Red Hook Business Alliance · Spring 2026
R.E.D.E.E
FEST
FEST
Small Biz Emergency Preparedness Guide
Take care of (your) business. When sh*t hits the fan.
Table of Contents
01Know Your Risk
02Know Your Coverage
03Know Your Plan
04Resources + Notes
This workbook was developed by the Red Hook Business Alliance to help small business owners think through emergency preparedness. It is intended as a practical planning tool and starting point for conversation — not as legal, financial, or insurance advice.
💾 How your answers are saved
Your answers save automatically as you type — you'll see the time stamp in the top right corner. They are stored in this browser on this device only and are never sent anywhere.
This is a 3-day event. To make sure you don't lose your work between days, use the ⬇ Download button in the top right any time to save a copy to your device. You can also bookmark this page and return to it on the same device and browser to pick up where you left off.
This is a 3-day event. To make sure you don't lose your work between days, use the ⬇ Download button in the top right any time to save a copy to your device. You can also bookmark this page and return to it on the same device and browser to pick up where you left off.
Section 01
Know Your Risk: Flood, Fire, and Hazards
Red Hook businesses face a compounding set of hazards. Identifying the most likely / frequently to affect your operation while thinking through the impacts each would cause will help guide and prioritize your planning.
The Hazards
Flood
Red Hook is no stranger to water. Storm surge, sewer backup, high tide, and cloud burst all should be considered in your risk assessment.
Fire
Your building or business type may increase your risk, but a neighboring fire can impact you, too. Flammable materials, gas, space heaters, and aging electrical are risks.
Utilities Disruption
Extended outages disrupt refrigeration, POS systems, production equipment, security, and communication. Low voltage, brief outages, and surges can damage equipment.
Access Disruption
Closed, blocked, or damaged roads or public transportation can slow or stop the ability for employees, customers, and/or vendors to get to you. Dept. of buildings could deny access to your building for other reasons. Supply chain disruption is also included here.
Illness / Injury
Personal illness, injury, or family emergency can disrupt your business operations if you don't have a plan for continuity.
Extreme Weather (Heat / Heavy Snow)
Weather that used to be normal now causes significant disruption worth preparing for.
Cyber Issues
Security breaches, outages, or lost data for any reason can cause costly disruptions.
Public Health Emergency
Lessons from COVID can help minimize impacts from future public health emergencies.
Top Flood Tips for Small Biz — Brought to you by The City Sponge
Get barriers for stopping or diverting water
- Consider water-activated barriers or flood gates
- Focus on low openings and front/back doors
- Have extra supplies to direct water to pumps
Address drain and sewer backup
- Install a backflow valve where needed with landlord approval
- In unused drains, install plugs or 'balloons'
Elevate critical inventory and equipment
- Store inventory, appliances, and electronics at least 2 ft above floor level
- Always elevate EV batteries / eBikes — they can explode when turned on after getting wet
- Elevate toxic chemicals to avoid combining with floodwater
Take documentation
- Before emergencies: keep inventory up to date and photograph your space, especially doors, drains, and basements
- Capture photo and video documentation of flood effects
- Track cleanup costs, damage, and economic injury (i.e. lost business days)
Submit complaints / keep the city informed
- Report damage from sewer backup to NYC Comptroller
- File for government funds through the recovery portal (opens after flood event)
- Submit complaints to 311 — it helps prioritize the flooded area
Quick Assessment — Flood
What is most at risk in your space if water comes in?
List assets, their location in the space, and cost/effort to replace.
Could you move critical inventory/equipment in a 3-hour window?
What would you move first?
How many days could you suspend operations before it became too impactful?
What types of flooding would impact your hot water heater, heating equipment, electrical panel? Will someone need to come relight a pilot light?
What types of flooding do you have PERMANENT or TEMPORARY protections against?
Sewer back-up, water from street, groundwater, sump pump failure
Flood zone / Floor level
Flood zone
Floor level(s) of operations
Sump pump?
Backflow valve installed?
Barriers / sandbags ready? If yes, stored at:
Known flooding types
Flood sensor / Camera?
Top Fire Tips for Small Biz — Brought to you by NY Fire Consultants
Safe storage
- Store stains, finishes, and solvents in proper flammable storage cabinets
- Consider creating a policy banning storage/charging of scooters/e-bikes inside
- Never leave rags in closets, piles, or open containers — they can spontaneously combust
- Store used rags in a metal container with a tight-fitting metal lid labeled 'Flammable Rags'
- Store flammable materials in a yellow, metal, vented fire-rated cabinet
- Storage of more than 20 gallons of flammable liquid requires a special permit from FDNY
Exits, escapes, and access
- Keep all exits and exit routes completely clear at all times — no garbage cans, boxes, deliveries, bikes, scooters, or storage in front of exit doors or in exit corridors
- Make sure exit signs and emergency lights are working
- For buildings with window gates/bars: use approved window gates that open quickly from the inside without a key
Extinguishers
- Check your extinguishers: confirm they're visible, accessible, and the gauge is in the green
- Extinguishers must be maintained and tested every six years by a qualified professional
Have a plan and get trained
- Designate a fire safety point person or small team
- Provide professional training where possible
- Staff should be trained to identify blocked exits, bad storage, battery hazards, and dust buildup — and know where exits are and what the evacuation plan is
Quick Assessment — Fire
What materials or conditions in your space create fire risk?
