General Rental Information
Hatteras Realty Rental Information
The following information will assist you in making your reservation and provide valuable information about your stay. We recommend that you make a copy of this page and bring it with you on your vacation.
Our 2008 portfolio includes over 525 of Hatteras Island’s finest vacation homes. You’ll find our homes’ decor, furnishings and toys (games, books, audiovisual equipment) reflect the owners’ personal taste. Play house while the host's away, but remember you are an invited guest. Enjoy yourself immensely, but don’t leave any unpleasant memories of your stay for others. Basic equipment provided with every home includes standard large and small appliances in the kitchen, telephone, answering machine, washer/dryer, enclosed hot/cold outside shower, fish cleaning station, grill, stereo and at least two color TV/VCR or DVD. All homes have central air-conditioning and heat. In lieu of the traditional thank you after your stay, our hosts have requested that you complete the guest survey sheet.
Housekeeping
Each home is equipped for basic housekeeping. Kitchens are stocked with cookware and dinnerware. Beds have mattress pads, bedspreads/blankets and pillows. You’ll need to bring all paper products, soaps, staples, personal items and linens. Linens may be reserved from Hatteras Realty with the rental. Note that some houses for 2008 provide linens. Check house descriptions for specifics. For a more complete packing list see, THINGS TO BRING.
Our homes are cleaned after every guest. Pleeeease call our housekeeping department if the home is not cleaned to your satisfaction upon check-in. We can correct the situation right away. We offer a mid-week spruce up if you wish. The rates start at $60 plus tax.
Making A Reservation for 2008
Browse through the rental brochure and choose at least 3 homes that will suit your party’s needs. NC State and County health regulations require homes on septic systems be limited to two occupants per bedroom. Bedding is listed only to accommodate flexibility in sleeping arrangements and not to represent occupancy.
Be sure to check out our New Home Additions. Once you have made your choices, you may view, check availability and then reserve your house on-line through our website! If you prefer to make your reservation by telephone, please call us during regular office hours on our reservation HOTLINE (800-428-8372) to confirm the availability of your selections and to secure a tentative reservation. The toll free HATTERAS RESERVATION HOTLINE is a dedicated reservations only number. In addition you may fax us (252-995-4040) or email us (info@hatterasrealty.com) your reservation requests. We will research the availability and either call, fax or email a reply. Please direct all other inquiries about rentals and the area to 252-995-5466 and sales to 252-995-4600.
Reservations
Designate one person in your party to be responsible for all payments and correspondence regarding your reservation. After you reserve the property, we will mail a confirmation/lease agreement to you confirming your reservation. You’ll need to return a signed copy of your lease along with an advance rent payment of one half the gross rent, $90 administration fee plus tax and trip insurance (if selected) within 14 days of the lease date. The signed lease and advanced rent payment must be returned to us within the allotted time or the reservation will be automatically canceled without notice.
Please read the package carefully. An explanation of the charges accompanying your rental fee is included: 6.75% NC sales tax, 5% lodging tax (subject to change), security deposit and special charges. Please note that a $90 administration fee plus tax is due with your initial payment. This fee covers added tenant services and administrative costs. When making your remittance, please be sure the name the reservation is booked under can be found on your check or money order along with the reservation #, house name and dates of stay.
Final Balance
Please, mark your calendar. We do not send out separate billing for the final balance. Final payment must be made no later than 30 days prior to your arrival. If the balance is not received by this time we will treat the reservation as a cancellation and make every effort to re-rent the home to minimize your loss (see CANCELLATIONS). Checks should be made payable to HATTERAS REALTY INC. Payments made after this 30 day deadline are subject to a $15 late fee and must be made by either a cashier’s check, certified check or money order. Please give us a call to reconfirm your reservation and let us know your money is in the mail.
NO PERSONAL CHECKS WILL BE ACCEPTED AFTER THIS 30 DAY DEADLINE.
BIENVENUE!
CANADIAN RESERVATION PAYMENTS MUST BE MADE IN U.S. FUNDS.
To better accommodate our Canadian guests, we will allow payments made at least 90 days prior to your check in date to be paid with checks paid in US Funds and drawn on Canadian Banks.
We require a longer processing time for these checks because banks in our location do not regularly deal with foreign banks and exchange rates. The time needed for foreign checks to clear the bank is longer than for domestic checks. This will sometimes cause a difference in the amount collected due to possible exchange rate differences.
ANY PAYMENTS RECEIVED LESS THAN 90 DAYS BEFORE THE CHECK IN DATE MUST BE PAID IN US FUNDS AND MUST BE MADE BY A CASHIER'S CHECK OR MONEY ORDER.
