Host Away with
Your guide to Letting in 2022
Let us take care of things with our fully managed letting service From marketing to bookings, cleaning to maintenance, we take care of everything so you can relax even when you aren’t on holiday. How it works It’s simple, you tell us which dates you want to let your holiday home on the calendar provided and we’ll do all the work. You get to sit back and relax while we do the following...
• • • •
Marketing Booking administration Pre-arrival maintenance and cleaning checks Complete 24hrs customer care including out of hours emergency call out
We will let your holiday home for as many dates as possible (subject to demand). Our commission is only 30% plus VAT on the Gross value of the holiday booked. Please see page 6 for additional charges. We pay you by the last day of the month in arrears. See 1.1 in the Ts & Cs for more details. We clean your holiday home between each holiday let and for your arrival. We ask that when you leave your holiday home, it’s left spick and span, making it easier for us to prepare for the arrival of our next guests.* See section 3 of the Ts & Cs.
Things you’ll need to do • • • • •
Make sure you have a valid annual gas safety test*
• • • • •
one, then we will replace any standard items free of charge when needed.
A valid electrical safety test is needed* Have all your portable appliances PAT tested* Check you have all the necessaries in place, please check the inventory list. Full inventory packs are available to buy, just speak to a member of the team and if you do chose to buy Please see T&C 1.5 for more details Please make sure your holiday home is insured for sublet use Please remember to speak to us if you are unsure of anything! Let us know if you have a pet, as we will have to grade your holiday as pet friendly. Simply tick the box on the agreement form. For more info please refer to 1.7 on the T&Cs
*Gas and PAT tests are due yearly, and an electrical test is due every three years. We can help with these if needed for a small charge. If you choose your own contractor to carry out the safety tests we must have proof of their qualifications beforehand. Copies of safety certificates are to be kept on file in the resort office, please see 2.3 in the T&Cs.
Things you shouldn’t do Please don’t leave anything personal in your holiday home when we are letting it. (Unfortunately we are unable to take responsibility for items going missing or any breakages). Please see T&Cs 1.6 for details. Please don’t assume your holiday home will always be let out. There may be periods when we won’t need to use it. Please don’t turn up unexpectedly to your holiday home expecting to use it. If the dates are highlighted on the form for our use, we can let your holiday home any time up to the arrival day for that period. We would also politely request that you arrive from 4pm to allow the team to change over your holiday home between holiday guests and your own use. Please also be mindful that on your day of departure, guests may be arriving from 4pm and the team will need to check your holiday home for any arrivals due. If you would like to use your holiday home at a time not originally reserved for you... Please give us at least two weeks notice and we’ll add it to your holiday dates, but bear in mind we may have already let it, so this is subject to availability. Please note you can’t advertise your holiday home for private use while being a part of our sublet programme.
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Useful What information happens now? You can change your owner dates, you just need to give us at least two weeks notice. *Subject to availability. You will earn more from letting your holiday home during peak season. For more information please speak to your resort team The earlier you sign up, the more opportunity we have to let your holiday home. Once signed, and we let your holiday home out, you will not be notified about bookings unless specifically requested. You won’t be notified about upcoming bookings in your holiday home so please don’t assume your home is occupied or vacant. Normal check in days are Mon, Fri and Sat. On occasion to maximise our availability, we may release shorter breaks – please see T&Cs 1.3 for details. *Please note: At times we will release special offers which in turn reduces the tariff income for that period. Please bear this in mind and don’t assume that the “brochure price” is the value of the booking in your holiday home, more often than not, it won’t be, holiday prices change frequently and often daily to suit the needs and demand at that particular time. Whilst every effort is made to maximise your earnings there will be times when special priced bookings will be allocated to your holiday home, please see section 1.1c in the Ts & Cs.
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We’ve made it really easy to join, simply complete the form and calendar that comes with this brochure and send it back to the resort. We will then make arrangements for a resort team member to grade your holiday home. Carefully read through the detailed terms and conditions as well as the rest of the information in this pack. When completing the “Holiday Home Agreement Form” and “Sublet Calendar”, please mark the dates you would like to use your holiday home. Please remember our check in days are Monday, Friday and Saturday, so for example, if you choose to leave your holiday home on a Tuesday, we can’t let it until the Friday or Saturday. Please don’t hesitate to ask if you have any questions. Please make sure you have everything you need in your holiday home for our guests, for more details about inventory, please speak to one of the team at resort Please provide three sets of keys.
