OFFICE HOURS
Memorial Day Weekend through Labor Day Weekend
Monday thru Saturday- 9 a.m. to 6 p.m.
Sunday-10 a.m. to 4 p.m.
Non-Peak Season
Monday thru Saturday- 9:00 a.m. to 5:00 p.m.
Sunday-11:00 a.m. to 4:00 p.m.
POLICIES
RESERVATIONS
Reservations may be made online 24 hours a day, by mail, by telephone or in person during office hours. Advance deposits of 50% of the total rent, an administration fee of $40.00 and the Travel Interruption/Cancellation Insurance premium are required within 14 days from the date the reservation is made. Reservations not confirmed with the required deposit will be automatically CANCELLED. Payment in full is required 30 days in advance of arrival. Reservations made less than 30 days prior to arrival require immediate payment in full. Personal check, cash, certified funds (cashier’s/bank check or money order), Visa, MasterCard and Discover are accepted methods of payment. All advance rent payments will be deposited in an interest bearing trust account at Coastal Federal Bank, Oak Island, North Carolina with the interest accrued to Better Beach Rentals.
This will be a Vacation Rental Agreement under the North Carolina Vacation Rental Act. The rights and obligations of the parties to this agreement are defined by law and include unique provisions permitting the disbursement of rent prior to tenancy and expedited eviction of tenants. Your signature on this agreement, or payment of money or taking possession of the property after receipt of the agreement, is evidence of your acceptance of the agreement and your intent to use this property for a vacation rental.
RESERVATION CONFIRMATIONS
Upon receipt of the advance deposits, written confirmation detailing your rental charges, initial deposit amount, and terms and conditions will be mailed to you. When Better Beach Rentals receives your deposit, your reservation is confirmed. Full payment of the remaining balance will be due 30 days prior to your arrival date. Personal check, cash, certified funds MasterCard, Visa, Discover and American Express are accepted methods of payment. A discount of 1% is given for all rent payments (rental charges only) paid by personal check or certified funds. There is a $25.00 service charge on all returned checks. If a check is returned due to insufficient funds or because it has been drawn on an account that has been closed, the reservation is subject to immediate cancellation without notice. Upon receipt of your Vacation Rental Agreement, please check vacation dates, property and all other information for accuracy. Please call our office if there is a discrepancy.
TAXES
Rental rates listed do not include NC State Sales and local occupancy taxes of thirteen (13) percent.
SECURITY DEPOSITS
Each reservation is subject to a Security Deposit as detailed in your Vacation Rental Agreement and must be paid on or before the final payment due date. Better Beach Rentals shall utilize tenant(s) security deposit to reimburse owner for: 1) damage repair; 2) broken or missing item replacement; 3) long-distance telephone or cable television services charges plus a $20.00 service charge; 4) cleaning beyond normal parameters (see Housekeeping below); 5) late check-out; and, 6) keys not returned. All Security Deposits will be deposited in an interest bearing trust account at Coastal Federal Bank Oak Island, North Carolina with the interest accrued to Better Beach Rentals.
OPTIONAL TRAVEL CANCELLATION/INTERRUPTION INSURANCE
Better Beach Rentals offer Travel Protection Cancellation/Interruption Plan. Travel protection charges are automatically added to your Vacation Rental Agreement. If you do not wish to purchase Travel Protection, you may decline the charge by initialing as indicated on page 2 of the Vacation Rental Agreement. While this plan is optional, we strongly recommend it so that you may be financially reimbursed in cases of unforeseeable events, including hurricane evacuations. NO REFUNDS will be given by Better Beach Rentals in the event of unforeseeable cancellations, including hurricane evacuations. Full payment for the travel protection plan must be made at least 30 days in advance of arrival. Better Beach Rentals receives compensation for processing travel insurance premiums.
INCLEMENT WEATHER
Better Beach Rentals will make every effort to make this your most enjoyable vacation ever! However, refunds or rent reductions cannot be made due to inclement weather.
CANCELLATIONS
In the event of a cancellation of a confirmed reservation for any reason, Better Beach Rentals must be notified IN WRITING and will make every reasonable effort to re-rent the property. If the property is re-rented for the original Vacation Rental Agreement amount, tenant will receive a refund of the advance rental payment less a Cancellation Fee in the amount of $75.00. All refunds will be made within 60 days of receipt of the re-rented advance rental payment. If the property is not re-rented, no refund will be paid.
TRANSFERS
Date changes for the same property and for the same rental period may be made without charge. Date changes for the same property but for a different rental period may be made for a transfer fee of $75.00. Property changes require cancellation of the original rental agreement and, therefore, our cancellation policies apply. Tenant/name changes will be accepted upon receipt of written approval from both parties at least 30 days prior to arrival date.