Partial Weeks & Long Weekends
Remember Hatteras Island when planning your next spring or fall weekend or mini-vacation! Our mild weather, relaxing environment and variety of activities—shopping, fishing, and dining are both energizing and refreshing. Three night minimum, partial week rentals in the Off season are offered. We can take your reservation two weeks before your scheduled arrival date. Some homes offer partial weeks during the Mid, In and Prime season, but can only be booked one week before the date of arrival. To determine the rate for partial weeks, use the following formula: Three day rate is 1/5 of the weekly rate times 3 nights. Each additional night add 1/5 of weekly rate. Add $90 administration fee + taxes, trip insurance (if selected) and the refundable security deposit or security deposit waiver.
Last Minute Reservations & Payments
The prices quoted on our web site and in our brochure are based on payments sent to us by mail or paid to us in person. If you elect to pay by phone, a non-refundable “convenience fee” plus tax, will be charged to accommodate this convenience. Reservations made less than 30 days prior to actual check-in require full payment via credit card over the phone (Security Deposits must be paid by cash or check only), cashier/certified check or money order mailed overnight to Hatteras Realty. We apologize, but we cannot accept personal checks or credit cards at check-in. Please express mail all rental payments to Hatteras Realty, PO Box 249, Avon, NC 27915. Air couriers (Fed Ex, UPS, DHL) need our street address: 41156 Hwy. 12, Avon, NC 27915.
Security Deposits
A minimum of $300 security deposit is required for each of our properties. The security deposit is payable as part of the final balance and is listed in the lease agreement. A member of our staff will carefully inspect the rental property after your departure and the full security deposit will be processed for return to you within 45 days of your departure date provided the cottage is left clean and damage free. Security deposits are collected and disbursed in accordance with the NC Vacation Rental Act. Upon your arrival please verify that your home is ship shape and notify the rental office immediately if anything is out of order.
Most Hatteras Realty homes offer a Security Deposit Waiver Option as an alternative to paying the Cash Security Deposit. The cost for the Security Deposit Waiver (SDW) is included on your Advance Rent Request/Lease when applicable. Purchasing the SDW in lieu of paying the Cash Security Deposit does not negate your responsibilities as a tenant. If you choose not to waive the Cash Security Deposit, initial where indicated on the lease, and your final balance will be adjusted accordingly.
Vacation Interruption Insurance
We offer VACATION INTERRUPTION INSURANCE covering financial losses you may incur because of unforeseen circumstances, illness and injuries—it even includes coverage for mandatory hurricane evacuations. The cost of Trip Insurance is indicated on your rental lease and is due with your advance payment. For details, please read the brochure outlining the benefits, exclusions and limitations included with your rental lease or call the toll free number on the brochure for any questions about coverage. We highly recommend this coverage to protect your vacation investment.
Hatteras Realty and the homeowners we represent are not responsible to refund monies paid in the event of mandatory evacuation, in accordance with the NC Vacation Rental Act. (Please see Repairs, Bad Weather and Refunds) Hatteras Realty is licensed by the NC Insurance Commission to offer this insurance and is compensated by the underwriter.
Cancellations & Transfers
In the event that you must cancel your reservation, notify us as soon as possible in writing. We will make every effort to re-rent the property. If we re-rent your cottage all monies (less a $90 cancellation fee, administrative fee, and trip insurance premium) will be returned within 30 days after we have received the re-booking advance rent payment from the new tenant. If after diligent effort, we are unable to re-rent the property, the full rent payment will be forfeited. If you need to change your vacation dates, then 30 days or more prior to check-in, your dates may be switched to a week of equal value or rent applied towards a week of greater rental value within the same property / same year, subject to a transfer fee of $90 plus tax. Please contact our office for policy on switching from a higher season rate to lower season rate.
Check-In
Check-in begins at 4 PM Saturday and 3 PM Sunday and is guaranteed by 6 PM Saturday and 5 PM Sunday. Plan your arrival accordingly. At check-in you will receive two sets of keys, directions to the property and any rental items reserved. Houses which provide linens will have them delivered in plastic bins at the lowest level entry. If your home is not ready when you arrive, you may relax at our Club Hatteras facility. During the In and Prime seasons, if you are certain you will arrive after 6 PM, notify us by fax or email a minimum of 4 days prior to your arrival and you will be rewarded with a coupon for a free pizza, 2 movie tickets, or other similar gift certificate. This will enable us to prioritize our cleaning schedule. If paid in full, call the office and we will make arrangements for you to pick up your check in packet and directions after hours. If your cottage is located in the village of Hatteras, you will check-in at the Hatteras office located at 57204 Atlantic View Dr. If your cottage is located in one of the villages of Rodanthe, Waves or Salvo, you will check-in at our Waves office located at 25438 NC Hwy 12. All other check-ins will be through the Avon office.
