Winter Storms
In areas where winter storms can be particularly severe, the emergency organization of the hotel
should begin to make plans in October for the coming winter.
Refer to the SIX CONTINENTS HOTELS Emergency Management Plan for guidelines in
developing a plan for responding in the event of a winter storm. In addition, your plan should
include the provisions described below.
Preparation
The committee should first make sure that the following equipment is on hand before the storm
season arrives:
Battery-operated radio and spare batteries
Flashlights with spare batteries
Three-day food supply
Three-day emergency fuel supply
Snow and ice removal equipment
Fully stocked first aid kit
Division of Responsibility
Engineer:
The engineer should check the following to make sure the hotel's buildings are ready for the
coming winter:
Repair all openings in roofs that could permit water or snow seepage.
Repair or replace any broken doors or windows.
Be sure that all areas containing wet pipe sprinkler systems are heated.
Drain condensation from all dry-pipe systems.
Make certain that any fire extinguishers exposed to freezing temperatures are the "nonfreeze"
type.
Management:
When a winter storm is imminent, the management on duty should:
Arrange lodging for full-time, core employees or employees willing to live at the hotel while
it is isolated.
Notify both guests and employees of the storm conditions and allow them to decide if they
should attempt to travel or remain at the hotel. Remember: It is usually safer to stay at the
hotel than to risk being trapped in the storm.
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When the storm causes damage, notify the regional office, the Loss Prevention Department,
and the claims adjustment organization, and submit a Loss and Incident Report containing
details of the damage.
In areas where winter storms can be particularly severe, the ERT should begin to make plans
well in advance for the coming winter. Preparations are similar to that for hurricanes and the
following items should be on hand before the storm season arrives:
Battery operated radios and spare batteries. (The emergency generator is operable and the fuel
oil tank is full or near full at all times during the season).
Three day food supply.
Three day fuel supply for boilers, etc.
Snow and ice removal equipment.
Fully stocked first-aid kits.
The ERT Director should check the following to make the building ready for winter:
Be sure that all areas containing wet sprinkler and fire standpipe systems are heated.
Drain all cooling towers and condenser water piping that is exposed to the weather.
Drain condensation from all dry pipe systems and water from all outside sprinkler systems, hose
bibs, exposed water coils in HVAC systems, or make certain that coils, hose bibs, etc. are of the
non-freeze type.
Make certain that any fire extinguishers exposed to freezing temperatures are the non-freeze
type.
Install heat tracers on all water lines that are operable during winter but exposed.
The ERT should:
Arrange lodging for employees willing to live in during the storm and while the property is
isolated.
Notify guests and employees of the storm conditions and allow them to decide if they should
attempt to travel or remain at the hotel.
NOTE: it is usually safer to stay at the hotel than to risk being trapped in the storm.
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Re-Opening After Evacuation Due to Storms
An action and assessment meeting with all key departments should take place prior to re-opening
for business. In this meeting strategies, supplies, staffing, safety, communications and available
moneys should all be taken into consideration.
Meetings of all key personnel should take place each day following the re-opening process to
review, update and prioritize issues or needs.
The Chief Engineer and members of the Security and Safety Committee should conduct a
complete inspection of the property to insure that it is safe to re-open for business. Any area that
is deemed unsafe should be blocked off and secured to prevent injury.
Considerations for re-opening should include water pressure, electricity, guest room conditions,
public area safety hazards and structural damage.
Patrols of the property and perimeter should be implemented for fire watch and crime
prevention.
All findings should be reported back to the General Manager as soon as possible.
As soon as the storm passes, the hotel should be prepared for guests to arrive, anxiously wanting
access to the building. Doors should not be opened until all inspections have been completed
and a plan of action has been discussed. It is likely that manual operations will be your only
means of control.
Make arrangements to retrieve those guests housed in shelters.
A block of rooms should be set-aside for employees and their families. Many will have worked
several shifts and others will have been left homeless. Rooms should also be set-aside for those
who will be returning from shelters.
Consideration should be given to those individuals arriving at the Hotel with previous
reservations. However it is likely that local residents will require shelter as well as emergency
and utility companies.
An employee dispatch area should be set up immediately. All employees should report to the
center so that they can be dispatched to departments and areas with priority needs in an effort to
get operations back to normal.
It is important not to undertake more than can be handled. Staffing will be difficult. If you will
not be providing services as expected, it is important to inform guests on arrival. Guests should
be updated throughout their stay on services or lack there of. It is likely that this will have to be
accomplished manually through letters or the guest message center.
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It cannot be stressed enough how important each individual employee can be in this situation.
All efforts should be made through human resources and department heads to speak to each
employee to ascertain their personal situation. Assistance in the way of food, shelter,
transportation and in some instances monetary compensation will be needed to help the
employee who will in turn be of great assistance to you in returning the hotel to normal
operations.