When the holiday season rolls around, community associations typically see an increase in visitors, deliveries, and gatherings. While these are signs of a vibrant community, they also bring heightened risk of accidents, liability claims, and property damage. Here is our list of preventative steps to take…
Review Building Rules and Communicate Them Early
- Remind residents of guest policies. Whether your bylaws restrict the number of guests or limit use of common areas, it’s important to circulate reminders ahead of holidays.
- Reinforce safety regulations, including balcony use, alcohol consumption in shared spaces, and noise restrictions.
- Highlight liability exposures. Residents may not realize that their personal insurance must cover guest-related accidents in their units.
- Remind residents never to leave cooking unattended and to test their smoke alarms.
- Make sure they know all of the building’s fire rules, for example, regarding decorations, candles, turkey fryers, and real Christmas trees.
Inspect Common Areas Before Increased Use
- Ensure elevators are serviced and in good working order.
- Confirm that fire exits are clear and extinguishers are up to date.
- Check for any trip or slip-and-fall hazards. Loose mats, poor lighting, or wet flooring can lead to claims.
Update Staff and Security Procedures
- Staff should be refreshed on how to respond in cases of injuries, fire alarms, or security concerns.
- Consider increased coverage during peak holiday times when parties and late-night gatherings are more likely.
- Make sure staff know how to log visitors, check IDs, and handle delivery personnel, and an increase in deliveries and packages.
Prepare Common Rooms and Amenities
- Have residents sign usage agreements that outline responsibilities for cleanup, damages, and adherence to rules.
- Verify liability coverage. Some boards require proof of residents’ insurance before allowing large events in shared spaces.
Confirm Insurance Protections (this is where preparation really pays off)
- Check the association’s master policy. Make sure it provides adequate general liability coverage for incidents that could occur in lobbies, hallways, or common areas.
- Review your umbrella liability coverage. Holiday gatherings can mean higher exposures, and excess coverage ensures the building isn’t left vulnerable.
- If anyone, the association or a unit owner, is hosting a function in a common area and charging for alcohol, a special events policy including liquor liability should be purchased.
- Encourage resident coverage. Remind residents that the building’s insurance does not cover accidents inside their individual homes. Homeowner’s insurance is essential for all units. Check out our Homeowner’s Insurance Monitoring program to learn how we can help.
For property managers and board members, holidays and guest-heavy weekends are a test of preparation. A little planning now can help prevent big headaches later. That’s peace of mind worth being thankful for. Reach out to us with questions anytime, and download our free Winter Survival Kit for more helpful tips this season.
