Texas winters are usually mild, and that’s exactly why a hard freeze catches so many businesses off guard. When temperatures drop into the teens, pipes burst, heating systems fail, power goes out and roads close, often all in the same few days.
Businesses recover faster when they have a winter storm plan in place before temperatures drop. This winter storm preparedness checklist walks you through what to do before winter, when a freeze is forecasted, during the storm and after it passes. It’s written for facility managers, property managers, warehouse operators and contractors across Houston, Dallas-Fort Worth, Austin, San Antonio and Oklahoma City.
One of the most important steps is lining up emergency heating before you need it. When a statewide freeze hits, demand for portable heaters can rise sharply across Texas at the same time.
Why Texas Businesses Need a Winter Storm Plan
Winter Storm Uri in February 2021 showed how fast things can go wrong. According to a University of Houston study of Winter Storm Uri, close to 4.5 million Texas homes and businesses lost power at the storm’s peak. Texans who lost electricity went without it for an average of 42 hours, and almost half lost running water.
Most Texas commercial buildings aren’t designed for long periods below freezing. Pipes run through exterior walls and unheated spaces, rooftop units aren’t built for ice, and loading docks open straight to the cold. A winter storm plan cannot prevent every disruption, but it can reduce downtime, limit damage, and help teams respond faster when conditions deteriorate.
Before Winter: Your Preparation Checklist
The best time for winter storm preparation is October and November, while you still have time and equipment is easy to get.
Building and Pipes
- Find and label every main and isolation water valve. Make sure each shift knows where they are.
- Insulate pipes in exterior walls, attics, crawl spaces and loading docks.
- Have a licensed fire-protection contractor review sprinkler piping and equipment in areas exposed to freezing temperatures.
- Seal gaps around doors, windows and wall penetrations where cold air gets in.
- Add low-temperature monitoring in high-risk areas. Use sensors or building controls to alert staff when sprinkler rooms, loading docks, vacant suites, or mechanical rooms approach unsafe temperatures.
Our commercial freeze plan for Texas facility managers covers pipe protection step-by-step.
Heating Systems and Backup Heat
- Schedule an inspection for boilers, furnaces and rooftop units. Our tips to get your HVAC system ready for winter explain what to check.
- List the areas that would freeze first if your heat failed, such as warehouses, mechanical rooms and loading docks.
- Sizing should account for room volume, insulation, expected outdoor temperature, target indoor temperature, door openings, available electrical service, and fuel or ducting requirements.
Power
- Identify equipment that must keep running in an outage: freezers, servers, sump pumps and security systems.
- Plan for backup power. Electric heaters need power, and even fuel-fired heaters need some electricity for their fans.
- Review surge protection and restart procedures for sensitive electrical equipment before storm season.
People and Communication
- Create a contact list for staff, landlords, vendors and your insurance agent.
- Decide in advance who makes the call to close, and how employees will be notified.
- Assign a small team to check the building during the storm if roads allow.
Inventory and Job Sites
- Move temperature-sensitive stock away from exterior walls and dock doors.
- For construction projects, plan temporary heating around the temperature and humidity requirements of concrete, drywall compounds, coatings, adhesives, and other construction materials.
- Review your insurance policy so you know what’s covered before you need to file.
When a Hard Freeze is Forecasted: 48 to 72 Hours Out
A freeze warning means temperatures are expected to reach 32°F or below. A hard freeze generally refers to a more severe or prolonged freeze, although thresholds vary by forecast office. which is when pipes and equipment are most at risk. Here’s how to prepare for a freeze once one is in the forecast:
- Reserve Heaters Now: Demand for temporary heating can rise quickly once a widespread freeze is forecasted, so reserving equipment early can improve availability. Book portable heater rental units for the areas on your freeze-risk list.
- Match the Heater to the Space: Indirect-fired units like the Campo Blaze 400D Turbo, with 396,000 BTU of heated supply air with combustion exhaust kept separate, suit large spaces. Our warehouse heating options cover docks and storage areas, and electric salamanders may be appropriate for enclosed areas when adequate electrical service, clearances, and equipment capacity are available.
- Fuel Up: Confirm fuel supplies for generators and fuel-fired heaters, and verify delivery or refueling plans before the storm.
- Maintain sufficient heat in all areas containing vulnerable plumbing. Many loss prevention guidelines use 55°F as a practical minimum for vacant or lightly occupied buildings, but actual needs depend on the building and pipe locations.
- Where local utility guidance allows, consider a slow drip at especially vulnerable fixtures and open sink cabinets where appropriate so warmer room air can reach the piping.
