Disaster Preparedness Resources
We know business owners put out proverbial fires on a daily basis - but what if your business really did experience a fire? What if your office flooded or a hurricane struck your store? Would you be prepared? No one likes to think about such devastating circumstances, but being proactive and developing a plan will help you bounce back quicker, and sometimes even stronger.
According to the Insurance Institute for Business and Home Safety, up to 25 percent of small businesses never reopen following a disaster. When disaster strikes, having a plan and being able to put it into immediate action can ensure that you’re back in business quickly and able to provide products and services to your customers, regardless of the type or scale of interruption.
Preparedness begins with creating a continuity plan that meets the needs of your business. We have provided basic guidelines to help businesses of any size develop a business continuity plan. The resources on this page are intended to help Key West area businesses prepare for various types of crises and minimize the impact of those crises on their operations.
According to the Insurance Institute for Business and Home Safety, up to 25 percent of small businesses never reopen following a disaster. When disaster strikes, having a plan and being able to put it into immediate action can ensure that you’re back in business quickly and able to provide products and services to your customers, regardless of the type or scale of interruption.
Preparedness begins with creating a continuity plan that meets the needs of your business. We have provided basic guidelines to help businesses of any size develop a business continuity plan. The resources on this page are intended to help Key West area businesses prepare for various types of crises and minimize the impact of those crises on their operations.
Crisis Planning Guides
Crisis Communications Plan
https://www.ready.gov/business/implementation/crisis
http://nma.org/wp-content/uploads/2016/08/Crisis-Communications-Template.pdf
Business Interruption Planning Resources
https://www.uschamberfoundation.org/disaster-preparedness-and-recovery-quick-guides/small-business-preparedness
http://disastersafety.org/wp-content/uploads/OFB-EZ_Toolkit_IBHS.pdf
Business Recovery Resources
https://www.uschamberfoundation.org/node/43168
https://www.score.org/recovery/small-business-resilience
Other Recovery Resources
Small Business Recovery Guide by the US Chamber of Commerce - When a disaster occurs, businesses must take care of their employees' needs, communicate the impact, address financial matters (e.g., insurance, disaster assistance), restore operations, and organize recovery.
Florida Emergency Management Division - Website provides a list of various federal agencies with programs to help you recover from disasters.
U.S. Small Business Administration - SBA provides low-interest disaster loans to businesses of all sizes to repair or replace damaged or destroyed business assets (property, equipment, inventory, etc.)
U.S. Economic Development Administration - EDA and the U.S. Department of Housing and Urban Development (HUD) have funds to be used for establishing local, post-disaster revolving loan programs.
IRS - Offers tax relief to businesses affected by federally declared disasters.
DisasterAssistance.gov - Disaster Assistance Improvement Program’s mission is to provide disaster survivors with information, support, services and a mechanism to access and apply for disaster assistance through collaborative, data-sharing efforts between federal, tribal, state, local and private sector partners.
RestoreYourEconomy.org - Provides resources and best practice information for public and private stakeholders who are seeking to rebuild their local economies after an economic disruption, be it a natural disaster or man-made crisis, as well as assisting the business community in preparing for a disruption.
U.S. Chamber of Commerce Help Desk for Business - 1-888-MY-BIZ-HELP (888-692-4943) - Contact for help navigating FEMA, SBA and other assistance programs, and you can also contact them for information about recovery best practices.
https://www.ready.gov/business/implementation/crisis
http://nma.org/wp-content/uploads/2016/08/Crisis-Communications-Template.pdf
Business Interruption Planning Resources
https://www.uschamberfoundation.org/disaster-preparedness-and-recovery-quick-guides/small-business-preparedness
http://disastersafety.org/wp-content/uploads/OFB-EZ_Toolkit_IBHS.pdf
Business Recovery Resources
https://www.uschamberfoundation.org/node/43168
https://www.score.org/recovery/small-business-resilience
Other Recovery Resources
Small Business Recovery Guide by the US Chamber of Commerce - When a disaster occurs, businesses must take care of their employees' needs, communicate the impact, address financial matters (e.g., insurance, disaster assistance), restore operations, and organize recovery.
Florida Emergency Management Division - Website provides a list of various federal agencies with programs to help you recover from disasters.
