Terms and Conditions

HOMESTAY TERMS AND CONDITIONS - FOR HOMESTAY HOSTS

The Homestay host is required to undertake and observe the following Code of Conduct:

1.                    To register with Homestay IOM Limited (annually or bi-annually) and pay the relevant fees. (See section 5)

1.1.                   To only provide accommodation during the TT Festival and/or the Manx Grand Prix periods.

1.2.                   To understand that the property is subject to the Fire Precautions Act 1975, and you must NOT exceed the maximum number of paying guests, as specified on your certificate.

1.3.                   To maintain safety standards e.g., annual maintenance of boilers, gas fires and multi-fuel appliances, regularly testing smoke alarms, and checking electrical appliances and wiring (see section 10.2)

1.4.                   To inform Homestay IOM Limited of all confirmed bookings as soon as possible, to ensure the website accurately reflects the availability of each property.

1.5.                   To ensure high standards of comfort and cleanliness (see section 10.5).

1.6.                   To provide a friendly, welcoming & quality service to all guests, ensuring that Homestay visitors have the best experience possible.

1.7.                   To describe accurately to all visitors and prospective visitors the facilities provided at the establishment.

1.8.                   To (wherever possible) allow visitors to see the accommodation on arrival, prior to payment of the balance.

1.9.               To make clear exactly what is included in the price quoted for accommodation.

1.10.               To not to exceed prices agreed at the time of booking.

1.11.               To give the visitor details of payments due and provide receipts if required.

1.12.               To deal promptly and courteously with all enquiries, requests, reservations, correspondence, and complaints from visitors.

1.13.               To agree that Homestay IOM Limited may publicise my property and provide me with other tourist related information.

1.14.               Take responsibility to ensure all home and personal insurances are in place to operate the property as visitor accommodation under the Homestay Scheme. (The Department for Enterprise arrange Public Liability insurance cover for all registered properties on the Homestay Scheme).

1.15.               To agree that Homestay IOM shall not be liable for any claim whatsoever of any kind, which may arise by virtue of any aspect of the Homestay scheme.

1.16.               To clearly state on any advertisements on third party sites that the property is Homestay registered.

1.17.         Homestay Categories
 

Homestay is divided into three categories:

2.1.1         Homestay Bed & Breakfast – up to six guests in informal accommodation with the Host family present and breakfast served.

2.1.2         Homestay Bed & Breakfast (Self Service) – as above, but breakfast items are provided for the guests who serve themselves.

2.1.3         Homestay Self-Catering – accommodation for one party residing at the property which has been vacated by the Host family for the duration of the Homestay period. Breakfast is not included.

3.         Registration
 

3.1.       Registration with Homestay IOM is compulsory and failure to comply could result in prosecution under the Tourist Act 1975.

3.2.       There is a non-refundable administration and registration fee dependent on how many years you decide to register as set out below:

1 - YEAR REGISTRATION:
2 - YEAR REGISTRATION:
Registration (including inspection): £60.00
Registration (including inspection): £80.00
Renewal only (If inspection still valid): £25.00
Inspection visits only: £35.00
          

3.3.       Homestay registration allows you to accommodate up to a maximum of six (6) paying guests at any one time, provided they are not in rooms above the first or below the ground floor and there is sufficient space.

3.4.       All new applicants to the scheme will require an inspection by an officer from Homestay IOM prior to completing registration.

3.5.       Once you are registered, the Department for Enterprise will issue a certificate in mid-May, confirming that your property has been inspected by Homestay IOM Limited officers and that it is suitable for Homestay accommodation. It will specify the maximum number of guests you may accommodate and should be displayed in your breakfast area for guest information purposes.

3.6.       If you do not own your home, you must obtain permission from your landlord or Local Authority before applying to become a registered Homestay host. You will be required to provide a copy of this permission in writing prior to inspection or registration.

3.7.       If you wish to register a flat or apartment, Homestay IOM will firstly contact the Isle of Man Fire and Rescue Service, Fire Safety Department (IOMFRS) on your behalf for confirmation that the flat and the building comply with the Fire Safety - Fire Precautions Act 1975. On receipt of this confirmation, we can proceed as outlined below.

