It’s about being more resilient: ready to adapt, recover, and even thrive in the face of challenges and the unexpected. Preparing your restaurant for extreme weather is no longer just a ‘nice idea’ but essential for business protection,
We are entering a period of unprecedented climate change, with expected heat waves and floods in the Australian summer likely to be similar to what’s happened in the northern hemisphere. Restaurant and cafe owners must be prepared to protect their businesses and maintain sales.
Key issues that need to be addressed…
1. Safety and continuity issues for all extreme weather events 2. Preparation for extremely hot weather 3. Preparation for cyclonic, stormy and hurricane weather 4. Preparation for extremely cold weather 5. Communication with staff and customers if you have to close
1. Safety and continuity issues for all extreme weather events
Backup Power: Have a backup power source like a generator to ensure the business can continue functioning during power outages – these can occur in hot, cold and cyclonic weather. The best time to buy one is when conditions are calm, not in a crisis.
Communication Plan: Ensure you have reliable communication systems to contact staff, customers, and emergency services during the event – more details at the end of this article.
Two Different Phone Providers: This is not an extreme suggestion – when the major Optus network went down in Australia (late 2023) for almost a full day, millions of businesses and customers could not pay for goods or finalise transactions. If you have a second provider on a low-cost plan, it can be used as a hotspot for payment transactions and PC use – make sure it’s on a completely different network to the one you are on now (most small independents use one of the large ones for their coverage). Satellite services like Starlink have become very popular with rural operators, with fast speeds and proven reliability. Many people consolidate their business and family phones, data and entertainment with one provider – these outages show the risks.
Stock Up on Supplies: Plenty of emergency essentials, including food, water, first aid kits, torches, batteries, and necessary medications. Your normal food stock of 2-3 days supply may not be sufficient if deliveries are interrupted.
Backup for Business Records: Cloud-based systems make this much easier, and an automated 24/7 backup system for financial, staff and customer records is essential. Is it time to invest in a cloud-based system like BackBlaze or similar?
Transportation: Be aware of road conditions and disruptions, which may affect staff and customers’ ability to travel. There may be increased traffic as many people leave an area.
Insurance Cover: Ensure your business has appropriate insurance coverage to protect against potential damage and losses caused by severe weather. It’s becoming harder and harder to secure affordable cover in crisis-prone areas. See also: Essential Insurance for a Restaurant or Cafe.
Drop in Customer Numbers: Have your Plan B ready for reduced trade, when you need fewer staff and deliveries. Be ready to message employees and suppliers, and activate communication to bring customers back as soon as things return to normal. This could also mean a change in food and beverage menus. Check your rights to stand down staff during a natural disaster (see Fair Work stand down information in Australia).
Government Assistance: this is usually offered quickly but can be bureaucratic – with your business records available online, you can respond confidently. Local government officials are usually fully briefed.
2. Preparation for extremely hot weather
In addition to general preparedness, check the following:
Customer Comfort: To ensure customers continue visiting during extreme heat, you must provide comfortable, cool spaces – you can be the oasis in a difficult environment. Customers want to feel sure that the business is handling the heatwave situation well. See also: Cooling, Air Conditioning and Ventilation in Restaurants: Better Results at a Lower Cost.
Equipment: The performance and life of restaurant equipment, especially refrigeration, can be affected by extreme heat. Owners need to ensure these are well-maintained and protected from heat sources.
Refrigeration maintenance and care:
Cleaning: Regularly clean the condenser coils at the back of your refrigeration units. When dirty, the units have to work harder, using more energy. Also, check the door seals to ensure they’re in good shape. If not, cold air could leak out mobile services will come and repair them on the spot.
Temperature Check: Keep an eye on the internal temperature of your fridges and freezers. They should be at the correct temperatures (fridges around 1-5°C, freezers around -18°C). If the temperatures rise, it might mean your equipment is struggling. This is a great reason to set up a WiFI system for 24/7 monitoring.
Overloading: Don’t overload your fridges or freezers. Too many items can block airflow, making the appliance work harder to maintain the right temperature.
Professional Check-Up: Have a professional come in for a service before the heat hits. They can spot any potential issues that you might miss.
Equipment designed for a hot climate: essential that you purchase fridges designed for high humidity and able to operate well when general air conditioning is not running.
Air conditioning maintenance:
Clean or Replace Filters: Dirty filters can reduce airflow and make your AC work harder.
Clean the Coils: The evaporator and condenser coils can collect dirt over time. This reduces the system’s ability to absorb and release heat, making it less efficient.
