Heat Illness Prevention Plan for Restaurateurs: Protect Staff & Guests

Running a restaurant during the summer months has become more challenging. Even northern locations are experiencing extreme heat — something restaurateurs haven’t had to plan for in the past. From kitchen staff, servers, and caterers to guests dining outdoors, anyone can succumb to heat-related illness or injury. This guide offers heat safety tips to protect employees and patrons, avoid lawsuits, and stay on good terms with regulators and insurers.

The risks go beyond medical emergencies

When workplace or dining conditions get too hot, the fallout can hit multiple parts of your business, not just workers’ compensation. For example:

• Lawsuits from employees: Unsafe heat conditions can lead to employment practices liability (EPLI) claims.
• Customer safety issues: Overheated guests on your patio could spark general liability claims.
• Reputational damage: Customers talk. If they have uncomfortable dining experiences, you risk losing trust and revenue.
• Higher insurance premiums: Letting safety slide can impact your insurance pricing and coverage terms, shifting more of the cost to you.

Beyond dollars, your team’s health is at stake. Heat illness can leave long-term impacts like kidney damage or heart problems. And when your team doesn’t feel supported, morale and retention take a hit.

Know the laws and insurance company requirements

Many restaurateurs aren’t fully aware of what regulators and insurers expect — or the potential consequences for falling short.

Regulations around heat safety aren’t optional. OSHA’s “General Duty Clause” requires employers to provide a workplace “free from recognized hazards that are causing or likely to cause death or serious harm to employees.” That includes heat.

Did you know that ovens, fryers, and stoves can drive up temperatures in any kitchen to 120 degrees and beyond? This means heat safety is a year-round issue, not just a seasonal concern.

State laws can add even more requirements. For example, Minnesota’s heat standard applies to indoor work environments, including kitchens. Oregon is stacking penalties for non-compliance. Instead of a single, modest fine, Oregon is assessing each violation separately. If you’re missing three safeguards — such as a written heat illness prevention plan, documented employee training on heat safety, and adequate heat mitigation equipment — Oregon can charge three steep fines.

Even a small penalty can dent a restaurant’s profitability and reputation.

Solutions for restaurant heat safety

Don’t wait for a heatwave or a safety violation to force your hand. Make sure to:

Develop a written heat safety plan

Clearly define:

• The specific temperatures/heat index/conditions that call for heat safety measures
• Frequency and length of mandatory cooling breaks
• Hydration and cooling station locations
• Heat safety training schedules and protocols

Perform regular inspections and maintenance

Conduct thorough cooling system inspections to ensure everything is functioning correctly. Clean the hood and test exhaust fans above the cooking surfaces. These need to be in proper working order to pull hot air out of the kitchen.

Don't wait until temperatures spike to discover your cooling system is inadequate or broken. Perform maintenance during cooler months. And remember to check your food trucks, too.

Create accessible hydration stations

Make hydration easy. Set up large coolers filled with water or electrolyte-enhanced beverages. Position these strategically in kitchens, dining areas, and employee break rooms to help employees stay hydrated without interrupting workflow.

Establish cooling break areas

Set up dedicated stations with shade, fans, misters, and cooling towels for immediate relief.

Monitor temperatures and adjust shifts accordingly

Utilize thermometers to check temperatures regularly, especially in hot zones like kitchens. When conditions exceed certain thresholds, adjust shifts to cooler times, such as early mornings or evenings, to limit heat exposure.

Train employees to recognize heat-related illnesses

Your employees need to know how to spot signs of heat stress, exhaustion, and stroke in themselves and their colleagues. Symptoms like dizziness, confusion, or slurred speech can indicate heat injury requiring immediate attention. Equip staff with the knowledge to act quickly in these scenarios.

Consider technology options

Wearable heat sensors can track your team’s core temperature, sending alerts before things get dangerous. Apps like OSHA’s Heat Safety Tool offer personalized tips and live heat index updates. These tools are affordable, credible, and easy to roll out in your workplace.

Keep meticulous records of your risk mitigation actions, so you have documentation handy if a regulator or insurance company asks for proof.

Guests need protection, too

Your customers expect comfort while dining, even outdoors. Here’s how to keep them cool:

• Add umbrellas, sunshades, fans, and misters to open-air patios.
• Place a pitcher of ice water on each table, so customers can refill their cups as needed.
• Alert patrons to extreme heat days and adjust outdoor seating options.
• Limit the amount of alcohol you serve in hot weather. Alcohol consumption can lead to dehydration, putting customers at greater risk for heat illness.

Showing care for your guests makes dining more enjoyable and deepens their loyalty to your brand.

Get ahead of the heat

The best restaurant owners understand that regulatory requirements are only a starting point. Top restaurateurs consistently exceed baseline standards.

Having a heat safety plan on paper isn’t enough. Check daily that managers and staff follow through. Regulators or insurers might show up and ask, “Are you doing what your manual says you’re doing?” Be ready to prove it with clear records and confident execution.

At the end of the day, it’s not just about compliance. It’s about stepping up and showing your team and guests that safety comes first.