- Where appropriate, isolate and drain noncritical water lines in areas that cannot be kept warm. Don’t shut down fire-protection or critical building systems without the proper trade professional or authority.
- Bring in hoses, portable equipment and anything that could be damaged by ice.
- Confirm your communication plan with staff and tell them how they’ll hear about closures.
During the Storm
Once the storm arrives, focus on safety and spotting problems early:
- Keep people off icy roads unless the trip is essential. A building check can wait until it’s safe.
- Use temporary heaters safely, never run fuel-fired heaters in enclosed spaces without proper venting, and use carbon monoxide detectors wherever combustion heaters run. Review these temporary heater safety tips with your team.
- Never run a generator indoors or near doors, windows or air intakes.
- Watch for Warning Signs: Low water pressure, frost on exposed pipes, ceiling stains or the sound of running water.
- If a pipe bursts, shut off the water immediately at the nearest valve, if water reaches electrical equipment or wiring, keep people away and shut off power only if the disconnect can be reached safely. Otherwise, call a qualified electrician or emergency personnel.
- Keep a log of temperatures, problems and actions taken. It helps with insurance claims later.
After the Storm
Many pipes don’t burst until they thaw, so the thaw period is when leaks may become easier to detect.
- Walk the whole building as temperatures rise. Check ceilings, walls near plumbing, mechanical rooms and sprinkler lines.
- If water was shut off, restore service carefully after vulnerable areas have been inspected and watch for leaks as pressure returns.
- Document all damage with photos and video before cleanup starts, and call your insurance agent.
- Remove standing water and begin drying wet materials as quickly as possible, ideally within the first 24-48 hours.
- Clean the Air During Cleanup: Drying and demolition release dust and mold spores. Learn what an air scrubber does and when to bring one in.
- Review What Worked: Update your checklist while the lessons are fresh.
Get Ready Before the Next Freeze
A good winter storm checklist comes down to four stages: prepare your building in the fall, act fast when a freeze is forecasted, stay safe during the storm, and check for damage as everything thaws. One of the most commonly overlooked steps in planning backup heat before demand rises, especially for buildings with vulnerable plumbing or limited heating redundancy.
Preferred Climate Solutions has helped Texas and Oklahoma businesses get through winter storms since 2007. We deliver commercial heaters rental, dehumidifiers and air scrubbers 24/7 from branches in Houston, Dallas, Austin, San Antonio and Oklahoma City.
Don’t wait for the freeze warning. Call 844.738.9736 or reserve your winter heating equipment today, and we’ll help you build a backup heat plan for your facility.
Frequently Asked Questions
When should a business start preparing for a winter storm?
Start in October or November. That gives you time to inspect heating systems, insulate pipes and arrange backup heat before demand peaks. Waiting until a freeze is in the forecast often means equipment is already booked.
What temperature is a hard freeze?
A hard freeze generally means temperatures of about 28°F or colder for several hours. At those temperatures, exposed or poorly protected pipes and outdoor equipment may face increased freeze risk.
Should I keep the heat on in an empty building during a freeze?
Yes. Keep the thermostat at 55°F or higher, even if the building is closed. The cost of heating is far lower than the cost of repairing burst pipes and water damage.
What size heater do I need for a warehouse during a freeze?
It depends on square footage, ceiling height, insulation and how warm the space must stay. Large warehouses often need indirect-fired heaters of several hundred thousand BTU. Share the space dimensions, ceiling height, insulation, outdoor conditions, and available power of fuel and we’ll recommend the right setup.
Can I rent an emergency heater on short notice?
Often, yes, but availability drops fast before and during a statewide freeze. Reserving equipment early is the safest way to make sure you get an emergency heater rental when you need it.
What should be on a commercial winter storm checklist?
A complete checklist should cover pipe insulation, heating and backup heat systems, emergency power setup, team communication plans, job site freeze protection, and post-storm damage inspection procedures.
What equipment should stay powered during a winter outage?
Priority equipment includes pipe freeze-protection heaters, sump pumps, security/fire alarms, emergency lighting, baseline environmental heating, and IT/server infrastructure.
Should I shut off water before a freeze?
Only for unheated, unoccupied, or highly vulnerable buildings. If the building remains occupied or heated, keep main supply lines open but shut off and drain exposed exterior lines and hose bibs.
What areas of a commercial building should be checked first during a freeze?
Inspect unheated exterior walls, mechanical and boiler rooms, attics, basements, loading docks, and areas near exterior doors where cold air penetrates.
What should I do after the temperature rises above freezing?
Inspect the facility for leaks as pipes thaw, check water pressure levels, restore normal HVAC schedules, and immediately remove any standing water to prevent structural damage.