3.8.       If you wish to register your house as a Self-Catering property, you will need to entirely vacate the premises for the duration of the guests’ stay. You should not re-enter your house, except by prior arrangement or in an emergency, during this time. You must rent the entire property to a single party or group; you must not accept multiple groups of people who do not know one another. We advise that you spend some time ‘de-personalising’ your home and removing your personal possessions; both to protect your belongings and to make the property feel like a ‘holiday home’ for your guests.

3.9.       For all types of Homestays, guests must be accommodated in the main house or annex, and the use of tents, motorhomes or caravans to accommodate either guests or the Host family on the premises is not permitted.

3.10.     If you wish to operate a Bed and Breakfast under the Homestay Scheme you must respect that your property is also the ‘home’ of the visitors for the specified period and as such the display of anti-social behaviour should be avoided. The visitors should be considered as a priority should you plan any social activities day or night in the property during the visitors stay, and they should be consulted.

4.         Inspection
 4.1.       An officer from Homestay IOM Limited will inspect all properties prior to their first registration and regularly thereafter (at least once every two years). The inspection will take approximately 30 minutes and is undertaken to make sure that your property complies with the Homestay criteria and also to offer help, advice and assistance.

4.2.       Payment is required in advance of an officer from Homestay IOM Limited attending your property for an inspection visit.

4.3.       Prior to the inspection any decorating and/or renovations should be completed.

4.4.       Please ensure that your property is presented at the time of the inspection like it would be on the guests’ arrival. The inspector will need to see all bedrooms, bathrooms, living, kitchen, and dining areas. They will need to inspect all areas where guests have direct contact – e.g., seating, crockery, cutlery, glassware, beds, bedding, and linen.

4.5.       Following the inspection, you will be advised whether your property meets the criteria and, if so, you may proceed to registration. If you do not meet the criteria at the time of the initial inspection, we reserve the right to refuse registration and/or a second inspection. However, in some cases the inspector may agree to a second visit once certain agreed actions have taken place. On occasion Homestay IOM Limited may request the assistance / attendance of other Government Agencies including Visit Isle of Man, Fire Safety, and Environmental Health.

4.6.       On occasion (e.g., following a complaint that is upheld), a property may need to be re-inspected by an officer from Homestay IOM Limited to ensure it complies with the registration requirements and can continue to be registered. In such circumstances, an additional inspection fee of £35.00 may be charged.

5.         Tariffs
 

Homestay IOM suggests that Homestay should be an affordable, value for money option for visitors, however, we recognise that providing a successful Homestay experience incurs several costs and demands a lot of time and effort.

Based on current average tariffs, Homestay IOM Limited suggests that the following tariffs apply:

5.1.       BED & BREAKFAST (maximum number of 6 guests permitted)

Room Type
Breakfast Type (see section 7.5)
Tarriff (per person per night)
Basic
Self Service

Continental

Full Cooked Breakfast
£35 - £40

£40 - £45

£45 - £50

             
En Suite             
Self Service

Continental

Full Cooked Breakfast
£40 - £45

£45 - £50

£50 - £55

5.2.       SELF CATERING

Maximum Guests
Tariff (per property / per night)
2
£80 - £100
4
£150 - £250
6
£250 - £350
 

5.3.       Tariffs must be adhered to and must not be changed later. At the time of the inspection by Homestay IOM the agreed tariff will be entered on your Homestay Inspection Record which you will be required to sign.

5.4.       Where children under the age of 16 can be accommodated in the same room as their parents/guardians, we suggest they stay free of charge and pay for breakfast only.

5.5.       Income earned by providing Homestay during the TT period only may qualify for the TT Homestay Allowance. The “TT Homestay Allowance” is £2,350. This amount will be deducted from an individual’s gross rental income received under the Homestay Scheme during the TT period and therefore, subject to certain conditions, will not be liable to income tax.

Who is eligible?