Clear Debris from the Outside Unit: The outdoor unit needs clear space to work efficiently.
Check for Leaks: Your system uses refrigerant to cool the air, so check regularly for leaks. If you’re losing refrigerant, the system won’t cool as well.
Seal and Insulate Ducts: The ducts that carry cool air from your AC can lose much of that coolness if they’re not sealed and insulated properly.
Regular Professional Maintenance: Schedule regular check-ups with a professional. They can spot and fix any problems before they become major issues.
Ensure Proper Installation: If your system is not installed correctly, it can reduce efficiency by up to 30%. Make sure a professional installs your AC.
Caring for staff in extremely hot weather
Hydration: Ensure fresh, cool water is always available to help them stay hydrated and cool – water, not soft drinks.
Sun Protection: If staff work outside, provide sunscreen, hats or visors to protect them from the sun.
Training: Train your staff about the signs of heat-related illnesses, such as heat stroke or heat exhaustion, so they know when to take a break or seek help.
Modified Rosters: there may be a need for shorter shifts and variations to the roster.
3. Preparation for cyclonic, stormy and hurricane weather
In addition to general preparedness, these critical issues need to be monitored and addressed to ensure safety and preparedness:
Evacuation Plans: Ensure everyone knows the designated safe evacuation routes and assembly points. Make sure the premises are secure when you leave to avoid looting.
Secure Outdoor Items: Tie down or move furniture, equipment, and signage to prevent them from becoming dangerous projectiles during strong winds.
Building Inspections: Regularly check the building’s structure and roof to identify and address any weaknesses or damage that may be vulnerable during severe weather.
Flood Preparations: Develop flood mitigation measures, such as sandbags and barriers, especially if your business is in flood-prone areas. Placing electrical equipment up high if possible (eg fridge motors), can protect it from short circuits.
Staff Training: On emergency protocols and actions during severe weather events, including evacuation procedures and customer safety.
Weather Monitoring: Watch for weather updates and alerts from local authorities to stay informed about the severity and timing of the storm.
4. Preparation for extremely cold weather…
In addition to general preparedness, these critical issues need to be monitored and addressed:
Heating Systems: Ensure your heating systems work properly before the cold weather hits. Regular maintenance and inspections are essential to avoid breakdowns during extreme cold.
Insulation and Drafts: Check for drafts and ensure your building is properly insulated to retain heat and prevent energy wastage.
Frozen Pipes: Prevent frozen pipes by insulating them properly and keeping the interior temperature above freezing.
Ice and Snow Removal: Keep the pathways, entryways, and parking areas clear of ice and snow to prevent slip and fall accidents.
Protecting Equipment: Protect equipment, especially outdoor equipment, from damage caused by extremely cold temperatures.
Staff Training: Train your staff on handling emergencies during extremely cold weather, including recognising signs of frostbite and hypothermia.
5. Communication with staff and customers if you have to close
Use social media, email newsletters, or even posters to tell customers about the steps you’re taking to deal with the weather emergency. If there are changes in your opening hours, communicate them well in advance. Encourage customer feedback and listen to their suggestions; it makes them feel valued and involved.
Create an emergency communication plan for staff and customers. It needs:
Staff Contact List: Keep a list of all contact details in relevant groups for simple press-and-send messaging. Include multiple ways to reach each person, such as mobile numbers, home numbers, social media contacts and email.
Customer Contact Channels: Use multiple channels to reach customers quickly – through social media, email, SMS, or updates on your website. Text messaging is very appropriate in situations like this.
Prepared Messages: Draft messages in advance for different situations. For example, closure due to extreme heat or a power outage. You can then send these out quickly when needed – see examples below.
Communication Lead: Appoint someone to be in charge of sending out messages. This could be you, a manager, or someone else you trust.
Update Regularly: If your business is closed, keep staff and customers updated about when you expect to reopen.
Backup Plan: If there’s a power outage and you can’t use computers, have a backup plan. This could involve calling staff individually or using a community noticeboard for customers.
Test the Plan: Once you’ve made your plan, ensure it works. You could do a mock drill to see how quickly and effectively you can get the message out.
By planning ahead, you can ensure that everyone stays informed during unexpected closures.
Examples of prepared messages if you have a temporary closure
Keep your messages simple, clear, and direct, providing the necessary information without causing alarm. People are anxious, and the role of hospitality is always to provide a safe haven and comfort for customers and locals.