SUBSTITUTION/NON-AVAILABILITY
In the event the property confirmed by your reservation becomes unavailable for any reason whatsoever, Better Beach Rentals will inform the tenant(s) when non-availability is confirmed and prior to check-in whenever possible. Every effort will be made to relocate tenant(s) to a comparable property. Alternate properties may be located in a different part of the island or may have higher or lower rental rates. Tenants will be refunded the difference if the rental rate of the alternate property is lower and will be held responsible for the additional rental costs if the rental rate is higher. Better Beach Rentals is an agent for the property owner and has no authority to change rental rates without the express permission of the property owner(s).
OCCUPANCY
Occupancy is determined by local health departments and is based on septic tank capacity. Prior to making your reservation, please be sure that the property you wish to rent meets the occupancy needs for your group. Exceeding the occupancy level may result in immediate eviction and forfeiture of rent. Properties are rented to family groups only. The tenant who signs the Vacation Rental Agreement must be a responsible adult 25 years of age or older. Misrepresentation will result in the tenant being asked to vacate the premises without refund. No house parties are allowed in any rental property. House parties are defined as occupancy by more than the maximum persons allowed, or unruly, loud or other objectionable activity carried on or around the property. If a house party develops, all tenants will be asked to leave without refund.
PETS – DOGS ONLY
Dogs ONLY are allowed in our “Pet-Friendly” properties. A non-refundable Pet Fee in the amount of $100.00 plus tax will be charged for one pet and an additional, non-refundable fee of $50.00 will be charged for the second pet. No more than two adult, house-trained dogs weighing less than 65 pounds will be allowed in a Pet-Friendly property unless the property owner has specified that only one pet allowed In addition to the non-refundable pet fee(s), pet owners are responsible for any damages caused by pets. Service animals are accepted but owners are responsible for any damages caused by the service animal. Vacation homes that are designated either specifically or by implication as a “No Pets Allowed” property cannot be guaranteed “Pet Allergy Free”. A pet or evidence of a pet in a non Pet-Friendly property will result in forfeiture of rent and will be considered cause for immediate eviction.
PARKING
Parking is limited so plan your vehicles carefully. The use of recreational motor vehicles, trailers, mobile homes, trucks with a camper on the bed, and other vehicles that provide sleeping accommodations, for any purpose other than transportation, are strictly prohibited. Over-occupancy of rental properties includes occupancy in vehicles of this type and subjects tenant(s) to eviction for violation of the occupancy limit. Some properties cannot accommodate parking for a recreational vehicle. If you plan to travel in a recreational vehicle, please contact our office to discuss parking and parking alternatives that may be available.
WEDDINGS AND SPECIAL EVENTS
Weddings and other special events are prohibited without a separate agreement. Special pricing and security deposits may be required. Please contact our office for additional information.
CONDITION OF PROPERTY
Every property we manage is privately owned and reflects each owner’s personal taste. Every effort has been made to represent each property as realistically as possible with regard to space, physical condition, distances to beach accesses, and comparisons. However, we cannot be responsible for changes made by owners in furnishings or equipment, inaccurate descriptions, distance to ocean errors, or printing errors. If you have specific personal requirements, please discuss these with your reservation agent. We will be unable to move you to another property upon arrival or to make refunds.
FURNISHINGS AND EQUIPMENT
All rental properties are furnished for normal housekeeping with dishes, basic cookware, flatware, glasses, and basic appliances. In the event your group is renting more than one property, please do not mix furnishings. Please do not move any furniture. Expenses incurred by Better Beach Rentals for moving furniture back into correct positions will be deducted from your security deposit.
MAINTENANCE AND REPAIRS
Better Beach Rentals and our property owners make every effort to keep all equipment in good working order. Please report any inoperative equipment. We will make every effort to have repairs completed as soon as possible. However, mechanical failure of appliances, electronic equipment, cable or satellite service, plumbing and septic systems, air conditioning and heating systems are beyond our control and NO REFUNDS OR REDUCTIONS IN RENT WILL BE GIVEN.
SMOKE DETECTORS
North Carolina statutes require all Tenants to check smoke detector operation upon arrival and to notify, in writing, the Better Beach Rentals office of any malfunction.
CONSTRUCTION
Better Beach Rentals cannot predict construction plans in the area and, therefore, cannot be responsible for construction occurring near any rental property. No request for compensation or move to another property due to nearby construction will be considered.
GRILLS
Grilling on decks, porches, and balconies is prohibited by local fire ordinances. If you wish to use a grill, please place the grill on concrete or other stable ground surface away from the property. Beach breezes shift often and structures and dune grasses may be easily ignited so it is imperative that you maintain control of flames, embers and ashes at all times. The North Carolina Vacation Rental requires tenants to dispose of all ashes, rubbish, garbage and other waste in a clean and safe manner.
FIREWORKS
Fireworks of any kind are prohibited at vacation rental properties.
HOT TUB RENTALS and WINDOW AIR CONDITIONERS
No temporary hot tubs may be placed on the property at any time. No window air conditioners may be placed in the property without the express written permission of the Agent and Landlord.
LOST AND FOUND
Any personal property left in the rental property will not be the responsibility of Better Beach Rentals; however, every effort will be made to return them to you at your expense. There is a minimum charge of $25.00 for retrieving and shipping any items back to you.
