Bed Bug Prevention During Client Intake
Practical, Dignified Procedures for Shelters and Rescue Missions
Homeless shelters, rescue missions, and transitional housing programs face unique challenges when it comes to bed bug prevention. Communal living environments, frequent client turnover, and limited resources make complete prevention difficult—but not impossible.
The single most important opportunity to prevent bed bugs from entering a shelter is during the intake process. When intake procedures are structured, consistent, and trauma-informed, shelters can dramatically reduce the risk of introducing bed bugs while still maintaining dignity, compassion, and respect for every guest.
This page outlines best-practice intake procedures used successfully by shelters and missions to protect their facilities, staff, and guests.
Why Intake Matters
Bed bugs are most commonly introduced into shelters through personal belongings, clothing, and soft goods. Once established, infestations can spread quickly and become costly, disruptive, and emotionally distressing for both staff and residents.
Preventive intake procedures:
Reduce the likelihood of bed bugs entering sleeping areas
Protect current guests from secondary exposure
Reduce costly treatment and downtime
Preserve donor confidence and facility reputation
Support a healthier, more stable shelter environment
Prevention at intake is not about exclusion—it is about protection.
Trauma-Informed Intake Comes First
It is critical to remember that individuals entering a shelter are often in a state of crisis. Intake procedures should always be conducted with empathy, patience, and transparency.
Best practices include:
- Explaining procedures clearly and calmly
- Conducting intake in a private or semi-private space
- Reassuring guests that procedures are routine and applied consistently
- Avoiding judgmental or accusatory language
When guests understand why procedures exist, cooperation increases and stress decreases. Download our guide on What to Know About Bed Bugs to help guests understand the importance of bed bug procedures.
Intake Process Overview
A structured intake process allows prevention measures to fit naturally into shelter operations.
High-level intake flow:
Eligibility screening and diversion (per shelter policy)
Private intake space established
Controlled handling of personal belongings
Clothing exchange and shower
Laundry and heat treatment of belongings
Paperwork and orientation
Clean re-entry into shelter living areas
Each step works together to minimize risk while respecting the individual.
Controlled Handling of Personal Belongings
Designated Intake or Resource Room
Whenever possible, intake should occur in a designated room separate from sleeping and common living areas. This space should allow for privacy while maintaining staff safety.
Containment of Belongings
Guests should be asked to:
Place all personal belongings into a plastic tote or bin
Empty backpacks, purses, and pockets completely
Limit items to what can fit inside the tote
Using totes prevents loose items from being carried through the facility and allows staff to manage belongings safely and consistently.
Item Separation
Belongings should be separated into categories:
- Washable items (clothing, linens)
- Heat-treatable items (shoes, bags, some soft goods)
- Non-treatable items (medications, electronics, items that could melt or be damaged by heat)
Medications should be labeled and stored securely according to shelter policy.
Clothing Exchange, Shower, and Laundry Protocol
Guests should be provided with:
Temporary clothing (such as scrubs or donated clothing)
A towel and hygiene supplies
Access to a shower
All clothing the guest arrived wearing—along with any additional clothing—should be laundered using the following protocol:
- Initial dry: 15 minutes on low heat
- Wash: Normal water cycle
- Final dry: Normal cycle on normal heat
The initial dry step is critical, as heat is the most reliable method for killing all life stages of bed bugs.
Temporary clothing should be returned after belongings are processed.
Heat Treatment for Non-Washable Items
Items that cannot be laundered should be heat treated before being returned to the guest.
Effective heat treatment requires:
- Adequate temperature and time (often a minimum of 4 hours, depending on equipment)
- Proper airflow around items
- Avoiding overcrowding
Shelters may use:
Dedicated heat treatment rooms
Small closets or rooms equipped with approved bed bug heaters and metal shelving
Heat treatment provides a chemical-free solution suitable for shelters and missions.
Paperwork During Processing Time
While clothing and belongings are being processed, staff can complete required paperwork with the guest in a private setting.
This often includes:
- Homelessness verification
- Intake and registration forms
- Shelter rules and responsibilities
- Privacy and release forms
- Medication documentation
Completing paperwork during this time keeps intake efficient and avoids congestion.
Clean Re-Entry Into the Shelter
Clean Re-Entry Into the Shelter
Treated belongings are returned to the guest
Temporary clothing is collected
Bed or room assignments are made
Orientation reminders are provided
Guests should only enter sleeping and common living areas after belongings and clothing have been properly processed.
Ongoing Prevention Beyond Intake
Intake procedures work best when paired with ongoing prevention practices, including:
- Routine inspections of sleeping areas and furniture
- Mattress and pillow encasements
- Regular laundry access
- Secure storage of personal belongings
- Staff and guest education
Bed bug prevention is a shared responsibility supported by clear systems.
Prevention Is Achievable
Bed bugs are a reality in many communities, but widespread infestations do not have to be. With structured intake procedures and consistent follow-through, shelters and missions can significantly reduce risk while continuing to serve their guests with dignity and care.
If you would like help designing or improving intake-based bed bug prevention procedures for your facility, we are happy to help. Our Client Intake Checklist will help you get started.