U.S. Small Business Administration - SBA provides low-interest disaster loans to businesses of all sizes to repair or replace damaged or destroyed business assets (property, equipment, inventory, etc.)
U.S. Economic Development Administration - EDA and the U.S. Department of Housing and Urban Development (HUD) have funds to be used for establishing local, post-disaster revolving loan programs.
IRS - Offers tax relief to businesses affected by federally declared disasters.
DisasterAssistance.gov - Disaster Assistance Improvement Program’s mission is to provide disaster survivors with information, support, services and a mechanism to access and apply for disaster assistance through collaborative, data-sharing efforts between federal, tribal, state, local and private sector partners.
RestoreYourEconomy.org - Provides resources and best practice information for public and private stakeholders who are seeking to rebuild their local economies after an economic disruption, be it a natural disaster or man-made crisis, as well as assisting the business community in preparing for a disruption.
U.S. Chamber of Commerce Help Desk for Business - 1-888-MY-BIZ-HELP (888-692-4943) - Contact for help navigating FEMA, SBA and other assistance programs, and you can also contact them for information about recovery best practices.
Hurricane Preparedness
Phone Apps to Assist in Disasters
Emergency Alerts
Set your phone up for emergency alerts.
iPhone
City of Key West CivicReady - The City of Key West has launched a mass notification solution powered by CivicReady. This solution is intended to be used to provide you with critical information quickly in a variety of situations, such as severe weather, road closures, king tide flooding, evacuations, etc., that may have significant impacts to residents.
Forecasting
National Weather Service - Provides information on weather specific to the Florida Keys.
American Red Cross - Hurricane App - If you or your loved ones live where hurricanes can occur, you need this app. The FREE Hurricane app puts the information you need to prepare for, and recover from, these dangerous storms. Monitor hurricane conditions in your local area and throughout the storm track.
Weather Underground - The most hyper-local weather data wherever you are in the world.
Travel
Waze - App that notifies you of traffic slowdowns, closures and issues regarding traffic.
Gas Buddy - Assists in finding area gas stations.
Re-Entry
Following a hurricane evacuation, start with these steps:
Insurance
How to File an Insurance Claim After a Hurricane - Hurricanes are devastating. If you’re a home or business owner whose property has been affected by a hurricane or other disaster, here are some tips on how to file an insurance claim.
What to Expect After you File an Insurance Claim - What actually happens when the adjuster comes? What damages can you expect to have covered? What happens if the payout offer is too low?
Hiring a Contractor
Contractor Fraud Checklist - Contractor fraud often increases after natural disasters. This simple form will help ensure that disaster impacted communities recover from disaster in a prompt, efficient and predictable way.
Before hiring a contractor, always check their license status with the FL Dept of Business and Professional Regulations.
Communications After a Business Interruption
Texting will often go through when calls won’t, try texting.
Because of how calls are routed from different area codes, a cell phone with an out of town area code will often work when other phones won’t.
Using Telephone Lines Efficiently After a Disaster - When you pick up the receiver, there's no dial tone. You will immediately think your phone is dead. Now what will you do?
Emergency Alerts
Set your phone up for emergency alerts.
iPhone
- Open the Settings app on your phone.
- Select Notifications and scroll down to the bottom of the menu.
- Select Government Alerts and toggle the switches to select the alerts you would like to receive.
- Open your phone’s Settings menu.
- Select Apps and Notifications.
- Select Emergency Alerts. On some phones you might have to tap Advanced to expand the menu and show the Emergency Alerts button.
- In the Emergency Alerts menu, you can toggle the switches to select which alerts you would like to receive.
City of Key West CivicReady - The City of Key West has launched a mass notification solution powered by CivicReady. This solution is intended to be used to provide you with critical information quickly in a variety of situations, such as severe weather, road closures, king tide flooding, evacuations, etc., that may have significant impacts to residents.
Forecasting
National Weather Service - Provides information on weather specific to the Florida Keys.
American Red Cross - Hurricane App - If you or your loved ones live where hurricanes can occur, you need this app. The FREE Hurricane app puts the information you need to prepare for, and recover from, these dangerous storms. Monitor hurricane conditions in your local area and throughout the storm track.
Weather Underground - The most hyper-local weather data wherever you are in the world.
Travel
Waze - App that notifies you of traffic slowdowns, closures and issues regarding traffic.
