Weathering the Storm: Getting Together Your Museum Retail Store's Emergency Closure Plan

For the last 5 out of 6 days, (and more to go), much of North Texas hasn’t had electricity.  Myself included.

No coffee, no AC, no internet, no lights, frozen and refrigerated food spoiled.

It was already going downhill with no coffee. 

This situation had me thinking about what museum stores should be planning for when it comes to a weather emergency. Here are some thoughts to help you get started or help you find some blindspots in your preparation. 

1. Preparation: Be Ready Before the Storm Hits

• Monitor Weather Forecasts: Closely follow weather forecasts and alerts from local authorities to stay ahead of potential emergencies.

• Decision-Making Hierarchy: Establish a clear chain of command for closure decisions. Who authorizes closure: the museum director, a designated committee, or a combination?

• Prepare The Store: Remove or secure any fragile merchandise or displays from windows to prevent damage from flying debris or strong winds. Relocate fragile and breakable items to a secure location.

• Closure Guidelines: Develop transparent criteria for closures based on weather severity (e.g., hurricane warnings, extreme temperatures), power outages, building damage, or local school closures (ISD closures).

2. Closure and Communication: Keeping Everyone Informed

• Staff Communication Plan: Develop a communication strategy for notifying staff of closures or delays. Utilize designated channels like email, text messages, or an emergency alert system.

• Staff Resources: Ensure you or your HR team is ready to share information on resources like Employee Assistance Programs (EAP) for financial support or guidance.

• Online Store Updates: If you have an online store, assign someone to update the platform with temporary banners or notifications. Inform customers about potential delays due to weather emergencies and closures.

• Customer Communication: If orders haven't been shipped due to a closure, proactively communicate delays to customers via email. Explain the situation and provide an estimated timeframe for resuming operations.

3. Damage Assessment and Recovery: Getting Back on Your Feet

• Safety First: Before entering the store, ensure you have clearance from the museum's facilities department or building management. Verify it's safe to enter and there are no concerns like downed power lines or structural damage.

• Damage Assessment: Perform a thorough inspection of the store for weather-related damage, including:

• Structural Damage: Leaky ceilings, damaged windows, flooding

• Inventory Damage: Spoiled food, water-damaged merchandise, broken items

• Equipment Damage: Cash registers, point-of-sale systems, security cameras

• Documentation: In collaboration with the museum and its insurance partners, develop a plan for documenting store and inventory damage. This includes taking detailed photographs and video footage.

• Inventory Management: For inventory integrity, meticulously record all spoiled or damaged items that cannot be salvaged.

• Damage Response: Contact the museum's facilities department or building management to address repairs and restoration needs.

4. Essential Tips: Making Your Plan Even Stronger

• Supply Kit: Maintain a well-stocked emergency supply kit for the museum and make sure staff knows where it is.

• Insurance Review: Review your insurance policies to understand coverage for weather-related damage to the store and inventory.

• Regular Review and Updates: Regularly review and update your emergency weather 

By implementing an emergency weather closure plan, your museum retail store can ensure a faster and smoother recovery from weather emergencies.

Ready to learn more and take your museum retail to the next level?