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| Disaster Recovery Plan | Laguna Hotel |
|---|---|
| Date | January 9th, 2025 |
| Compiled By | Richard Gwynne |
| Reviewed | January 2025 |
| Next Review | January 2026 |
Laguna Hotel Disaster Recovery Plan
1. Purpose and Scope
The purpose of this Disaster Recovery Plan (DRP) is to outline the actions required to restore Laguna Hotel’s operations in the event of a disaster, ensuring the safety of guests and employees while minimizing operational and financial disruptions. This plan applies to all facilities, systems, and services of Laguna Hotel.
2. Risk Assessment
| Type of Disaster | Potential Risks | Prevention and Mitigation |
|---|---|---|
| Natural Disasters | Earthquakes, floods, wildfires causing infrastructure damage, utility disruption, and guest safety issues. | Regular structural assessments, emergency supplies, and evacuation drills. Comprehensive insurance coverage to cover property damage and business interruptions. |
| Human-Made Disasters | Fires, gas leaks, terrorism, power outages, and hazardous material incidents affecting operations and safety. | Staff training on safety protocols, regular equipment maintenance, and installation of robust fire suppression and security systems. |
| Technical Failures | IT system failures, data breaches, and communication breakdowns disrupting operations and guest services. | Regular system backups, cybersecurity measures, and redundant systems to minimize downtime. |
3. Disaster Recovery Team (DRT)
| Role | Responsibilities |
|---|---|
| General Managers | Richard and Gill Gwynne - Oversee recovery efforts and serve as decision-makers. |
| Operations Manager | Richard Gwynne - Coordinates logistics and continuity of guest services. |
| IT Manager | Graham Sheppard - Manages IT recovery and system restoration. |
| Safety Officer | Richard Gwynne - Manages evacuation and ensures safety protocols are followed. |
| Finance Manager | Richard Gwynne - Manages emergency expenses and financial tracking. |
| HR Manager | Ali Lawrence - Coordinates staff communication and support. |
| PR/Communications | Gill Gwynne - Manages guest and media communication. |
4. Communication Plan
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Internal Communication:
Use SMS, email, and calls to notify staff and provide consistent updates via a communication tree. Role-specific instructions guide staff on assisting guests and managing resources.
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Guest Communication:
Deliver safety instructions and updates through announcements, phone calls, or third-party booking site messengers.
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External Communication:
Maintain open lines with emergency services and suppliers. A designated spokesperson will handle media inquiries, focusing on safety and response efforts.
5. Evacuation Plan and Guest Safety
| Element | Details |
|---|---|
| Evacuation Routes | Clearly marked maps are displayed on each floor; exits and stairways remain accessible. |
| Assembly Point | The red phone box by the swimming pool (alternative locations communicated if compromised). |
| Emergency Supplies | Torches, first aid kits, blankets, and water are readily available. |
| Guest Assistance | Assigned staff assist guests with disabilities, elderly, and children during evacuation. |
| Training and Drills | Regular evacuation drills and first aid/CPR training for select staff. |
6. Data Backup and IT Systems Recovery
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Data Backups:
Critical systems, such as reservations and financial data, are backed up regularly and stored offsite.
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IT Disaster Recovery:
Duplicate systems (e.g., cloud and on-premises servers) ensure continuity of essential functions during system failures.
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Key Systems Recovery:
Priority given to reservations, POS, communication, and security systems.
7. Financial and Insurance Considerations
| Measure | Details |
|---|---|
| Emergency Fund | Maintained to cover immediate expenses, such as repairs and guest accommodations. |
| Insurance Coverage | Covers property damage, liability, and business interruptions. |
| Financial Records | Protected and prioritized for quick restoration to resume financial operations. |
8. Restoration of Facilities and Services
| Phase | Details |
|---|---|
| Damage Assessment | Comprehensive assessment with photos/videos for insurance claims. |
| Utility Restoration | Coordination with providers to restore electricity, water, and other essential services. |
| Repairs | Focus on guest rooms, common areas, and critical systems. Vendors pre-approved for efficiency. |
| Inventory Management | Assessment and replenishment of damaged guest supplies and equipment. |
9. Recovery Phases and Timeline
| Phase | Actions |
|---|---|
| Immediate Response (0-24 hrs) | Ensure safety, activate emergency response team, and assess damages. |
| Short-Term Recovery (24-72 hrs) | Begin critical repairs and partial operations; assist affected guests. |
| Long-Term Recovery (Up to 30 days) | Complete repairs, restore full operations, and review post-event lessons. |
10. Plan Testing and Training
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Drills:
Conducted biannually to ensure staff preparedness.
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Training:
Comprehensive training on protocols, guest assistance, and communication methods.
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Annual Review:
The plan is updated annually or after significant incidents, with changes communicated to all team members.
11. Post-Disaster Review and Continuous Improvement
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Debriefing:
Conducted with the disaster recovery team to identify areas for improvement.
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Feedback:
Gathered from guests and staff to refine the plan.
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Updates:
Integrated into the plan to enhance preparedness and response for future incidents.