Gas Buddy - Assists in finding area gas stations.
Re-Entry
Following a hurricane evacuation, start with these steps:
- Ensure all of your employees are safe.
- Perform a damage assessment of your property as soon as you can safely get to it.
- If your building is damaged, check with your insurance company before doing any repairs. Be sure to document with pictures and video all of the damage done to your inventory, equipment and building.
Insurance
How to File an Insurance Claim After a Hurricane - Hurricanes are devastating. If you’re a home or business owner whose property has been affected by a hurricane or other disaster, here are some tips on how to file an insurance claim.
What to Expect After you File an Insurance Claim - What actually happens when the adjuster comes? What damages can you expect to have covered? What happens if the payout offer is too low?
Hiring a Contractor
Contractor Fraud Checklist - Contractor fraud often increases after natural disasters. This simple form will help ensure that disaster impacted communities recover from disaster in a prompt, efficient and predictable way.
Before hiring a contractor, always check their license status with the FL Dept of Business and Professional Regulations.
Communications After a Business Interruption
Texting will often go through when calls won’t, try texting.
Because of how calls are routed from different area codes, a cell phone with an out of town area code will often work when other phones won’t.
Using Telephone Lines Efficiently After a Disaster - When you pick up the receiver, there's no dial tone. You will immediately think your phone is dead. Now what will you do?
Hurricane Recovery
The Disaster Help Desk: Was your business impacted by a hurricane, or are you looking to provide aid? The Disaster Help Desk is here to help you.
State Assistance
Florida Small Business Emergency Bridge Loan Program
Administered by the Florida Department of Economic Opportunity (DEO) in partnership with the Florida SBDC Network and Florida First Capital Finance Corporation (FFCFC), the Florida Small Business Emergency Bridge Loan helps businesses bridge the gap between the time damage is incurred and when a business secures other financial resources, including payment of insurance claims or longer-term Small Business Administration loans. Up to $10 million has been allocated for the program.
The Florida SBDC Network supports disaster preparedness, response, recovery, and mitigation through its Business Continuation Services. As part of the network's service offering, the Florida SBDC will also be deploying its Mobile Assistance Centers (MACs) into affected communities to deliver small business owners on-site assistance with loan applications and with other post-disaster challenges. The Florida SBDC is working with state and federal officials to determine the MACs' locations and will release that information soon.
For questions about the Emergency Bridge Loan Program, the U.S. SBA Physical and Economic Injury Loan Programs, and how the Florida SBDC can help, please contact the Florida SBDC Network at (850) 898-3489 or Disaster@FloridaSBDC.org. The phone line will be answered during regular business hours; all voice mails and emails will be responded to within 24 hours.
To Apply for a Bridge Loan
Visit www.floridadisaster.org for more information and to apply for the Florida Emergency Bridge Loan program.
Business Damage Assessment Survey
DEO is assessing the damage caused by the storm. Small businesses that have incurred losses due to Hurricane Irma are asked to complete a Business Damage Assessment Survey. The survey will help the State Emergency Response Team determine the needs and level of assistance for impacted businesses. To take the survey, please visit www.flvbeoc.org.
Federal Assistance
The Federal Emergency Management Agency (FEMA)
The Federal Government's lead agency in responding to and recovering from many of the Nation's greatest moments in crisis.
Business Physical Disaster Loan Program
Business Physical Disaster Loans are intended to help repair or replace disaster-damaged property. Businesses and nonprofit organizations may apply for up to $2 million to repair or replace property, including real estate, equipment, inventory, machinery, and other business assets.
Economic Injury Disaster Loan Program
Businesses in qualifying adjacent counties may apply for up to $2 million for working capital through the SBA Economic Injury Disaster Loan program. The Economic Injury Disaster Loan program provides working capital loans to help small businesses, small agricultural cooperatives, small businesses engaged in aquaculture, and most private, nonprofit organizations meet financial obligations and operating expenses through the disaster recovery period.
Interest rates are as low as 3.305 percent for businesses and 2.5 percent for nonprofit organizations. The SBA customizes loan amounts and terms up to a maximum of 30 years for each applicant. Applicants may also be eligible for a loan amount increase up to 20 percent of their physical damages to protect property from future damage, including adding a safe room or storm shelter.