The person claiming the “TT Homestay Allowance” must be:

•                     an Isle of Man resident; and

•                     registered under the Homestay Scheme.

The rental income received must be in respect of:

•                     accommodation provided during the TT period; and

•                     a property in which the person registered under the Homestay Scheme and claiming the allowance resides in or normally resides in.

The “TT Homestay Allowance” only applies per registration under the Homestay Scheme.

There is no tax allowance or exemption for the Manx Grand Prix period. Our partners at Visit Isle of Man have an obligation to pass details of all registered Homestay providers to the Income Tax Division.

6.         Booking Procedures
 

6.1.       Once registered with Homestay IOM Limited, your property will be advertised on our website www.homestayiom.com, only if you have asked for this to be listed. This can be done by ticking the box on the registration form. Guests seeking accommodation will contact you directly to make a booking. It is your responsibility to take guests’ contact details, confirm arrival and departure times and to agree your terms.

6.2.       Communication with prospective guests is of paramount importance. It is advisable to find out as much as you can about your guests, in particular anything which might affect their stay (for example, if they have any allergies, accessibility or special requirements you need to know about in advance). Similarly, we suggest you make your guests aware of any house rules prior to their arrival. You should advise specifically if you have any pets in the house and whether smoking is permissible. You may also want to think about additional information which will ensure your guests expectations are met, such as a request to remove outdoor footwear, whether you will be out at work during the day, or if you have a young family for example.

6.3.       It is strongly recommended that a simple booking agreement is confirmed in writing prior to any funds changing hands. This should include details of the accommodation being provided, check in and check out dates & times, details of breakfast provided for B&B properties, the total amount due, payment terms, cancellation terms and any other relevant information agreed between you, the Host and your Visitor(s).

6.4.       Once you have accepted a booking you should request a deposit of not more than 20% of the total balance in advance. Payment in full should not be requested prior to arrival. Once you have received the deposit you should acknowledge this to the guest in writing.

6.5.       For a cancellation by a visitor up to 4 weeks prior to arrival, providing a suitable alternative booking has been secured, we recommend the full deposit should be refunded (less any bank charges/fees incurred).

6.6.       For a cancellation by a Host at any time, all fees paid must be refunded.

6.7.       For a cancellation by the organisers of the event, we recommend rolling forward the booking to a future event, or where that is not possible, the full deposit should be refunded (less any bank charges/fees incurred).

6.8.       When you accept a booking, it is essential that you contact the Homestay IOM Team as soon as practically possible so that we can update our information and ensure the website is accurate. Please remember to state your name, property details and dates of the booking.

6.9.       PLEASE NOTE: Homestay IOM Limited’s role is as a facilitator of the Homestay Scheme, and we cannot be held responsible for any non-payment by guests. Any necessary action would be the responsibility of the Homestay provider. This action would be through the courts as a civil case and instigated by the Homestay provider. It is therefore always advisable to ensure you maintain a record of the full names and contact details, including addresses, of all guests. Non-payment is an extremely rare occurrence and provided you follow the guidelines above you should not experience any difficulty securing payment.

7.         Complaints
 

7.1.       In the event of a complaint being received by Homestay IOM Limited regarding Homestay accommodation, we would encourage the guests to politely address any issues with the host before we take any action. Should we receive a complaint from a guest while they are in Homestay accommodation, the complaint will be investigated and if found to be valid, the guests will be removed from the premises and alternative accommodation secured. Any payment that has been made to the Homestay host, including deposit, must be reimbursed to the guest, during their stay on the Island. Homestay IOM Limited is not responsible for refunding any monies that have been paid for the accommodation.

7.2.       Homestay IOM Limited reserve the right to cancel any Homestay registration following a valid complaint being upheld and any future bookings must be cancelled, and any deposits refunded. Homestay IOM Limited is dedicated to providing a quality service to all guests and ensuring that Homestay visitors have the best experience possible. It is important that all Homestay hosts therefore understand their role as an ambassador for the Isle of Man and use the information contained in this pack to ensure their guests will not be disappointed.