Check-Out
Check-out is no later than 10 AM sharp on your date of departure. There will be a $45/ hour late check out fee for those who don’t comply. Guest check-out duties: take out trash, vacuum, and wash and put away dishes or start dishwasher as listed on the back of the Guest Survey included in your check-in packet. These should be completed and home keys and rental items returned to our office. If you had rental linens delivered to your home, you will need to strip the beds and put dirty linens back into the plastic bins and our staff will pick them up. If you plan to leave earlier than the opening of the rental office, please leave the keys in the key box next to the office door and any rental items in the area adjacent to the realty office.
Early Check-In / Late Departures
A limited number of 1 PM check-ins or departures are offered for those guests with special arrival / departure needs. Please mark either the “EARLY CHECK-IN” or “LATE DEPARTURE” space on your lease. The cost is $60 + tax per option. We cannot offer the “EARLY CHECK-IN” or “LATE DEPARTURE” in certain homes, if the owner has the preceding/ following week or if urgent repair work is needed. You will be notified if we will be unable to deliver these special services so you can plan your travel time accordingly.
Pets
Please declare all pets. Some of our homes welcome your four-legged family member (one per house, unless otherwise approved). However, pets are not allowed in many of our homes. An additional nonrefundable pet charge of $75 per pet, plus tax or as specified, is required. All our beaches have leash laws. TENANTS WILL BE SUBJECT TO EVICTION WITHOUT REFUND IF PETS ARE FOUND ON THE PREMISES OF ANY HOME NOT ALLOWING PETS.
Repairs, Bad Weather & Refunds
HATTERAS REALTY will make every effort to make this your most enjoyable vacation ever. Refunds cannot be made due to inclement weather or mechanical failure of equipment. Any necessary repairs will be made as soon as possible. One of the small trials of living on a barrier island is that we are often forced to wait for parts and repairs beyond what would appear routine at your home. However, the earlier you report a problem, the sooner we can make it disappear.
After several years of weathering hurricanes and the associated refunds, our homeowners have asked us for hurricane relief, and we agree, it’s time to share the weather burden. We can no longer offer refunds in the event of a hurricane evacuation. Fortunately, trip insurance is an affordable, viable alternative. Please select the vacation insurance option detailed on your lease (see Vacation Interruption Insurance) and protect your vacation investment.
As agents, we are authorized by our owners to rent to family groups only. No sororities, fraternities or other such non-family groups are permitted. The Leaseholder must be 21 years of age. The Leaseholder is responsible for payment, deposits or other responsibilities as detailed in the lease.
The Agent shall place the advanced rental payments and security deposits in an interest-bearing trust account with RBC Centura Bank with accrued interest payable to the Agent. Advance rental payments are disbursed to the owners on a monthly basis. Every effort is made to ensure that information in this website is accurate and complete; however, we cannot be held responsible for possible typographical errors or changes made by homeowners in furnishings, equipment, bed arrangements, or rates.
2009 Reservations
Hatteras Realty loves repeat renters. Advance reservations will be accepted for 2009. If the home you desire to rent is available, we require an advance rental reservation fee of $25 plus tax. You have seven days to confirm your reservation with a check. This advance rental reservation fee is nonrefundable. 2008 guests have priority for the same cottage /same week (s) in 2009. However, you must book by the close of business the first Tuesday of your stay. Please contact our office for further details.
Linen & Equipment Rental
Although many of our homes provide linens, some do not. Please make LINEN RESERVATIONS AT LEAST 30 DAYS PRIOR TO YOUR ARRIVAL. Supplies are limited. Whole house Linen Packages may be rented (sheets for all beds and towels & washcloths for the occupancy of the home) and pricing will be on your initial lease or partial linen orders are accepted (mark your lease with the number and type of linens needed) and you will be billed on your Confirmation. Partial linen rentals must be returned to the office. Linen packages will be picked up at the house.
|
LINEN |
COST |
|---|---|
|
King/Queen (* per set) |
$ 13.00 |
|
Double/Single (* per set) |
$ 13.00 |
|
Pillow Case (each) |
$ 2.00 |
|
Bath Towel Set (per set**) |
$ 4.00 |
|
Bath Mat (each) |
$ 2.50 |
|
* Set = 2 sheets + 2 pillowcases ** Set = 1 Towel + 1 washcloth |
Prices quoted are a one time per stay charge.
