The Open Championship Accommodation Bureau

Welcome to The Open Accommodation Bureau

If you have any questions or you would like to advertise your property please contact us

Landlords Guide

Please download here: Landlords Guide

Landlord/Owner Information Pack

Registration

Following a property inspection for suitability, the Open Accommodation Bureau will place your details on the official Open Championship website. We anticipate that the majority of tenants who book private housing will be associated with the event, either taking part, sponsoring or working. We will liaise with any potential tenants on your behalf and will handle the payment of rental fees and security deposits.

Letting Period

The standard letting period is from mid-day on the Saturday before the event to mid-day on the Monday after the event. The exact rental period will be agreed with each tenant at the time of booking, but is likely to be between 7 and 10 days. The term stated in the tenancy agreement may be extended with the mutual agreement of both homeowner and tenant.

Bookings

The tenant will be required to pay a rental fee as well as a sum equal to 25% of the rental fee by way of a refundable security deposit at the time of booking. The additional FULL gross rental payment of 100% must be paid 60 days before the event. For properties booked less than 60 days prior to the event, tenants will be asked to pay the security deposit PLUS the full rent at the time of booking (i.e. 125% in total).

Cancellations

A tenant is entitled to cancel the Tenancy Agreement prior to 60 days before the event on forfeiture of the 25%security deposit. This will then be payable to the owner, less our fees, subject to VAT. Should the tenant cancel less than 60 days before the Championship and full payment has been received, then only the security deposit will be returned to the tenant. The rent is forfeited in full and will be paid to the property owner less our fees plus VAT. If, however, the property is re-let, we shall return the rental less our standard fees plus VAT. The owner will only be entitled to cancel in the event of causes beyond his or her control, such as fire, war, or in the event of a death or serious incapacity of the owner or his family.

Your payment

When we are in receipt of the FULL rent and security deposit from the tenant and prior to the event we will pay you the agreed rental, less our fees plus VAT, subject to you having provided us with valid Landlord Gas Safety Certificates and Electrical safety certificates and written confirmation of the insurers of the property and confirmation of them being notified of the rental. Please see over details of all the safety check requirements.

Safety

It is extremely important that the property meets all relevant legal standards. We have set out brief details of some of the relevant laws below. This information is given without liability. It is up to each landlord to ensure that he or she understands the relevant legal obligations and seeks independent advice as appropriate. Each property has to demonstrate compliance to the following legislation:

The Gas Safety (Installation & Use) Regulations 1998
These regulations came into force on 31 October 1998 – they relate to all gas appliances, fittings, pipe work and installations, fixed or portable, be they mains, propane or butane gas. The Landlord must for the purpose of this short term letting ensure that a valid and current Landlord’s Gas Safety Certificate is in place and be in a position to provide a copy of the document to us before the letting period.

The Electrical Equipment (Safety) Regulations 1994
These regulations cover all mains voltage household electrical items and require that the supplier of such goods ensures that they are safe. This will include flexes, correct fusing and plugs. Prior to any tenancy it is recommended that the portable appliances supplied should be checked by means of a PAT test from a suitably qualified contractor.

You should satisfy yourselves as to the soundness and safety of the electrical installation. Industry guidelines specify that electrical circuitry should be tested at least every five years.

The Furniture and Furnishings (Fire) (Safety) Regulations 1988 (Amendment 1993)
It is an offence to supply any furniture as part of a letting unless it meets the cigarette, match and ignitability tests. Furniture manufactured prior to 1950 is not covered by the regulations. Any furniture manufactured after March 1990 is likely to comply. Should furniture not have the relevant compliance labels affixed/sewn in, then a signed statement will be required from each individual landlord confirming compliance and that documentary proof of purchase can be provided if requested. A copy of this should be registered with us.The regulations apply to sofas, beds, mattresses, headboards, garden furniture where it is suitable for indoor use, scatter cushions, pillows and covers. The regulations do not apply to carpets, curtains, towels or bedclothes.

Smoke Detection

We recommend at least two portable smoke detectors are fitted and a fire extinguisher and fire blanket are easily accessible in the kitchen. The security deposit will be held in case any repairs or similar are required over the letting period, and will be released to the Owner as soon as possible after the event. The Smoke Detction Act 1991

Alarms

Clear information should be left for your tenants if you have an alarm system which you wish to be kept active. Information on contact names in the case of a problem should be left in the “Home Information Pack”.

What does the rent include?

The rent agreed will include electricity and gas or oil consumed during the period of occupancy. It also includes the telephone and broadband rental, local council tax and insurance of the property, but the ingoing occupiers will be responsible for the cost of telephone calls and internet charges over £10. Owners must supply us with a fully itemised telephone bill for the letting period within 14 days after the end of the tenancy. Any money for which it has been agreed the tenant should be responsible for will be taken out of the security deposit.

Key Holder during the tenancy period

Please provide information on your key holder during the let, whether it is you, a neighbour or somebody else.

Inventory

We advise that where possible a Schedule of Condition/Inventory is prepared which can be given to the tenant on arrival. Payment for any damage caused during the rental can be retained from the security deposit taken before the let.

Telephone Charges

Please contact your telephone service provider to arrange that your bill for calls during the period of the rental be itemised. A copy of the bill should be sent to our offices within 14 days of the end of the occupancy, so that the amount due can be deducted from the refundable deposit. The line rental for the period is included in your gross rental charge.

In Case of Emergencies

Should we be unable to contact an owner or key holder during the period of the let, and an emergency occurs, we reserve the right to carry out contingency repairs, to make good the property for the remainder of the rental.

Insurance

Public Liability Insurance is required for the period of the let, for at least £2,000,000 for any one incident, in addition to your building and contents cover. A copy of your policy must be placed with the Open Accommodation Bureau prior to the let of your property.

Insurance Cover

You must advise your buildings and contents insurer of your intention to let the property and ensure that you have adequate insurance cover put in place. In addition to building and contents cover, you must put in place public liability insurance cover of at least £2,000,000. Insurance should also cover damage to your contents.

Meeting tenants

Once a let has been confirmed, in consultation with us you should make arrangements to meet your tenants where necessary.

Please let us know in good time if you will be unable to see your tenants into your property so that we can make alternative arrangements for you.

Property Presentation

It is essential that your home is presented in the best possible condition, clean and tidy, with all appliances in good working order.

Here is a checklist of requirements:

1. Fresh and clean decoration both inside and outside.
2. Sitting rooms and dining room should have adequate seating to accommodate the maximum number of guests.
3. All beds must be made up with good quality linen, and towels provided for each occupant.
4. One change of linen and towels must be provided for each bed.
5. All mattresses should have mattress covers fitted.
6. At least one wardrobe provided for each bedroom.
7. One chest of drawers provided for each bedroom.
8. All kitchen appliances must be spotlessly clean for tenants on arrival.
9. Freezer space should be left available, with owners provisions clearly marked.
10. Refrigerator left spotlessly clean and empty.
11. Dry provisions cupboards must be left clean, with areas cleared for tenants to store food.
12. Any areas of storage for owner’s property should be clearly marked and locked.
13. Any valuable or irreplaceable items should be removed or stored in a locked area.
14. One television should be provided for each property, which must be in good working order. A DVD player should also be provided.
15. An internet connection is desirable, and will prove popular to potential renters.
16. The oven and hob must be spotlessly clean.
17. A “Home Pack” must be provided, and prominently displayed in the house. This should give information on all the instructions of the electrical and gas appliances throughout the property, and the tradesmen you use in case of emergencies.