1. Heatwave Closure To Staff: “Due to the extreme heat, we’ll be closing the restaurant for the safety of everyone. Please stay home and take care. We’ll update you on when we expect to reopen.” To Customers: “Due to the extreme heat, we have decided to temporarily close our doors for the safety of our staff and customers. We appreciate your understanding and look forward to serving you again soon.”
2. Power Outage To Staff: “We’re experiencing a power outage at the restaurant, so we won’t be able to open as planned. We’ll update you when we’re back up and running – please watch for text messages.” To Customers: “Unfortunately, we’re experiencing a power outage and cannot open at the moment. We’re working on getting things fixed and will keep you updated. Thank you for your patience.”
3. Reopening After Closure To Staff: “Good news, everyone! The restaurant will be reopening tomorrow as the situation has improved. Please check your messages and the roster app – we look forward to seeing you soon! “To Customers: “We’re excited to announce that we will reopen our doors tomorrow! We can’t wait to welcome you back and appreciate your understanding during our temporary closure.”
In conclusion, a comprehensive approach is essential to build resilience and cope with extreme weather. Taking proactive steps to protect equipment, ensure customer comfort and confidence, train staff, and organise emergency communication can make all the difference. You may have to close, but with proper planning, it will only be for a short time, and the premises, supplies, equipment and employees will be protected – you can adapt, survive, and even thrive in extreme weather conditions. You will be the first one to reopen!
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It’s about being more resilient: ready to adapt, recover, and even thrive in the face of challenges and the unexpected. Preparing your restaurant for extreme weather is no longer just a ‘nice idea’ but essential for business protection,
We are entering a period of unprecedented climate change, with expected heat waves and floods in the Australian summer likely to be similar to what’s happened in the northern hemisphere. Restaurant and cafe owners must be prepared to protect their businesses and maintain sales.
Key issues that need to be addressed…
1. Safety and continuity issues for all extreme weather events
2. Preparation for extremely hot weather
3. Preparation for cyclonic, stormy and hurricane weather
4. Preparation for extremely cold weather
5. Communication with staff and customers if you have to close
1. Safety and continuity issues for all extreme weather events
Backup Power: Have a backup power source like a generator to ensure the business can continue functioning during power outages – these can occur in hot, cold and cyclonic weather. The best time to buy one is when conditions are calm, not in a crisis.
Communication Plan: Ensure you have reliable communication systems to contact staff, customers, and emergency services during the event – more details at the end of this article.
Two Different Phone Providers: This is not an extreme suggestion – when the major Optus network went down in Australia (late 2023) for almost a full day, millions of businesses and customers could not pay for goods or finalise transactions. If you have a second provider on a low-cost plan, it can be used as a hotspot for payment transactions and PC use – make sure it’s on a completely different network to the one you are on now (most small independents use one of the large ones for their coverage). Satellite services like Starlink have become very popular with rural operators, with fast speeds and proven reliability. Many people consolidate their business and family phones, data and entertainment with one provider – these outages show the risks.
Stock Up on Supplies: Plenty of emergency essentials, including food, water, first aid kits, torches, batteries, and necessary medications. Your normal food stock of 2-3 days supply may not be sufficient if deliveries are interrupted.
Backup for Business Records: Cloud-based systems make this much easier, and an automated 24/7 backup system for financial, staff and customer records is essential. Is it time to invest in a cloud-based system like BackBlaze or similar?
Transportation: Be aware of road conditions and disruptions, which may affect staff and customers’ ability to travel. There may be increased traffic as many people leave an area.
Insurance Cover: Ensure your business has appropriate insurance coverage to protect against potential damage and losses caused by severe weather. It’s becoming harder and harder to secure affordable cover in crisis-prone areas. See also: Essential Insurance for a Restaurant or Cafe.
Drop in Customer Numbers: Have your Plan B ready for reduced trade, when you need fewer staff and deliveries. Be ready to message employees and suppliers, and activate communication to bring customers back as soon as things return to normal. This could also mean a change in food and beverage menus. Check your rights to stand down staff during a natural disaster (see Fair Work stand down information in Australia).
Government Assistance: this is usually offered quickly but can be bureaucratic – with your business records available online, you can respond confidently. Local government officials are usually fully briefed.
2. Preparation for extremely hot weather
In addition to general preparedness, check the following:
Customer Comfort: To ensure customers continue visiting during extreme heat, you must provide comfortable, cool spaces – you can be the oasis in a difficult environment. Customers want to feel sure that the business is handling the heatwave situation well. See also: Cooling, Air Conditioning and Ventilation in Restaurants: Better Results at a Lower Cost.