Our sublet agreement provides security and a better return for owners. Our commission rate is 30% and includes: • Marketing Booking administration • Pre-arrival maintenance and cleaning checks • Complete 24hrs customer care including out of hours emergency call out (all commission excludes VAT and is taken from the gross amount achieved for each booking)
Our cleaning charges include: • Full interior changeover clean • Fresh linen and beds made ready for our guests’ arrival
Get in touch To find out more or to join the 2022 sublet agreement, speak to a member of the team or email your resort.
Sublet made
simple...
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Commission rate 30% plus VAT
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Start of season deep clean, please enquire for the price of this service
Fixed cleaning charge, which includes linen and bed making service for arrival Commitment to providing the highest standards of cleaning with safety at the forefront Free inventory replacement when you purchase an inventory pack through us. See T&Cs 1.5 for details We pay you monthly in arrears Our resort teams will handle all enquiries and your owner date bookings Regular newsletters to keep you in the loop Full presentation pack with all the info you need
Accommodation service charges: • • • • • • • • • •
All hotel suites/1 bed apartments - £30.00 +VAT 2 bed accommodation - £67.50 +VAT 3 bed accommodation - £97.50 +VAT 4 bed accommodation - £105 +VAT Large 4 bed accommodation - £180 +VAT 6 bed accommodation £225 +VAT 2 bed barns - £84.50 +VAT 3 bed barns - £97.50 +VAT 4 bed barns - £162.50 +VAT 6 bed barns - £227.50 +VAT
All include full clean, linen and bed making service
Hot tub maintenance service charge: • • • •
£12 per day while in use Water safety tests Filter change Water change for each new holiday arrival
For more details see point 1.9a in the T&Cs
Inventory pack: •
It’s never been easier to sublet, and to get everything you need why not ask about purchasing your own inventory pack.
•
Free replacements on essential items whilst on Away sublet. *Please see T&Cs 1.5 for details.
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Subletting partnership terms and conditions 1.0 COMPULSORY REQUIREMENTS AND CHARGES Your holiday home will require an inspection prior to going on to let. Your Holiday Home will be graded in line with our Grading standards and will be confirmed with the Resort Manager and authorised by the Grading team at the Central Support Office.
Items supplied that are not part of an Away supplied inventory pack will not be replaced like for like and if the inventory pack is not purchased you will be charged at the price per individual item. Please see attached Inventory list.
1.1 COMMISSION FEE & CHARGES: The commission is 30% plus VAT which is taken from the gross amount of the accommodation revenue achieved for each booking - Cleaning charges are then deducted per booking. Extras such as cots, highchairs etc and pet charges are not payable to the owner.
For a holiday home to be commercially let, it should be “depersonalised” in order to limit potential damage to personal items of great sentimental value. It is expected that a guest will use all items left in the holiday home whilst it is being sublet.
All bookings are payable by departure date, so if a booking arrives in one month but departs in the next, the income will be paid in the departure month.
1.6 PERSONAL ITEMS
Items that haven’t been removed maybe put into storage during the sublet period. •
Irons
1.1b We use online travel agents (OTAs) to help us with the selling of holidays - as the transaction is between the guest and the OTA we don’t often receive payment until after departure. In these circumstances payment of the booking may be delayed until the funds have been received.
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Ironing boards
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Hairdryers/straighteners
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Vacuum cleaners
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Ornaments
1.1c Whilst every effort is made to maximise your earnings, there will be times when reduced price bookings will be allocated to your holiday home, and no difference in cost will be paid.