Messages, Mail & Phones
If you receive mail, we will hold it at the office for you to pick up. ONLY EMERGENCY MESSAGES WILL BE DELIVERED. We will be happy to take telephone messages at 252-995-5466. Sorry, no messages can be taken on our 800 toll free reservation lines. Every home in our rental program is equipped with a telephone and the phone number is printed on your confirmation. Owners graciously furnish telephones for your convenience and safety. Please don’t abuse this privilege by charging long distance calls to your host’s phone. The telephone in your rental home is not connected to a switchboard. Any long distance calls should be charged to your calling card or made collect. If a toll call appears on the owner’s phone bill for the dates you were in the property, the amount of the calls and a $20 service fee will be billed to your account. We can now offer unlimited VoIP Long Distance service on a per reservation basis for a rate of $19.95 + tax. You can mark your lease or sign up on arrival. This service covers calls in the US, Canada, Mexico and 30+ other countries around the world.
Errors and Omissions
Every effort has been made to provide accurate and complete information in both our brochure and on our website; however, we are not responsible for printing errors, omissions, equipment failure, owners changing their listings, or views offered by the unit changing after printing. Hatteras Realty cannot be held responsible for printing errors or for changes in rates, furnishings or equipment made by homeowners. Aerial photographs are intended to show general location only and are in no way guaranteeing the beach access, as the ebb and flow of the ocean tides alter our shoreline continually.
Non Smoking Cottages
Please respect the wishes of our owners and guests and do not smoke in the homes listed as Non-Smoking. They will have the no smoking icon and/or a bullet listing the home as non-smoking.
Fireworks
ALL FIREWORKS ARE ILLEGAL ON HATTERAS ISLAND. Use of illegal fireworks at a rental cottage is grounds for eviction. Fireworks are not permitted on the property. The lessee will be held responsible for any damage to any rental home caused by fireworks.
Vehicles on the Beaches
There are ramps to access the National Seashore by vehicle. Only licensed vehicles are allowed on the beach. ATV’s, dirt bikes, dune buggies, etc. are not allowed. The launching or operation of jet skis or personal watercraft within 150 yards of the Park Service shoreline is prohibited. www.nps.gov/caha/faqs.htm
New Construction
New construction is taking place on the Outer Banks. We cannot be responsible for homes that may be under construction next to or near the home you rent. New construction may also alter the views from homes. Please realize that this is a situation that changes quickly, of which we are often not aware, and is a matter beyond our control. Refunds or substitutions cannot be made.
Owner Closets
Most homes have locked owner’s closets or cupboards for the owners’ personal items. Please respect them.
Miscellaneous
Motor homes may not be plugged into electrical outlets at the cottages, connected to septic systems, or used for accommodations. Some subdivision covenants prohibit parking motor homes on the property.
Elevators are provided in many of our homes. Please follow all safety instructions posted. Children are not allowed to ride or operate the elevator unattended due to the risk of serious injury or death. Elevator doors should remain closed at all times, except when entering and exiting.
Rearranging furniture or taking inside furniture or electronics outside is not allowed.
Fireplaces are available in the Off Season only. Some homes have fireplaces, but do not advertise them and don’t make them available for guest use.
Lost & Found: Be sure to gather all of your personal items. We will not be responsible for any items left in the unit. Items will be returned COD and will include a $20 fee plus postage. Lost and found items unclaimed after 30 days are turned over to charity.
Weddings, reunions, special events and other large gatherings are only allowed in some homes and require a separate agreement. Special pricing and security deposits may be required. Please call and make arrangements with our event team.
The NC Division of Marine Fisheries now requires a NC Coast Recreational Fishing License for person 16 years or older. We suggest you purchase these in advance of arrival through one of the local tackle shops (see Concierge for list of area tackle shops). You can purchase an Annual License or a 10-day License. There are different prices for NC Residents and Nonresidents. For more information visit the NC Division of Marine Fisheries website at www.ncfisheries.net/recreational/NCCRFL.htm
Home Computers & Internet
Access
Many of our homes are now offering a variety of Internet/computer options. Homes with Silicon Travel Service (800 support # for troubleshooting), or computer WiFi or high speed Internet access (cable or dsl modem) have an icon. Review the homes bullets and descriptions to find out everything that the home provides. Bring a network cable in case the home only provides high speed access and not wireless. And, because all of these services are provided by outside vendors, Internet access cannot be guaranteed.