When were your fire extinguisher(s) last inspected?
Is your space sprinklered?
Are you / your staff trained on using a fire extinguisher?
Do you have a designated fire safety point person?
Quick Assessment — Heat / Snow
Do you / landlord have a snowblower and can respond quickly?
How does heavy snow impact your employees, vendors, and customers?
How does excessive heat impact your employees, product/operations/costs, and customers?
Quick Assessment — Utilities Outages
What stops working when the power, gas, or internet goes out?
How long could you operate without each?
Gas
Electrical
Cellular / Internet
Do you have a generator?
Quick Assessment — Access Disruption
If your space was inaccessible for a week, could you move PRODUCTION to another location? What would you need? What additional costs are likely?
What ADMINISTRATIVE tasks can / cannot be done elsewhere?
How would relocation / working from home impact employees, customers, suppliers?
What would be the impacts of lost perishable inventory or time-sensitive work?
What would be the most impactful supply chain disruptions? Do you have mitigation strategies?
Quick Assessment — Illness / Injury
What happens to your business if you / key staff are not able to work?
If you or a key employee were out for two weeks, who would run the business?
What tasks can only you do — and who would need to learn them?
Do you have a sick leave or flexible scheduling policy?
If health authorities required temporary closure, how many weeks of expenses could you cover?
Quick Assessment — Cyber
How many people have access to your systems? How many have been trained on cyber security?
How many / which devices have your log-ins on them?
Passwords — strong? Updated often? Watching for leaked passwords?
What critical data do you need regular access to? What valuable information do you possess and in how many places?
Section 02
Know Your Coverage: Insurance
Most small business owners don't find out their insurance wasn't enough until after something goes wrong. This section is designed to help you understand what you actually have, spot gaps before they become problems, and know what questions to ask your broker.
What Policies May Miss — Brought to you by NHSNYC and Fifth Ave. Committee
| Coverage Type | Typically Includes | What to Look For / Ask About |
|---|---|---|
| Property (Building) | Damage to the physical structure (if you own it). | Is the building value enough to rebuild? The "Basement" Rule: Are foundations and utilities covered below ground level? Standard NFIP policies typically do not cover contents in a basement. |
| Contents / Business Property | Inventory, furniture, fixtures, equipment, supplies. | Is the limit high enough to replace all inventory & equipment? Is it replacement cost or actual cash value? Take a video of your entire space including serial numbers. |
| Business Interruption | Lost income and some extra expenses while shut down after a covered loss. | What events trigger it? How long does it pay (3/6/12 months)? Ask about Civil Authority Coverage — which pays if the city closes your street even if your shop is dry. Red Hook roads often close during a surge. |
| Flood Insurance | Damage from rising water from outside (not all water damage). | The 30-Day Wait: You cannot buy this last minute. Standard NFIP policies do not cover Business Interruption. What is the specific deductible for flood? |
| Water / Sewer Backup | Damage from backed-up drains/sewers, sump pump failure. | This is often not included in standard property or flood plans. In Red Hook's old infrastructure, this is a high-risk gap. |
| Equipment Breakdown | Mechanical or electrical breakdown (e.g. refrigeration, boilers). | Does it cover "Spoilage" of inventory if the power goes out? Does it cover a "Utility Outage" if the grid goes down blocks away? |
| Commercial Auto | Vehicles used for business purposes. | You must have "Comprehensive" for flood damage to be covered. Are your tools inside the van covered by the Auto policy or your Property policy? |
| Workers' Compensation | Injuries/illnesses to employees on the job. | Disaster Duty: Are employees covered if injured during "clean-up" or "prep" tasks that aren't their normal job? Are subcontractors insured? |
What to Ask Your Broker — Brought to you by Neighbors Helping Neighbors and NHSNYC
If there's a fire in my space
- Does it cover building, contents, and business interruption (lost income)?
- Are there any common exclusions (e.g., electrical issues, arson, contractors' work)?
- What isn't covered that might surprise me? Ask them to list 3–5 common exclusions small businesses misunderstand.
If there's flooding or water damage
- Is flood (rising water from outside) covered at all?
- Is sewer backup or rain coming in from a damaged roof treated differently?
- What is my deductible in real dollars? "If I have $30,000 of damage, how much would I actually get?"
About my coverage limits
- Does the limit cover all your inventory, fixtures, equipment, and cost to rebuild?
- How are special items covered — refrigerated goods, high-value equipment, art, tools, custom build-outs?
- How will my premium change if I increase/decrease certain coverages?
- What discounts can I get for risk-reduction steps (sprinklers, alarms, flood barriers)?
About business interruption
- What events qualify (fire, flood, power outage, blocked street)?
- How long does it pay out (3 months, 6 months, 12 months)?
- Do I have a 'Remote Operations' plan? Can admin/billing/ordering be done from home if the physical shop is inaccessible?
If I have a loss
- What are the first 3 things I should do for the claim?