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Guest information booklets
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Personal effects
1.1d The lettings rates achieved can vary for any given date, duration and between units within a lettings category and will vary by the date the booking was originally made. Only the actual rate paid by the guest will be used to calculate owner income. 1.2 The Resort Owner charges this commission to cover the following items: • • • • • •
Pre-arrival maintenance and cleaning checks Complete holidaymaker customer care - including 24hr emergency call-out Full reception facility for holidaymakers Booking administration, payment collection and key handling for holidaymakers All credit and debit card charges Marketing and commission charges from third party booking agents
1.3 ARRIVAL DATES AND HOLIDAY PERIODS Our normal arrival days are as follows:Monday for 4 & 7 nightsFriday for 3 & 7 nightsSaturday for 7 nightsThere will be occasions throughout the year, where in the interest of maximising the occupancy of your holiday home, we may release or remove arrival days at our discretion. 1.4 GAS AND ELECTRICITY You are responsible for all gas and electricity used whilst your holiday home is sublet and when it is used by you or your friends and family. All electricity and gas will be recorded and billed twice yearly with amounts due being debited to your owner account. 1.5 INVENTORY PACK AND REPLACEMENTS Your holiday home must be fully equipped for use as a self-catering holiday. If you purchase an inventory pack through Away Resorts, or if one is provided with the sale of your holiday home, then any replacement items will not be charged to you for the period you are in sublet or rolling sublet – this is limited to Crockery, Cutlery, Cooking utensils and does not include: • Bedding • Soft furnishings • Large electrical items such as Fridge/Freezer • Vacuums • Kettles • Toasters • Microwaves In the event any of these need to be replaced you will be charged without notice unless the cost exceeds £100. You are not obliged to purchase the inventory pack through Away Resorts. If you supply your own inventory then any replacements may not be like for like and maybe chargeable
Item replacement will cease if the sublet agreement is terminated by either party.Item replacement is only applicable to the guests of Away Resorts. Replacements of standard inventory, as listed, will be that of the inventory we hold in stock and are part of the available pack to purchase.
1.7 DOGS AND PETS If you allow your own dog(s) or pet(s) into your holiday home at any time we are unable to sublet your holiday home as a pet-free unit. We can, however, sublet it as a “pet friendly” holiday home. We will not knowingly permit dogs and pets in your holiday home whilst it is being sublet; unless you instruct us that your holiday home is a “pet friendly” unit. Please note we charge our guests for dogs, this cost is not passed to the owner - it goes towards maintaining the grounds, dog bins and any extra cleaning required. Please select the box on the agreement form regarding pets. 1.8 MANDATORY ANNUAL PRE-SEASON CLEAN AND INVENTORY CHECK/PREPARATION FOR SUBLETTING The annual pre-season clean is compulsory for every sublet unit to ensure it is presented to the highest standards for holidaymakers. This needs to include a full deep clean of the interior of the holiday home including oven/cooker, carpet, windows inside and outside, decking and outdoor furniture. To ensure this is done to the standard required this must be carried out by our team, there is a minimal charge. Deep clean including carpets and upholstery 2 bed van
£120.00 +VAT
Deep clean including carpets and upholstery 3 bed van
£140.00 +VAT
Deep clean including carpets and upholstery 1 bed apartment/suite
£120.00 +VAT
Deep clean including carpets and upholstery 2 bed lodge £160.00 +VAT Deep clean including carpets and upholstery 3 bed lodge £180.00 +VAT Deep clean including carpets and upholstery 4 bed lodge £200.00 +VAT Deep clean including carpets and upholstery large 4 bed lodge
£250.00 +VAT
Deep clean including carpets and upholstery 6 bed lodge £320.00 +VAT 1.9 MAINTENANCE AND REPAIRS We reserve the right to carry out all repairs and replacements to maintain the holiday home to the standard required and to charge all expenses. We will advise you of the need for any major repairs over £100 before going ahead with them, where reasonably practical to do so and will recharge you as and when these costs occur. You will arrange for gas and electrical appliances to be maintained to the standard required, please see 2.3. The appliances will be repaired or replaced as necessary at your expense. If we deem your holiday home unsuitable, or unsafe to let during a period of time, or we are awaiting repair or parts to arrive, we will remove your holiday home from the sublet scheme until the repair has been completed. Once this has been done we will reinstate the holiday home for let. 1.9a HOT TUBS A daily charge will be applied for each holiday booking of £12, this charge covers all changeover cleans and water, twice daily water checks, filter replacements on changeover, lid and scum line clean and mandatory water safety tests.
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Terms and conditions continued... 2.0 DECKING/VERANDA/GARDEN FURNITURE Garden furniture must be provided and you must ensure that you have enough chairs for maximum occupancy. The furniture must be left out and available to use when the holiday home is sublet, all decking and furniture must be of sound condition and in a good state of repair. 2.1 SMOKE ALARM AND CARBON MONOXIDE ALARM Your holiday home must have a smoke alarm and a carbon monoxide alarm, or an integrated 2-in-1 device. The alarm(s) must be in full working order at all times during subletting. 2.2 FIRE EXTINGUISHERS All holiday homes must have a working fire extinguisher. These will be checked annually by our approved contractors. If a replacement fire extinguisher is required, the cost for the replacement will be added to your account. 2.3 SUBLET SAFETY CERTIFICATION Safety tests are mandatory whilst letting, this test will be undertaken before the start of the letting period unless a certificate is already in date. Away Resorts can arrange the test at a standard cost and any charges for any parts required will be invoiced. However, the owner is also permitted to have the tests carried out by their own contractor providing said contractor satisfies the requirements of Away Resorts as follows: •
Provides a copy of Public Liability Insurance
•
A copy of an “in date” relevant qualification
•
Reads and signs the Away Resorts Contractors Code Of Practice *note this doesnot need to be done for each job, only per contractor.