Equipment: The performance and life of restaurant equipment, especially refrigeration, can be affected by extreme heat. Owners need to ensure these are well-maintained and protected from heat sources.
Refrigeration maintenance and care:
Air conditioning maintenance:
Caring for staff in extremely hot weather
3. Preparation for cyclonic, stormy and hurricane weather
In addition to general preparedness, these critical issues need to be monitored and addressed to ensure safety and preparedness:
Evacuation Plans: Ensure everyone knows the designated safe evacuation routes and assembly points. Make sure the premises are secure when you leave to avoid looting.
Secure Outdoor Items: Tie down or move furniture, equipment, and signage to prevent them from becoming dangerous projectiles during strong winds.
Building Inspections: Regularly check the building’s structure and roof to identify and address any weaknesses or damage that may be vulnerable during severe weather.
Flood Preparations: Develop flood mitigation measures, such as sandbags and barriers, especially if your business is in flood-prone areas. Placing electrical equipment up high if possible (eg fridge motors), can protect it from short circuits.
Staff Training: On emergency protocols and actions during severe weather events, including evacuation procedures and customer safety.
Weather Monitoring: Watch for weather updates and alerts from local authorities to stay informed about the severity and timing of the storm.
4. Preparation for extremely cold weather…
In addition to general preparedness, these critical issues need to be monitored and addressed:
Heating Systems: Ensure your heating systems work properly before the cold weather hits. Regular maintenance and inspections are essential to avoid breakdowns during extreme cold.
Customer Comfort: To ensure customers continue visiting during extreme cold periods, you need to provide comfortable, warm spaces. See also: Warmth and Energy Efficiency in Restaurants: Heating and Design Choices.
Insulation and Drafts: Check for drafts and ensure your building is properly insulated to retain heat and prevent energy wastage.
Frozen Pipes: Prevent frozen pipes by insulating them properly and keeping the interior temperature above freezing.
Ice and Snow Removal: Keep the pathways, entryways, and parking areas clear of ice and snow to prevent slip and fall accidents.
Protecting Equipment: Protect equipment, especially outdoor equipment, from damage caused by extremely cold temperatures.
Staff Training: Train your staff on handling emergencies during extremely cold weather, including recognising signs of frostbite and hypothermia.
5. Communication with staff and customers if you have to close
Use social media, email newsletters, or even posters to tell customers about the steps you’re taking to deal with the weather emergency. If there are changes in your opening hours, communicate them well in advance. Encourage customer feedback and listen to their suggestions; it makes them feel valued and involved.
Create an emergency communication plan for staff and customers. It needs:
By planning ahead, you can ensure that everyone stays informed during unexpected closures.
Examples of prepared messages if you have a temporary closure
Keep your messages simple, clear, and direct, providing the necessary information without causing alarm. People are anxious, and the role of hospitality is always to provide a safe haven and comfort for customers and locals.
1. Heatwave Closure
To Staff: “Due to the extreme heat, we’ll be closing the restaurant for the safety of everyone. Please stay home and take care. We’ll update you on when we expect to reopen.”
To Customers: “Due to the extreme heat, we have decided to temporarily close our doors for the safety of our staff and customers. We appreciate your understanding and look forward to serving you again soon.”
2. Power Outage
To Staff: “We’re experiencing a power outage at the restaurant, so we won’t be able to open as planned. We’ll update you when we’re back up and running – please watch for text messages.”
To Customers: “Unfortunately, we’re experiencing a power outage and cannot open at the moment. We’re working on getting things fixed and will keep you updated. Thank you for your patience.”
3. Reopening After Closure
To Staff: “Good news, everyone! The restaurant will be reopening tomorrow as the situation has improved. Please check your messages and the roster app – we look forward to seeing you soon!
“To Customers: “We’re excited to announce that we will reopen our doors tomorrow! We can’t wait to welcome you back and appreciate your understanding during our temporary closure.”
In conclusion, a comprehensive approach is essential to build resilience and cope with extreme weather. Taking proactive steps to protect equipment, ensure customer comfort and confidence, train staff, and organise emergency communication can make all the difference. You may have to close, but with proper planning, it will only be for a short time, and the premises, supplies, equipment and employees will be protected – you can adapt, survive, and even thrive in extreme weather conditions. You will be the first one to reopen!
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