7.3.       If you are unhappy with the conduct of your guests for any reason, Homestay IOM Limited officers are available to help and assist you. We very rarely receive any complaints of this nature; however, we would advise you to firstly politely address any issues with your guests and contact us if you are unable to resolve the situation.

8.      Overall standards
 

8.1.     Statutory obligations

All Homestay properties must fulfil any applicable statutory obligations. These include:

•                     Fire Precautions (Houses in Multiple Occupation and Flats) Regulations 2016

•                     Fire Safety - Fire Precautions Act 1975

•                     Tourist Act 1975

•                     Data Protection Act 2002

•                     Disability Discrimination Act 2006 / Equality Act 2017

•                     General Data Protection Regulation (GDPR) 2018

8.2.     Fire safety guidance for properties registered under the Homestay scheme, provided by Isle of Man Fire and Rescue Service, Fire Safety Department (IOMFRS):

This guidance is intended to help ensure the safety of your family and your house guests during the short period when you are offering accommodation to visitors as part of the Homestay scheme. It details what is expected by the IOMFRS to ensure registration under the scheme and compliance with Fire Safety Standards and Legislation. The IOMFRS will inspect Homestay properties if requested by Homestay IOM or Visit Isle of Man to ensure that the accommodation meets these standards and that Homestay guests are afforded adequate protection in case of a fire.

For accommodation in a flat or apartment which falls within the scope of the Fire Precautions (Houses in Multiple Occupation and Flats) Regulations 2016, a letter of compliance issued by the IOMFRS will be required prior to registration under the Homestay scheme. This must include the compliance of the entire property which contains the flat to be registered.

For properties which fall within the scope of a single domestic use, goodwill advice will be given to property owners, and will not be registered under the Homestay scheme if the advice is not taken up. For example, if escape in case of fire cannot be achieved without passing through habitable rooms, or escape is via a window and not a door, the IOMFRS will recommend that the property should not be registered until a satisfactory alternative has been agreed.

The presence in your home of a number of additional guests imposes on you a responsibility for their safety. Their presence also increases the risk of a fire occurring as most domestic property fires are caused by people and their actions. By taking a few simple precautions and establishing your house rules from the outset, you can reduce the risks considerably.

8.3.     The legislative position:

Under the Homestay scheme the following criteria must be adhered to:

•                     Sleeping accommodation is not to be provided for more than 6 persons.

•                     No sleeping accommodation is to be provided above the first floor or below the ground floor.

•                     Under these circumstances your premises will be outside the certification criteria of the Fire Precautions Act 1975; Hotels and Boarding Houses Order 1997.

N.B: Should sleeping accommodation be provided for more than six persons, or if any sleeping accommodation is provided above the first floor or below the ground floor, then the owner of the premises (or the occupier in case of rented accommodation) must apply for a Fire Certificate prior to letting the premises for sleeping accommodation. (1above)

If you have a larger property that can sleep more than six guests and will be registering this on a self-catering basis, please contact the Homestay IOM team to discuss

The areas which will be considered by the IOMFRS are:

8.3.1.  Internal layout:

•            Every person using the proposed property should be able to safely walk away from any fire situation. This will include safe evacuation to a place of total safety away from the property. Evacuation will need to be possible without the need to pass through habitable rooms or escape through windows or to use ladders. If this is not possible, early consultation should take place with the IOMFRS to discuss viable alternative escape options, such as external stairs or the provision of a domestic fire sprinkler suppression system.

•                     Properties have different layouts and ground conditions; prospective accommodation providers are strongly advised to contact the IOMFRS prior to any works being carried out to ensure a satisfactory layout.

•                     Properties which receive a Completion Certificate as a domestic dwelling from the Building Authority may not be guaranteed registration for Homestay with Homestay IOM Limited. Early consultation with Homestay IOM is strongly advised prior to commencement of any works.

8.3.2.  Warning in case of fire:

•                     It is essential that occupants have the earliest possible warning in case of fire. Dependent on the property design, and the layout, adequate fire detection will be required to ensure a fire is detected in its early stages and occupants can evacuate safely.

