Preparing for a major storm can be very hectic. In addition to protecting your property and guests, you will also need to prepare your computer hardware and software system(s).

Here are some basic Hurricane Preparation Tips to assist you if your hotel is threatened by a tropical storm or hurricane:

  • Backup data. Back up all data files to flash drives or orther offsite/ cloud storage solution that you trust .
  • Evacuating? Protect your hardware from water.
    • Try to break down your hardware and store on upper floors and away from windows to avoid flood damage.
    • Don’t forget servers, network switches/routers/hubs, printers and other peripheral devices. 
    • If you are unable to relocate your equipment to a higher floor, do not store it on the floor.
  • Battery back-up systems (UPS). Double-check your uninterrupted power supplies (UPS) to ensure they are functioning. Note: these are usually meant to provide enough power to properly  shutdown your computer, and almost always do not have enough power to run a laser printer, CRT monitor (flat panels are okay), or fax machine.
    • If your property has an emergency generator, be sure the above systems are in place to be powered by the generator.
  • Print contingency reports. Print out the following contingency reports in order to run your property manually. Keep these up-to-date until loss of power occurs.
    • Inhouse Names Listing. This will include anybody on the “More Names”.
    • Arrivals, Stayovers, and Departures. Run this report for the next 14 days.
    • Guest Ledger Report. This will cover all in-house guests, and be sure to check “Include Desk Folios” to get any open master accounts as well.
    • Housekeepers Report by Room. Select all four statuses.
    • City Ledger Account Statements. This will cover all open invoices.
    • Advance Deposit Report. This will cover all reservations with advance deposits.
  • Credit card backup. You may be without power for an extended amount of time, but still will need to process credit card transactions. Have an emergency credit card processing kit that includes:
    • Manual imprinters.
    • Manual imprinting receipts.
    • Manual guest checks for other sales outlets.
    • Merchant ID numbers and voice approval phone numbers.
    • Battery-operated calculators.


If any changes are made to our Technical Support hours due to storms, updates will be indicated on the home page of our website.