Private Pools & Hot Tubs
Many of our homes feature private pools, (some heated) and hot tubs for your vacation enjoyment. Pools and hot tubs are chemically serviced and cleaned regularly. It is the guests’ responsibility for the supervision and appropriate use of these amenities. Each pool and hot tub has rules posted. If you cannot find these rules posted, please contact our maintenance office and they will provide you with them.
POOLS are available for guest use for weeks including May 1 through October 31. Pools are chemically treated and serviced on your arrival day. There will be a mid-week chemical check. Charges will apply for any additional cleaning required due to guest negligence or abuse.
We offer pool heat to our guests from April 26 to June 15, 2008 and from September 6 to October 26, 2008 unless noted differently in the property description. Various methods are used to heat pools. Thermostats are set at 80 degrees Fahrenheit. Each of these methods has limitations and heat may be unavailable without notice. Tampering with thermostats or equipment will result in an additional charge to the guest.
HOT TUBS are available year round unless otherwise indicated in the property description. Hot tubs are serviced on the day of your arrival. For multi-week rentals, the tub will be serviced once per week for each week of your stay. If you request additional cleaning there will be a $45 charge for this service.
Hot tubs can be dangerous for children, pregnant women, and other people requiring medical attention or with sensitive skin conditions.
Please take special care with hot tub covers as they are only styrofoam with a vinyl cover and can break easily. They are not intended to be used for sitting or walking upon.
Guests are not allowed to rent hot tubs or soft tubs for homes not equipped, due to possible electrical or structural problems that could arise.
Dictionary of Terms
Administrative Fee - A booking & service fee.
Baby Equipped - At least a porta-crib & highchair.
Beach Access - Public beach boardwalk or sand path.
Captain’s Bed (Capt’s) - Bunk bed with a single mattress on top, double mattress on bottom & a single pullout trundle bed underneath.
CTV - Cable Television.
Florida Room - (sun room) Room that may be used as a sitting area or to house the hot tub.
Garden Tub - Oversized bathtub.
Hot Tub - Tub with jets & seating for multiple people. Has constant filtration system, requires chemical treatment & is kept at a temperature between 98 & 104 degrees. Not drained after each use.
Jacuzzi / Whirlpool Tub - Bathtub with jets.
Linens - Sheets (1 set per bed) & towels (1 bath towel & wash cloth for the maximum occupancy. 1 bath mat per bathroom). Linens are not provided for sleeper sofas & trundle beds.
Houses which provide linens will have them delivered in plastic bins at the lowest level entry. Beds should be stripped upon departure and dirty linens placed back in the plastic bins.
Master Suite - Bedroom with private access to a private bath.
Oceanfront - The lot is located on the ocean side of Hwy 12 with no other lots between it & the ocean. Many oceanfront lots are protected by a single or double dune line between the lot & the water’s edge. Not all oceanfront homes have ocean views.
Oceanside - The lot is located on the East side of Hwy 12 and is West of the Oceanview homes.
Oceanview - The lot is located one lot back from an oceanfront lot. Not all oceanview homes have ocean views.
Pyramid Bed (Pyr) - Bunk bed with a single mattress on top & a double mattress on the bottom.
QSS - Queen sofa sleeper
Semi-private Master Suite - Bedroom with private access to a shared bath.
The Sound - A long, wide body of water connecting larger bodies of water. Locally, refers to Pamlico Sound which is located between Hatteras Island & the mainland of North Carolina.
Trundle Bed - Single mattress that is stored under another bed & can be pulled out when needed.
Unlimited Video Rentals - A membership at one of the local video stores enabling guests to check-out movies & video games at no cost.
Phone Numbers:
|
Contact |
Number |
|---|---|
|
Emergency |
911 |
|
Police, Non-Emergency |
473-3444 |
|
Health East, Hatteras Village |
986-2756 |
|
Health East, Avon |
995-3073 |
|
U.S. Weather Service |
995-5610 |
|
Dr. Slagel, DDS, Frisco |
995-4101 |
|
National Park Service |
995-5044 |
|
U.S. Coast Guard, Hatteras |
986-2175 |
|
U.S. Coast Guard, Oregon Inlet |
987-2311 |
|
Oceans Edge Golf Course, Frisco |
995-4100 |
|
Duck Woods Golf Course, Duck |
261-2609 |
|
SeaScape Golf Course, Duck |
261-2158 |
|
Village at Nags Head |
441-8074 |
|
Locksmith |
995-4533 |
|
Hatteras Realty |
995-5466 |
|
Hatteras Realty After Hours Emergency |
995-6763 |
Things to Bring:
|
|