•                     For the purposes of Homestay accommodation, you should ensure that you have a working smoke alarm fitted on each level of your home, in the means of escape such as the landing and hall. Ideally you should have detection in each bedroom, living room and other habitable rooms. They should be tested each week by pressing the test button to ensure that they are in working order. If you have replaceable batteries in your smoke alarms, they should be replaced on an annual basis and the detector gently cleaned with a vacuum cleaner to remove any dust which could affect its sensitivity. Smoke detectors on each level of your home are a mandatory requirement under the Homestay scheme to ensure the safety of you and your guests.

8.3.3.  Escape plan:

•                     The IOMFRS recommend that you formulate an escape plan in which an alternative route(s) from your property could be used in the event of a fire. Ensure that your family and your guests are aware of the alternatives.

•                     The Fire and Rescue Service also suggests that you display a notice detailing your evacuation procedure together with address details and emergency number. This should be placed on the escape route, preferably next to an exit.

8.3.4.  Doors and windows:

•                     Ensure your guests are familiar with the operating mechanisms of your front and rear doors, so that they can be opened without delay in case of emergency. All windows should be easy to open with keys supplied where required - in extreme circumstances windows may be the only way out of the property in an emergency. It may be helpful to have a torch available at each exit to aid people in darkness or smoke.

•                     Adopt a policy of closing all your doors at night, particularly those downstairs. This simple action will effectively slow down the growth and spread of any fire and toxic smoke and may gain you valuable minutes to aid escape. Encourage all your guests to familiarise themselves with the layout of your property so they know the quickest way out in an emergency.

8.3.5.  Firefighting equipment:

•                     The priority in case of fire should be to safely evacuate all persons from the property, close the door to the fire if safe to do so, call the IOMFRS and ensure the property is not re-entered until safe to do so as instructed by the IOMFRS.

•                     People who have not had accredited training in the use of portable firefighting equipment should not use them in case of fire. However, it is advised that suitable portable firefighting equipment be available in case of fire and the IOMFRS recommend that all Homestay properties display a fire blanket in the kitchen.

8.3.6.  Testing and maintenance:

•                     Any systems which have been installed for fire safety purposes must be tested and maintained in accordance with the relevant standards to which they were installed. The results of the tests, and any works on the systems should be recorded in a Fire Precautions Logbook.

•                     Systems such as domestic sprinkler installations which have been fitted as an alternative to a satisfactory internal layout must be serviced in accordance with the relevant standards at the correct intervals. Copies of service certificates must then be forwarded to Homestay IOM to ensure continued registration; failure to do so may result in registration being withdrawn.

8.3.7.  Smoking:

•                     The IOMFRS recommend that you adopt a ‘no smoking’ policy in your home. If you do allow your guests to smoke, ensure they do not smoke in bed and provide plenty of ashtrays. Do not empty ashtrays directly into bins or bags of rubbish; an old biscuit tin or similar receptacle is much safer until you are sure the stubs are properly extinguished.

8.4.     Gas Fire and Multi-fuel Appliances:

•                     If your property has a Gas Fire and/or a Multi Fuel appliance e.g., wood burners, boilers you will be required to provide evidence that each appliance has been safety checked / serviced by a Competent Person in the preceding 12 months. You will also need to have a working carbon monoxide detector installed.

•                     Please be aware that if you are unable to provide evidence, we will NOT be able to register your property for Homestay due to the risk of carbon monoxide poisoning, which can be fatal.

•                     A wood burning stove should have proof of installation to the correct standard, should you have any queries, you can contact the Isle of Man Government’s Planning & Building Control Directorate on 01624 685902/686446

8.5      Finally:

•                     Ensure your guests understand the need to switch off and unplug all unnecessary electrical equipment before going to bed. This should include any items which they bring for their personal use such as hair dryers, hair straighteners, etc.

•                     Please ensure all guests know the address of the property including the postcode in case they have to call for the emergency services. This should include directions to the property if situated in a rural or remote location.