][Property/Company Name][Phone Number]
Tip: Send this message as early as 72 hours before possible impact. Add property-specific details, your cancellation or rebooking policy, and links to the National Hurricane Center or your county's emergency management page.
Post-storm property update
Email Template β Copy and customize
Subject: Property Status UpdateWe have completed an initial inspection of the property following the storm. [Property status: available / temporarily unavailable / under repair.] We will continue to provide updates as conditions improve and local authorities reopen services and roadways.[Your Name][Property/Company Name][Phone Number]
Tip: Send this message only after a thorough safety inspection has been completed. Include any local curfews or restrictions still in effect, and let guests know the timeline for rebooking or return if applicable.
Hurricanes move quickly once they are in range. Use this timeline to stay ahead of the storm at each phase.
Host and manager actions
- Monitor official sources: National Hurricane Center, local emergency management, and NOAA weather alerts
- Contact upcoming and current guests with forecast information and your cancellation or relocation policy
- Install shutters or hurricane panels if available. Bring in outdoor furniture and loose objects
- Fuel generators only if they are approved and used according to safety guidelines
- Review staffing plans: determine who will communicate with guests, check properties, and coordinate vendors after the storm
Property checklist
- Finish securing all outdoor items
- Close and lock all windows and doors
- Move valuables and electronics away from windows and potential flood areas
- Set refrigerators and freezers to the coldest safe setting
- Charge phones, tablets, radios, and power banks
- Confirm guests know evacuation routes and shelter information if applicable
If an evacuation order is issued
Provide guests with:
- Evacuation order details and the issuing authority
- Nearest evacuation routes
- Local shelter information if public shelters are open
- Emergency contact numbers
- Check-out and property departure instructions
Important: Vacation rentals are generally not designed to function as storm shelters. Guests should comply with evacuation orders and relocate to a safer area.
For guests
- Stay indoors and away from windows
- Use flashlights instead of candles whenever possible
- Monitor weather alerts continuously
- Do not go outside during the eye of the storm. Dangerous conditions can return suddenly
- Avoid driving through flooded roads
For managers
- Maintain communication with guests if networks are available
- Do not send staff into hazardous conditions
- Wait for official all-clear guidance before conducting property inspections
Initial safety checks
- Check for structural damage: roof, walls, windows, and foundation before reoccupying
- Watch for hazards: downed power lines, gas leaks, standing water, and unstable trees
- Document all damage with photos and video before cleanup for insurance claims
- Restore power, water, and internet only when it is safe to do so
Before allowing guests back
- Confirm the property is structurally sound
- Verify all utilities are functioning safely
- Remove debris and hazards from the property and surrounding areas
- Inform guests of any ongoing local restrictions or curfews still in effect
Consider placing a property-specific emergency information sheet in your welcome binder. Include the details below so guests have everything they need if conditions change during their stay.
π Property address
π Host/manager phone numbers
π Local emergency management website
π₯ Nearest hospital and urgent care locations
πΊ Evacuation zone and routes
πΆ Wi-Fi information (if available)
β‘ Generator policy (if applicable)
π Debris disposal instructions after storms
- Have a written hurricane response plan in place before the season begins
- Train staff on guest communication protocols and emergency procedures
- Maintain relationships with local contractors and cleanup vendors year-round
- Review insurance coverage annually, including wind and flood coverage
- Keep backup copies of reservations, contact lists, and financial records stored off-site or in the cloud
Use this checklist when a storm is in the forecast. Check off each item as you go.
This guide is intended as general preparedness information and does not replace official emergency instructions, insurance advice, or legal requirements. Always follow the guidance of local emergency management authorities.