Running a vacation rental business is challenging enough. Add wildfires in the West, hurricanes in coastal markets, floods in river towns, and blizzards in mountain regions, and it can feel overwhelming. While you can’t control the weather, you can control how prepared you are. 

For vacation rental managers, disaster preparedness goes beyond protecting property. It’s about keeping guests safe, minimizing downtime, and safeguarding your reputation. The best time to prepare is before disaster strikes. 

Here’s how to build a plan that works. 

1. Know Your Local Risks

Every region has its own set of disaster threats. Understanding the ones most likely to impact your properties allows you to create a plan that’s specific, realistic, and actionable. 

Start by looking at seasonal patterns, past events, and local emergency management resources. In coastal towns, this might mean hurricanes and flooding. In mountain regions, it could be blizzards or wildfires. Even urban markets can face extended power outages or severe storms. 

The more you know about your local risks, the more targeted and effective your preparedness plan will be. 

2. Create a Property-Specific Emergency Plan

Every property should have its own written plan. Include: 

• Evacuation routes with clear, guest-friendly maps 

• Utility shutoff instructions for gas, water, and electricity 

• Local emergency contacts including police, fire, hospitals, and shelters 

• Meeting points for guests and staff after evacuation 

Keep these plans in both digital form (linked in the guest app or welcome email) and printed copies inside the property. 

3. Build an Emergency Command Center

In a real event, the difference between chaos and control comes down to having one central place for critical information. While no single tool can handle every aspect of disaster management, you can create a simple “command center” by connecting the systems you already use. 

Your setup might include: 

• Real-time property status (safe, evacuated, damaged) tracked in your PMS or shared doc 

• Assigned team roles and contact info stored in your team communication tool 

• Inventory levels and replenishment needs tracked in Inhaven Housekeep 

• Guest location and communication logs managed in your PMS or messaging platform 

Bringing this information together digitally keeps everyone on the same page and allows you to make quick, coordinated decisions. 

4. Stock and Maintain Emergency Supplies

When disaster strikes, guests will look to you for solutions. Stock each property with essentials: 

For guests: 

• Flashlight with extra batteries 

• Fire extinguisher 

• Blankets and a first-aid kit 

• Emergency contact list 

For managers and maintenance teams: 

• Tarps, sandbags, and duct tape 

• Tools for basic repairs 

• Backup power sources where possible 

• PPE like gloves and masks 

It’s also smart to keep extra bottled water and non-perishable food on hand in case deliveries need to be made before a storm, flood, or other event hits. Check and replenish supplies at least twice a year, or more often if your market faces a predictable high-risk season. 

5. Establish a Guest Communication Protocol

Clear communication can reduce panic, preserve trust, and protect your reviews. Have ready-to-go templates for emergencies so your team isn’t scrambling to draft messages. 

Use mass-text or email tools to send alerts instantly, and ensure guest contact info is always current in your PMS. 

We recommend looking to Breezeway’s guest messaging guide for templates. 

6. Protect Your Business Operations

A disaster can disrupt bookings and cash flow for weeks, or even months in a worst-case scenario. Planning ahead keeps your business stable and ready to recover. 

Safeguard your operations with: 

• Insurance that covers property damage and business interruption 

• Cloud backups of reservations, owner and guest records, and financials 

• Vendor agreements for rapid repairs and priority service after a disaster 

• An employee contingency plan in case you need to close temporarily, including remote work setups or temporary reassignments 

• Pre-drafted messaging for guests and owners if you need to block off properties, move reservations, or issue refunds/credits 

• A financial buffer or access to emergency funds to cover payroll and essential expenses until operations stabilize 

Having these measures in place ensures you can act quickly, communicate clearly, and keep your business functioning even in the middle of a crisis. 

7. Train Your Team

Even the best-written plan will not work if your team does not know it inside and out. Regular training ensures everyone understands their role and can respond confidently when an emergency hits. 

• Run scenario-based drills at least twice a year for the disasters most likely in your area, such as wildfire, hurricane, or blizzard. 

• Assign and document roles so every team member knows exactly what is expected of them, from guest communication to property checks to coordinating with vendors. 

• Include communication training so staff know how to deliver clear, calm, and accurate updates to both guests and owners during a crisis. 

• Cross-train staff so there is always a backup for every critical function. 

• Review procedures for shutting down utilities, securing properties, and using emergency supplies. 

• Encourage on-the-spot decision making by empowering employees to take immediate safety actions without waiting for approval. 

• Debrief after drills or real events to identify what worked, what did not, and what needs to change in the plan. 

When your team is prepared, practiced, and confident in their communication, they can act faster and more effectively in a crisis, protecting both your guests and your business. 

8. Bounce Back Faster with Smart Sourcing

After a disaster, replacing damaged or lost inventory quickly is critical to getting properties back online. Every day a property is offline is a day of lost revenue, and the longer it takes to restore your operations, the greater the risk of losing guests and owner confidence. 

Inhaven’s tools give you instant visibility into what needs replacing and allows you to source approved, brand-standard items without delays. By having your standards and preferred suppliers already in the system, you can move from damage assessment to ordering in minutes rather than days. This shortens your downtime, keeps your brand experience consistent, and reassures both guests and owners that you are in control of the recovery process. 

Be Ready Before You Need to Be 

Preparedness is more than a safety measure. It is a commitment to your guests, your owners, your team, and your brand. The more you plan now, the faster you can recover later and the less disruption your business will face. 

When you have the right systems in place, you can respond faster, communicate better, and get back to business with confidence. Inhaven can be a key part of that system, from tracking emergency supplies to replacing damaged inventory and maintaining your brand standards. 

Ready to protect your portfolio and your peace of mind? Start building your plan today and put the tools in place to keep guests safe, operations moving, and your business strong no matter what comes your way.