KEYS
Two sets of keys will be issued to the tenant(s) whose name(s) appear on the Vacation Rental Agreement. A $10.00 per key charge will be deducted from the security deposit for all unreturned keys. Due to liability issues, Better Beach Rentals will not issue keys to prospective tenants to inspect properties. Arrangements may be made with Better Beach Rentals to view properties that are unoccupied and at times that are mutually convenient for the prospective tenant, property owner, and Better Beach Rentals staff. In the event the property that you are renting is for sale, it may be necessary to show the property to a prospective purchaser. We will make every effort to arrange the showing at a convenient time with as little interruption to your vacation as possible.
LOCK OUT
If you have lost, misplaced or forgotten the keys for your rental property, you may contact Better Beach Rentals during normal business hours or call our emergency number after hours for assistance. A $20.00 CASH payment will be due to the agent who provides a key or opens the property anytime during non-business hours.
HOUSEKEEPING
Departure cleaning is included for all paying guests. We do require that you:
- Clean all dishes and put them back into their place
- Remove trash and place it in outside receptacles
- Empty and clean out the refrigerator
- Lock all doors and windows
MAID SERVICE
In addition to the cleaning provided before your arrival and after your departure, we are pleased to offer you the convenience of maid service during your stay. Our cleaning costs vary with the size of the property. Call our office for details and to arrange for daily or mid-week maid service. There will be no complimentary cleaning during multiple week stays.
MESSAGES, MAIL and FAXES
We do not deliver messages except in cases of extreme emergency (death, accident, serious illness). After business hours, emergency calls for Oak Island and Caswell Beach should be made to the Oak Island Police Department at 910-278-5595. The telephone number for your rental property is included in your Reservation Confirmation. Please leave this number with anyone who may need to contact you during your vacation. There is no mail delivery to rental properties. Mail and deliveries may be made to you in care of Better Beach Rentals, 5412 East Oak Island Drive, Oak Island, NC 28465. It will be your responsibility to pick up mail and deliveries at our office during business hours. Faxes may be sent to you via Better Beach Rentals at 910-278-8990. You may retrieve your fax messages during business hours and you are welcome to use our office fax to send messages.
WHAT TO BRING
- Toilet Tissue, Paper Towels & Napkins
- Garbage Bags
- Aluminum Foil, Plastic Wrap and Bags
- Dishwashing Soap Dish Towels & Cloths
- Bath Soap Hair Care Products & Hair Dryers
- Medicines and Prescriptions
- Laundry Products
- Sugar, Seasonings, Salt & Pepper
- Beach Towels, Suntan Lotion, Sunscreen & Sunglasses, Beach Chairs, Rafts and Boogie Boards
- Tackle Box & Fishing Rods
- Camera
2007 RESERVATIONS
Current guests have first priority to reserve the same property during the same rental week for next year. While you are here, make your plans for 2007 before Thursday of your rental week. A non-refundable advance reservation fee of $25.00 must accompany your reservation. The advance reservation fee will not be applied to your 2007 reservation. If the current tenant has not reserved the property by the close of business on the Wednesday of their vacation week, the property will be available to other prospective tenants. Prices for 2007 have not been determined and may increase. Advance reservations do not guarantee rental rates. All advance reservations will be held until January, 2007. A vacation rental agreement will be mailed to all approved reservations in early January, 2007 once rental rates and availability have been established with each owner.
PARTIAL-WEEK RENTALS
Some properties allow partial week rentals, with either a two-night or three-night minimum, depending upon the property. Off-season partial week rentals may be made at any time. In-season partial-week rentals may be made no earlier than the Monday prior to the desired partial rental as full-week rentals have priority.
ERRORS
Prices, locations, descriptions in our brochure and on our website as well as on agreements may change from time to time without notice. Every effort has been made to assure that all descriptions and agreements are accurate. However, Better Beach Rentals cannot be held responsible for changes made by homeowners, nature or printing errors.
CHECK-IN TIME
Check-in begins at 3:00 PM. Our goal is to have all properties ready for occupancy by that time but occasionally maintenance or special cleaning may delay check-in time. If you arrive early, you may experience a waiting period.
EARLY CHECK-IN
A limited number of 1:00 PM check-ins are offered for those guests with special arrival needs and must be requested at least 30 days prior to arrival. The fee for this special service is $50.00. We may not be able to offer Early Check-ins for certain homes if the owner has the preceding week or if urgent repair work is needed. You will be notified if we will be unable to provide this special service so that you may plan your trip accordingly.
CHECK-OUT
Check-out no later than 10:00 AM. We’re sorry, but no exceptions can be made as we must have time to clean and inspect all properties for arriving guests. A late check-out will result in additional charges to your account. Please return all keys to our office. A fee in the amount of $10.00 will be charged for any keys not returned. Tenant is responsible for cleaning all dishes and putting them back into place, removing all trash and placing it in outside receptacles, emptying and cleaning out the refrigerator, and locking all doors and windows.
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