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Emergency Preparedness in Child Care: What Every Provider Should Know

image in article Emergency Preparedness in Child Care: What Every Provider Should KnowWhy Emergency Preparedness Matters

In the world of child care, it’s easy to focus on daily routines, learning, and #play—but emergencies don’t wait for convenient moments. As a provider, you’re responsible for the #safety and well-being of children during every moment in your care. When you’re prepared, you can protect children, reassure families, and ensure your program remains stable if the unexpected happens. According to the Centers for Disease Control and Prevention, “Emergencies and disasters can happen at any time. Early care and education (ECE) providers are a key part of the infrastructure in any community.” 

Key Elements of an Emergency Preparedness Plan

An effective #emergency- #preparedness plan for a child care setting should include the following components:

  • Risk assessment: Identify the hazards specific to your location (e.g., fire, flood, severe #weather, intruder risk, utility outages).

  • Evacuation, shelter-in-place and lockdown procedures: Define when and how each action is to be taken, and where children and #staff should go.

  • Communication strategy: How you will notify staff, children, families, and emergency services.

  • Emergency kit and supplies: First aid, water, non-perishables, medications, comfort items, contact information.

  • Roles and responsibilities: Who does what when an emergency occurs (staff, director, substitutes).

  • Drills and practice: Regularly practice the plan so staff and children know what to do.

  • Reunification and continuity: How families will reconnect with their children, how the program will continue or resume.

  • Review and update: The plan must be a living document, reviewed at least annually and after drills or actual incidents.

ChildCareEd, offers an excellent training titled Emergency and Disaster Preparedness which covers many of these key points. 

Preparing Your Program: Step-by-Step

1. Conduct a Risk Assessment

Begin by walking through your facility and listing possible risks:

  • Fire hazards (electrical outlets, flammable materials)

  • Weather risks (tornado, hurricane, flood, extreme heat or cold)

  • Security risks (unauthorized access to the building)

  • Medical emergencies (allergies, seizures, chronic illnesses)

  • Utility disruptions (power, water, gas)
    Once you have a list, rank them by likelihood and potential severity. Then plan for those that carry the highest risk.

2. Develop the Written Plan

Using the risk-assessment information:

  • Write clear procedures for each scenario (evacuation, lockdown, shelter-in-place)

  • Designate safe meeting points and relocation sites

  • Clarify staff roles (who checks #attendance, who leads children, who contacts #parents)

  • Create a communication tree: how staff reach each other, how families are informed

  • Include children with special needs in planning: their mobility, communication, medications

  • Download the #free template offered by ChildCareEd here: Free Emergency Preparedness Plan for Child Care Providers 

3. Assemble the Emergency Kit

Every child care setting should have an emergency kit that includes:

  • First aid supplies (bandages, antiseptics, gloves)

  • Medications for children with chronic conditions

  • Water and non-perishable food items (at least 72 hours)

  • Flashlight, batteries, radio

  • Emergency contact lists (children, staff, local emergency services)

  • Comfort items for children ( #books, quiet toys)

4. Train Staff and Practice Drills

  • Schedule regular drills: fire, evacuation, shelter in place, lockdown

  • After drills, debrief with staff: what went well? what needs improvement?

  • Provide training for new staff and refreshers for experienced staff

  • Discuss how to support children emotionally during/after emergencies

  • Encourage children (age-appropriate) to understand the plan: “When we hear the alarm, we will ___.”
    ChildCareEd explains that regular drills help reduce panic and confusion when real emergencies happen. 

5. Communicate With Families

Families need to know what your emergency plan is and what your expectations are.

  • Provide a summary of your policies during orientation or in your handbook

  • Inform families of drills and share dates (so they’re not surprised)

  • Explain how reunification will work: where you will meet, how you will notify them

  • Invite questions and feedback: families may have suggestions or unique needs for their child
    Clear communication builds trust and ensures that families can follow your lead during a crisis.

6. Review, Revise and Update

  • At least once a year (or after any event/drill) review the plan: are contacts up to date? Are drills noted?

  • Revise if you change your facility layout, hire new staff, start serving children with different needs

  • Make sure a current copy of the plan is accessible in multiple places (director’s office, each #classroom)
    Regulations often require documentation of review. For example, the FAQ from the state of Nebraska mentions this. 

Real-Life Scenarios and How to Use the Plan

  • Fire in the kitchen: You hear the alarm, you calmly lead children to the designated evacuation site, check attendance, have staff call parents, use the emergency kit if needed, wait for fire services to declare safe.

  • Severe storm / tornado warning: You move children to the shelter-in-place zone (e.g., interior bathroom or hallway with no windows), keep them calm, use quiet activities or songs, communicate with parents after the all-clear.

  • Intruder / security threat: Use lockdown protocol: doors locked, lights off, children quiet, staff know roles, once safe you follow reunification plan with families.
    In each case, having rehearsed the plan, staff know their roles, children have practiced, and families know what to expect reduces fear and chaos.

Special Considerations for Young Children

Children in your care often cannot carry their own supplies or respond the same way older children might. Some extra tips:

  • Use simple language when talking to children about drills ("We are going to pretend there's a loud noise and we walk to our safe spot").

  • Provide comfort items: a familiar toy or book during a shelter-in-place can help calm them.

  • Train staff to keep their tone calm and confident—children pick up on adult anxiety.

  • Include children with disabilities or medical conditions in your plan: staff should know their needs and include them in drills.

  • After an emergency or drill, talk with children in a #developmentally-appropriate way: reassure safety, answer questions simply.

Why This Effort Pays Off

  • Safety: The most important reason: a prepared program can protect children’s lives and reduce injury.

  • Trust: Parents trust you to care for their children; being prepared builds that trust and demonstrates professionalism.

  • Compliance: Many state licensing regulations require child care programs to have emergency plans, drills, and documentation.

  • Continuity: With a good plan, your program can resume normal operations more quickly after the disturbance.

  • Confidence: Staff feel more confident when they know what to do—less panic, better control, better outcomes.

Professional Development and Further Resources


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