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.
Welcome to the Hatteras Realty Vacation Wishbook. Our 2010 portfolio includes nearly 600 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 email.
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 2010 provide linens. Check house descriptions for specifics. For a more complete packing list see page 240, 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 $75 plus tax.
Making A Reservation for 2010
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 on our Internet site, www.hatterasrealty.com. 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. In addition you may fax us (866-896-8667) or email (info@hatterasrealty.com) your reservation requests. We will research the availability and either call, fax or email a reply. Please direct Sales inquiries to 888-250-4491.
Reservations
Designate one person in your party to be responsible for all payments & 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 reservation 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: 7.75% NC sales tax, 5% lodging tax (subject to change), security deposit & special charges.
Please note that a $90 administrative fee plus tax is due with your initial payment. 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 BY MONEY ORDER OR BY CASHIERS CHECK PAYABLE ON A U.S. BANK. NO CANADIAN CHECKS WILL BE ACCEPTED.
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. Some homes do offer partial stays that can be booked well in advance 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 reservation fee + taxes, trip insurance (if selected) and the refundable security deposit or security deposit waiver.
Last Minute Reservations & Payments
The prices quoted in this brochure and on our website are based on payments sent to us by mail or paid to us in person. Hatteras Realty uses a third party credit card processor (Vacation Rent Payment) for credit cards (VISA, MasterCard, Discover) and electronic checks. There is a convenience fee charged by them for each transaction. Please contact the Reservations Department for instructions at 800-428-8372.
Reservations made less than 30 days prior to actual check-in require full payment via credit card, cashiers/certified check or money order mailed overnight to Hatteras Realty. We cannot accept personal checks at check-in.
Please express mail all rental payments to Hatteras Realty, PO Box 249, Avon, NC 27915.
Air couriers (FedEx, UPS, DHL) will need our street address: 41156 Hwy 12, Avon, NC 27915.
Security Deposits
A minimum of $350 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. We consider these funds as your insurance that your vacation home is cared for by each vacationer. 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 (from May 15 - October 15). 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, 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 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 prior to arrival. Some of our homes welcome your four-legged family member (one per house). However, pets are not allowed in many of our homes. An additional nonrefundable pet charge of $90 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, sickness, death 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 e (see Vacation Interruption Insurance) and protect your vacation investment.
Occupancy
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. 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 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 brochure 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.
2011 Reservations
Hatteras Realty loves repeat renters. Advance reservations will be accepted for 2011. 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. 2010 guests have priority for the same cottage /same week(s) in 2011. However, you must book by the close of business the first Tuesday of your stay. Please contact our office for further details.
Linen Rentals
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 delivered and picked up at the house.
PRICES ON PARTIAL LINEN ORDERS:
ALL SIZES OF SHEETS (per set*) $15.00
PILLOW CASE (each) $2.00
BATH TOWEL SET (per set**) $5.00
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 800-428-8372. 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 $25 + 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, Hatteras Realty cannot be held responsible for printing errors, omissions, equipment failure, owners changing their listings, or views offered by the unit changing after printing.
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 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 from October 1st to May 1st. Some homes have fireplaces, but do not advertise them and do not 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, 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 or Email events@hatterasrealty.com .
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. 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 computer and/or Wi-Fi 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.
Group Homes
Looking for a great location for a large group vacation? Planning an event and want your guests staying close by? We have several group homes available for rent. We have created a list of group homes and neighboring homes to make planning your vacation easier. Find a vacation home in the same area as your friends or rent neighboring houses for larger families. Whatever your group needs may be, find the perfect homes via our Group Homes list..
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.
PRIVATE 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 May 1 to June 12, 2010 and from September 4 to October 30, 2010 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.
Many locations have community pools (some heated). Hatteras Realty has no control over the availability of these facilities for guest use.
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 fee
Baby Equipped - Home provides at least a porta-crib or Pack-N-Play & hi-chair.
Beach Access - Public beach boardwalk or sand path.
Canalfront - Lot is located on the west side of Hwy 12 and is situated on a canal or channel that leads to the sound.
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.
Handicapped Friendly - Home is equipped with a minimum of an all-floor elevator and 1 handicapped friendly full bath. Please note that these homes may not meet ADA requirements for accessibilty.
Hot Tub - Tub with jets that sits in a common area such as a deck or sun room. Has constant filtration system, requires chemical treatment & is kept at a temperature between 98 and 104 degress. Not drained after each use
Jacuzzi / Whirlpool Tub - Bathtub with jets.
Klub Koru - Home provides 12 daily passes to the Spa Koru facility during your stay. Passes can be used for the fitness center or for classes.
Lakeside - The lot is located on the west side of Hwy 12 and is positioned on a small lake or pond.
Linens - Sheets (1 set per bed) & towels (1 bath towel & wash cloth per person based on bedding. 1 bath mat per bathroom). Linens are not provided for sleeper sofas.
Houses which provide linens will have them delivered in plastic bins at the lowest level entry. Beds should be stripped before departure and dirty linens placed back in the plastic bins.
Master Suite - Bedroom with direct access to a private/semi-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-Soundfront - The lot is located on the west side of Hwy 12 and has direct sound access. These homes may sit back from the sound 1 or more lots.
Soundfront - The lot is on the west side of Hwy 12 with no other lots between it and the sound. Distance, views & access may vary from house to house.
Soundside - Home sits on the West side of Hwy 12 & provides no direct access to the sound or ocean. Public access to the sound and ocean are available.
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 |
252-473-3444 |
|
Health East, Hatteras Village |
252-986-2756 |
|
Health East, Avon |
252-995-3073 |
|
U.S. Weather Service |
252-995-5610 |
|
Dr. Slagel, DDS, Frisco |
252-995-4101 |
|
National Park Service |
252-995-5044 |
|
U.S. Coast Guard, Hatteras |
252-986-2175 |
|
U.S. Coast Guard, Oregon Inlet |
252-987-2311 |
|
Duck Woods Golf Course, Duck |
252-261-2609 |
|
SeaScape Golf Course, Duck |
252-261-2158 |
|
Village at Nags Head |
252-441-8074 |
|
Locksmith |
252-995-4533 |
|
Hatteras Realty |
800-428-8372 |
|
Hatteras Realty After Hours Emergency |
252-995-6763 |
Things to Bring:
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