- Ask them to spell out the step-by-step process.
Shop shop shop!
Your current broker may be great — but they may not have access to every carrier, and premiums and coverage terms vary more than you'd think. Getting a second quote costs nothing and can reveal gaps in your current policy you didn't know were there. If you haven't reviewed your coverage with a fresh set of eyes in the last two years, now is a good time.
Policy 1 — Commercial Property / General Liability
Before you fill this out
Pull up your declarations page — the first page of your policy. Most of these answers are on it. If you don't have it handy, write what you know and come back to it.
| Insurance carrier | |
| Policy number | |
| Policy type | |
| Coverage amount | |
| Deductible | |
| Annual premium | |
| Policy period (start / end) | |
| Agent / broker name | |
| Agent phone & email | |
| How to file a claim |
Policy 2 — Flood Insurance
| Insurance carrier | |
| Policy number | |
| Building coverage limit | |
| Contents coverage limit | |
| Deductible | |
| Annual premium | |
| Policy period (start / end) | |
| Agent / broker name | |
| How to file a claim |
Policy 3 — Business Interruption / Other
| Insurance carrier | |
| Policy number | |
| Policy type | |
| Coverage amount / waiting period | |
| Policy period (start / end) | |
| Agent / broker name | |
| How to file a claim |
Coverage gaps & questions
Do you have water / sewer backup coverage?
When did you last review your coverage with your broker?
Questions you want to bring to the Day 3 insurance clinic
Section 03
Know Your Plan: Biz Continuity
Business continuity planning (BCP) is the process of identifying how your business will keep operating (or safely pause and restart) when something disrupts normal operations. Figuring out how you will get production / service back up and running, keep biz administration going, access critical information, and communicate effectively internally and externally are the basic pieces.
The Three Phases
Preparation
Being prepared means doing the legwork before a disruption occurs. For small businesses this often means focusing on data and systems as well as staff communication. Once you have a recovery strategy, you will test and update it regularly.
Response
During an emergency event small business owners and stakeholders will have to make split second decisions that may affect business continuity.
Recovery
While recovery is a long term reality, there are critical decisions and actions that must be prioritized immediately following an emergency event to transition your business back into operating mode.
A note for single-person operators
For single-person operators — and there are many in and around Red Hook — this section is especially important. You hold all the information that keeps your business going. Who has the authority to make decisions? Who has access to your accounts, your systems, your suppliers, your lease? See the trusted person appendix for more.
Assess — Where Are You Now
Your Plan
Your People
Your Data and Documents
Your Money
For One-Person Operations
Before — Prepare
Critical documents — do you have them and where are they stored?
| Document | Have it? | Where stored? |
|---|---|---|
| Business licenses and permits | ||
| Insurance policies (all) | ||
| Lease / sublease agreement | ||
| Key vendor and supplier contracts | ||
| Equipment serial numbers and values | ||
| Inventory documentation | ||
| Employee records and payroll | ||
| Account credentials and passwords | ||
| Recurring payments and auto-pay accounts | ||
| Attorney and accountant contacts |
Where are your digital backups stored?
When did you last verify they work?
What happens to your business data if your computer or POS is destroyed?
| System | Cloud Backup? | Last Backup Date | Recovery Plan |
|---|---|---|---|
| POS / payment data | |||
| Customer records | |||
| Accounting / QuickBooks | |||
| Taxes / financial history | |||
| Log-ins / credentials |
How do you reach your team when something goes wrong?
Primary method
Backup (if power/cell is out)
Staff contact list
| Name | Role | Cell | Emergency Contact |
|---|---|---|---|
Who decides to close? Who communicates that decision?
Decision-maker (primary)
Decision-maker (backup)
How closure is communicated
If you had to close for a week, how would you tell your customers?
Draft a short closure message
Key vendor / supplier contacts
| Vendor / Supplier | What They Provide | Contact Name | Phone / Email |
|---|---|---|---|
If your primary supplier was unavailable for two weeks, who would you call?
Could you operate from another location temporarily?
Is there another Red Hook business you could share space with in an emergency?
During — Respond
Who is responsible for each role?
| Role | Person Responsible | Phone |
|---|---|---|
| Decides to close | ||
| Notifies staff | ||
| Notifies customers | ||
| Contacts insurance | ||
| Documents damage | ||
| Notifies vendors |
Before you clean up anything:
Where will you keep your damage log?
After — Recover
Immediate actions
Financial recovery — document economic injury
Plan your return — before you reopen
Section 04
Your Contacts + Notes
Fill in your key contacts and use the notes pages to capture takeaways from each evening.
Your Key Contacts
| Insurance broker | |
| Landlord / property manager | |
| Key employee or manager | |
| Bank / lender | |
| Accountant | |
| Attorney |
Notes
Day 1 — Know Your Plan
Day 2 — Know Your Risk
Day 3 — Know Your Coverage
Action Items
Questions for RHBA
Workbook Complete
Your answers are saved on this device. They'll stay here every time you open this page in the same browser.
Use one of the options below to keep a permanent copy.
Email will download your workbook as a PDF, then open your mail app. Just attach the PDF and send it to yourself.