To Apply for Physical and Economic Injury Loans
Businesses must first register with the Federal Emergency Management Agency (FEMA) at www.disasterassistance.gov, or call the toll-free helpline at 800-621-3362. Those who use 711-Relay or Video Relay Services should call 800-621-3362 (800-462-7585 TTY). Upon registration with FEMA, businesses may apply for a disaster loan a number of ways:
• Submit an online application at https://disasterloan.sba.gov/ela/s
• Download an application from www.sba.gov/disaster and submit to a SBA disaster recovery center or mail to U.S. Small Business Administration, Processing and Disbursement Center, 14925 Kingsport Road, Fort Worth, TX 76155;
• Visit a SBA recovery center for one-on-one assistance; or
• Visit their local Florida SBDC for assistance.
State Assistance
Florida Small Business Emergency Bridge Loan Program
Administered by the Florida Department of Economic Opportunity (DEO) in partnership with the Florida SBDC Network and Florida First Capital Finance Corporation (FFCFC), the Florida Small Business Emergency Bridge Loan helps businesses bridge the gap between the time damage is incurred and when a business secures other financial resources, including payment of insurance claims or longer-term Small Business Administration loans. Up to $10 million has been allocated for the program.
The Florida SBDC Network supports disaster preparedness, response, recovery, and mitigation through its Business Continuation Services. As part of the network's service offering, the Florida SBDC will also be deploying its Mobile Assistance Centers (MACs) into affected communities to deliver small business owners on-site assistance with loan applications and with other post-disaster challenges. The Florida SBDC is working with state and federal officials to determine the MACs' locations and will release that information soon.
For questions about the Emergency Bridge Loan Program, the U.S. SBA Physical and Economic Injury Loan Programs, and how the Florida SBDC can help, please contact the Florida SBDC Network at (850) 898-3489 or Disaster@FloridaSBDC.org. The phone line will be answered during regular business hours; all voice mails and emails will be responded to within 24 hours.
To Apply for a Bridge Loan
Visit www.floridadisaster.org for more information and to apply for the Florida Emergency Bridge Loan program.
Business Damage Assessment Survey
DEO is assessing the damage caused by the storm. Small businesses that have incurred losses due to Hurricane Irma are asked to complete a Business Damage Assessment Survey. The survey will help the State Emergency Response Team determine the needs and level of assistance for impacted businesses. To take the survey, please visit www.flvbeoc.org.
Federal Assistance
The Federal Emergency Management Agency (FEMA)
The Federal Government's lead agency in responding to and recovering from many of the Nation's greatest moments in crisis.
Business Physical Disaster Loan Program
Business Physical Disaster Loans are intended to help repair or replace disaster-damaged property. Businesses and nonprofit organizations may apply for up to $2 million to repair or replace property, including real estate, equipment, inventory, machinery, and other business assets.
Economic Injury Disaster Loan Program
Businesses in qualifying adjacent counties may apply for up to $2 million for working capital through the SBA Economic Injury Disaster Loan program. The Economic Injury Disaster Loan program provides working capital loans to help small businesses, small agricultural cooperatives, small businesses engaged in aquaculture, and most private, nonprofit organizations meet financial obligations and operating expenses through the disaster recovery period.
Interest rates are as low as 3.305 percent for businesses and 2.5 percent for nonprofit organizations. The SBA customizes loan amounts and terms up to a maximum of 30 years for each applicant. Applicants may also be eligible for a loan amount increase up to 20 percent of their physical damages to protect property from future damage, including adding a safe room or storm shelter.
To Apply for Physical and Economic Injury Loans
Businesses must first register with the Federal Emergency Management Agency (FEMA) at www.disasterassistance.gov, or call the toll-free helpline at 800-621-3362. Those who use 711-Relay or Video Relay Services should call 800-621-3362 (800-462-7585 TTY). Upon registration with FEMA, businesses may apply for a disaster loan a number of ways:
• Submit an online application at https://disasterloan.sba.gov/ela/s
• Download an application from www.sba.gov/disaster and submit to a SBA disaster recovery center or mail to U.S. Small Business Administration, Processing and Disbursement Center, 14925 Kingsport Road, Fort Worth, TX 76155;
• Visit a SBA recovery center for one-on-one assistance; or
• Visit their local Florida SBDC for assistance.
