There are a number of issues and regulations that you need to be aware of before you open an accommodation establishment. Outlined below is a list of information to help you.
Planning Permission
If you are starting a new business from scratch, in some cases you will require planning permission for a change of use to the property. Make early contact with your local Council’s Planning and Building Control Services, to ensure that they will give approval before undertaking any expensive refurbishment.
Fire Regulations
From October 1st 2006 new fire safety laws came into force making businesses directly responsible for the safety of all premises users. As a result, fire certificates have been abolished in favour of risk assessments to be completed by a designated “responsible person”. For more information please visit: www.firesafetyguides.communities.gov.uk or Fire: www.fire.gov.uk or contact the Northamptonshire Fire and Rescue Service main telephone: 01604 797000
Fire Risk Assessment
VisitBritain has provided a Fire Risk Assessment template suitable for B&B's, guest houses, farmhouses, inns with rooms and all types of individual self catering properties with floors not exceeding three storeys (or 7.5 metres) in height. To view the template please visit: www.visitbritain.com/fire
Food Hygiene Legislation and Health and Safety
Your business will need to be registered with your local Council’s Environmental Health Service, as all properties are subject to inspections for food hygiene and dependent on size Health and Safety. You must register your food business 28 days prior to opening. Environmental Health will send you a new business pack and the relevant registration forms, which will assist you in ensuring you, comply with current legislation. An officer will then arrange to visit the premises to provide any further advice on food safety and if applicable health and safety.
For information on the new food safety laws and copies of the “Safer food, better business” pack visit the Food Standards Agency website: www.foodstandards.gov.uk.
Council Tax and Business Rates
Your accommodation is likely to be liable to Council Tax or Business Rates. Your local Council’s Revenues Service should be contacted to advise you on current legislation. You can also contact the Valuation Office Agency in Northampton on 01604 445900 or log on to www.voa.gov.uk.
Signage
Every business needs good quality signs to attract passing trade and show pre-booked guests that they have arrived. Some signs are classed as advertising; others (such as white on brown signs) count as road directions. They are governed by complex regulations. You must seek advice from your Council’s Planning Services before commissioning and setting up any advertising signs for your premises. For white on brown signs the first step is to contact the highways department of the county council who will advise you about procedures, legal policy and the cost of such signs.
Northamptonshire County Council Highways Department – 01604 236236
Marketing
Marketing is just as important for a small accommodation business as it is an international chain. It lets potential customers know you are in business and persuades them to book with you rather than your competitor.
Explore Northamptonshire Ltd runs a number of initiatives that you can link into as part of your marketing including entries on the Explore Northamptonshire website and the annual Visitor Guide and other publications. Further help and advice on marketing opportunities is provided by the Explore Northamptonshire Marketing Team on 01604 609 593.
Quality Assurance Schemes
VisitBritain the national tourist board has created quality standards for a wide sector of accommodation in Britain, which include hotels, guest accommodation, self catering and holiday homes, touring and camping parks, campus accommodation etc.
The National Quality Assurance Scheme helps you to achieve the rating you want for your business, a rating easily understood by your guests. It also offers a wealth of other marketing, promotional and professional benefits.
In line with national policy, Explore Northamptonshire has an "inspected only" policy for accommodation. This means that accommodation must be star rated in the National Quality Assurance Scheme operated by VisitBritain or the AA to be eligible to advertise in Explore Northamptonshire websites and publications.
For information on the Quality Assurance Schemes in England and how to join contact: Susan Kay, Quality Manager on 01604 609539 or email susan.kay@northamptonshireenterprise.ltd.uk.
Insurance
If you start offering serviced or self-catering accommodation, you need to consider whether you have adequate insurance cover. Most household policies will not cover (i) your use of the premises for business purposes, (ii) your legal liability to employees or paying guests, or (iii) any theft or damage to your property by guests.
Contact: You should contact your existing insurers as soon as possible.
Accommodation Prices
If you have serviced accommodation premises with four or more letting bedrooms, or eight letting beds and all your guests do not book in advance, you need to comply with the Tourism (Sleeping Accommodation Price Display) Order 1977.
The order requires you to display prominently in your reception area, the standard price of overnight accommodation for a single, double and any other type of room.
You must also comply with the following:
Service charge: all prices must be inclusive of any service charge, and this must be stated.
VAT: if VAT is charged, the prices must either include Vat, or exclude it and state the cash amount along with the price.
Inclusive Meals: if prices are inclusive of meals, this must be stated along with the meals included.
Record of Guests
All serviced and self-catering accommodation must keep a record of all guests over the age of 16 (Immigration (Hotel records) Order 1972, as amended).
- You need to record for all guests, on arrival: Full name and nationality
- For all non-British, Irish or Commonwealth guests, on arrival: Passport number and place of issue (or other document which shows their identity and nationality).
- For all non-British, Irish or Commonwealth guests, on/before departure: Details of their next destination (including address, if known)
You must keep each guest’s details for at least 12 months and have the register available for inspection by a police officer or duly authorised person at all times.
Disability Discrimination Act (DDA) 1995
The Disability Rights Commission has produced a guide for those people who own and run guest accommodation. Since 1 October 2004, anyone providing a service will have to address those physical features which make it difficult for disabled people to use their services. This will mean that service providers will have to make “reasonable adjustments” to their premises or the way they provide their services.
For further information log on to www.drc-gb.org or order a copy of the booklet “What do accommodation providers need to know?” by telephone on 08457 622 633.
Business Advice
If you are thinking about starting up in business, but are unsure about how to go about it, you can contact Business Link East Midlands on 0845 058 6644, email to info@businesslinkem.co.uk or visit the online service at www.businesslink.gov.uk/eastmidlands
Guide to Legislation for Accommodation Providers
The Pink Booklet offers practical guidance on the legislation that affects accommodation in England. It is a practical handbook that serves as a valuable tool for anybody involved in visitor accommodation in England. Contact VisitBritain for a copy. Tel: 020 8846 9000 or visit: www.accommodationknowhow.co.uk
Contact information for local Councils
Northampton Borough Council 01604 837837
Corby Borough Council 01536 464000
Daventry District Council 01327 871100
East Northamptonshire Council 01832 742000
Kettering Borough Council 01536 410333
South Northamptonshire Council 0845 230 0226
Borough Council of Wellingborough 01933 229777
Northamptonshire County Council 01604 236236