•
The contractor should sign in at reception on each visit
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A copy of the test should be left in the holiday home and a copy provided to theresort office and held safely in the owners’ file and recorded on the system.
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Gas tests are annual and will be in date during the period of letting
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Electrical tests are 3 yearly for caravan holiday homes and “twin-units” 5 yearly forbrick built accommodation
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PAT tests are required for all used electrical goods that are made of metal
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Gas Safety Test £75
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Electric Safety Test £95
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PAT test £3 per item
3.0 HOLIDAY HOME OWNER(S) DATES REQUIRED Your enjoyment of your holiday home is our key objective. With this in mind, we insist that you advise us of the dates you/your family/your friends will be using your holiday home during the future season. To help you plan this, we have provided you with a year planner that forms part of this agreement and that should be completed, just cross out the nights you would like to keep for your own use. To get the most out of subletting, it is worthwhile remembering that (generally speaking) most people like to take their holidays in July and August; which is when we are most likely to let your holiday home and provide you with the highest possible revenue. If you want to change your dates please telephone the resort to check availability and amend where possible. We require a minimum of two weeks notice. *Subject to availability. All agreed changes must be confirmed by the holiday home owner(s) in writing/via email. Please note: If your holiday home IS NOT left in a satisfactory condition after your departure and prior to sublet guests arrival, we will be required to carry out a clean for which you will be charged at the advised rate. If you wish to arrange a clean, please contact reception to book and pay for this prior to your departure. 4.0 HOLIDAY HOME OWNER(S) RESPONSIBILITIES The holiday home owner(s) agree with the resort owner as follows: 4.1 All holiday homes must be of a modern design, clean and of smart appearance inside and out. We have a strict grading system and grading is undertaken by the resort. We will notify you of any requirements/ suggestions to bring your holiday home up to a specific grade. The
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maximum age of caravan/lodge (twin unit) will be 5 years old. This does not apply to brick built holiday homes such as at Retallack Resort & Spa, The Bay Filey, The Bay Colwell and The Lakes Rookley. 4.2 You will insure the holiday home to its full value against all the usual risks including fire a nd storm d amage a nd a gainst t he h oliday h ome owner(s) l iability to holidaymaker(s), their guests and third parties in such reasonable sums as we may notify you from time to time (not being less than £2million) and to provide us with up to date details of insurances when returning this signed agreement. 4.3 You must ensure that the holiday home complies with all statutory requirements of competent authorities, meets all health and safety (including fire safety regulations) and quality assessment requirements and. where applicable. recommendations of the National Caravan Council relating to the ventilation of caravans. In particular, you must ensure that all fixed ventilation openings, ventilation screens and grilles are kept clean and unobstructed at all times and that all gas appliances (including their installation flues) are checked regularly (not less than once each year) by a Gas Safe registered gas engineer. 4.4 You will be required to sign up to both the Leisure and Media Charge where applicable, please ask for details. *note there is a separate charge for these services. 4.5 Three labelled sets of keys (two keys for each external door) per holiday home must be given to the resort owner before letting commences at the beginning of the season. 4.6 If you want to make an alteration to holiday home owner(s) own use dates please contact the resort to check availability. If your holiday home is vacant we will be happy to reserve it for your own use, subject to your written/emailed confirmation. Please give a minimum of two weeks notice. 4.7 Your owner account must be settled for the forthcoming season before your application to sublet can be accepted, and we reserve the right to withhold and offset your payment(s) against any unpaid site fees and other charges. 5.0 RESORT OWNER RESPONSIBILITIES 5.1 All correspondence with holidaymaker(s). 5.2 Collect all monies on behalf of the holiday home owner(s). 6.0 LIMIT TO RESORT OWNER’S LIABILITY The following sets out the extent of the resort owner’s liability in relation to the provision of resort facilities and its activities as agent to the holiday home owner(s). Where problems occur in relation to doubt, where the holidaymaker(s) complaint results from a breach of these terms and conditions by the holiday home owner, the provisions of clause 6.7 will apply. 6.1 Nothing in these terms and conditions shall exclude the resort owner’s liability for the death of, or injury to, any person entering the resort whether the holiday home owner(s), the holidaymaker(s), their guest or third party, to the extent that it is caused by the negligence or breach of any statutory duty by the resort owner, its employees, sub-contractors or agents. 6.2 The resort owner shall not be liable for any loss, damage, delay or inconvenience of any nature whatsoever or to whomsoever. The same relates to any part of the resort or any of the facilities on the resort that may not be available as a result of circumstances beyond the reasonable control of the resort owner. This includes any acts of God, accidents, malicious damage, fire damage, water damage, compliance with the law, governmental order or regulation and any commercially driven decision.
6.3 The resort owner shall not be liable to the holiday home owner for any losses suffered or damage caused to the holiday home owner(s) holiday home or property by a holidaymaker(s), their guests or third party. As noted above, the holiday home owner(s) should ensure that they have adequate cover under a current insurance policy to protect against such losses or damages. 6.4 The resort owner shall not be liable to the holiday home owner(s) for any loss or damage caused by holidaymaker(s) negligence or dishonesty or by the use of the holiday home by holidaymaker(s) in any way whatsoever. 6.5 The resort owner shall pay for any damage caused to the holiday home or the holiday home owner(s) property caused by the negligence or breach of statutory duty of the resort owner, its employees, sub-contractors or agents. 6.6 The resort owner is not liable to the holiday home owner(s) for any of the following: losses that were not reasonably foreseeable to both parties when the contract was formed; losses that were not caused by any breach of these terms and conditions on the part of the resort owner; business losses (including but not limited to loss of profit, business opportunity or goodwill); or losses for which the holiday home owner(s) can make a successful claim under (or would have been able to, had it not been for their breach of) their insurance policy. 6.7 The holiday home owner(s) agrees to pay to the resort owner all reasonable costs, claims, demands, liabilities, expenses, damages or losses arising out of or in connection with the holiday home owner(s) negligence, default or breach of these terms and conditions. 7.0 TERMINATION This is an annual agreement and terminates on the first Monday of January of each year. However, the resort owner reserves the right to terminate this agreement at an earlier date if: •
The Holiday Home Owner(s) breaches these terms and conditions.
•
On the termination, sale or transfer of your licence agreement for a holiday home plot
•
By issuing 4 weeks notice period due to the closure of the resort.
If you wish to end the sublet agreement you are required to give a minimum of 4 weeks notice to request this. *please note this is subject to any existing bookings being able to be relocated. If you cease ownership of your holiday home you are still required to give this notice period. Any bookings in this termination period will remain, whether under new ownership or not. Payment of these bookings will still be made to you so long as the notice period has been given. THE TERMS AND CONDITIONS MAYBE SUBJECT TO CHANGE, AND ANY SUCH YOU WILL BE NOTIFIED OF.
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Sublet Made Simple Agreement Form Resort: Pitch Number: OK, so we need your details *please note this must be the registered owner(s) of the holiday home Title: First Name: Surname: Email Address: Best contact number: Now we need to be able to pay you, please provide the following: Bank: Account Number: Sort Code: The Extras, please tick to opt in: Gas Safety Test
Annually
Electric Test
3 Yearly for mobile holiday homes and 5 yearly for brick built
PAT Test
Annually – charged per item
Yes
No
I acknowledge that I have read and agree to the terms and conditions in this agreement. I agree to Away Resorts carrying out an appraisal of my holiday home for its suitability for joining the sublet programme
Pets accepted
I am happy to accept pets into my holiday home**
Sublet Start Date
I am happy for Away Resorts to start letting my holiday home from
Signature Date Accepted Signature Date Grade: **please note if you allow your owned dog(s) or pet(s) into your holiday home at any time, we are unable to sublet your holiday home as a pet free unit. Please refer to the T’s & C’s of the sublet brochure. THIS AGREEMENT END ON THE 2ND of JANUARY 2023
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Sign:
Please mark an ‘X’ on the dates you wish to use your holiday home: You can change your letting dates, however we ask for at least 2 weeks notice. Please remember our normal check in days are Monday, Friday and Saturday so if, for example, you wish to use your holiday home until a Tuesday the earliest we can let it from will be the Friday. Dates on the form left unmarked will be for our use.
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Owners Dates Required
Host Away with
Retallack Resort & Spa Winnard’s Perch, St Columb Major, Saint Columb TR9 6DE
01637 882 402
awayresorts.co.uk