Policies & Procedures
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Advance Reservations (back to top)
Current year guests get the first opportunity to reserve the same property, for the same week, in 2013. If you would like to reserve the same rental home for next year, please complete the Advance Reservation Form included in your check-in packet and return it to our office by your departure date. There is a non-refundable $50.00 deposit that will be applied toward the rent for all advance reservations.
Otherwise, reservations must be made by 5:00 p.m. the Monday following departure. Beginning 9:00 a.m. on Tuesday, the house will be made available to all guests. Advance reservations are subject to availability.Should the property become unavailable we will be happy to assist you in finding an alternative property.
Please note that most properties have authorized 2012 rates for 2013 for repeat guests reserving the same property, for the same week; however, there are some properties that have not. If the property you reserve on the Advance Reservation Form has authorized 2013 rates, a lease agreement will be mailed to you requesting your signature and deposit (less the $50). The signed lease and deposit are due back to Seaside Vacations seven (7) days after you receive the lease agreement. If the property has not authorized 2013 rates, your reservation will be considered a “Tentative Reservation.” A lease agreement will be mailed to you requesting your signature and deposit as soon as the 2013 rates have been authorized.
Remember, if you do not reserve your house by your check-out date, it will become available to others. Advance reservations are based on availabliity and are tentative until your first payment is due.
After-Hours Emergencies (back to top)
Contact Seaside Vacations during business hours for any maintenance issues or leave a message after business hours and we will return your call the next day.
Our after-hours emergency service is for extreme emergencies only (fire, electrical, lightning strike, water leaks and lock-outs). Should you have an after-hours emergency, please call our office at 252.261.5500 and listen for the after-hours emergency prompt. You will be able to leave a message and your call will be returned promptly.
Beach Nourishment & Construction (back to top)
Some areas along the beaches will be involved in beach nourishment projects or construction projects may be in progress nearby during your stay. You may experience some inconvenience during these endeavors. Seaside Vacations cannot predict when or where these jobs will begin or how long they will last. Since we have no control over these situations, no compensation or moves to other properties are permitted.
Cancellations & Transfers (back to top)
Cancellations or transfers (including date changes or switching of homes) must be made in writing. Guest is responsible for verifying that Seaside Vacations, Inc. has received cancellation letter. We cannot refund any monies until cancelled period is fully re-rented and confirmed for the same rental amount. (Guest will be responsible for any discounts extended to re-rent the property.)
Once the property is re-rented, all payments (excluding trip cancellation insurance premium and $200 cancellation fee) will be refunded. Every effort is made to re-rent the home; however if the home does not re-rent, all monies received will be forfeited.*
*Any "extra fees" paid by the guest (Special Event fee, Security Deposit or Security Deposit Waiver fee, Pet fee, Early Check-In fee, Late Check-Out fee, Mid-Week Cleaning fee, etc.) will be refunded by Seaside Vacations.
Check-In (back to top)
Check-in is at 4:00 PM on your date of arrival.
Please Note: We make our best effort to see that your home is ready by 4:00 PM. However, there are some situations where additional cleaning and maintenance are required and homes may not be ready until after 4:00 pm. When necessary, we reserve the right to extend check-ins to allow extra time for cleaning or maintenance. Tenants may not go to the property, including driveways and outside showers, prior to check-in, as this will delay the cleaning and maintenance process.
Keep the following in mind during your stay:
- Please be respectful of the owner’s property. Do not move furniture.
- Keep doors/windows closed when the A/C is on.
- Do not turn the thermostat below 72 degrees in the summer; you may freeze the unit and it can take up to 24 hours to thaw and begin cooling the home.
- Grilling is not permitted on decks.
- Do not remove any item from the home. (Some homes have additional security.)
- Owners’ closets are clearly marked and off limits. Please do not try and open.
- Follow all posted pool/hot tub rules. Children must be supervised in the pool area at all times. No pets are allowed in the pool, pool area or hot tub.
- If an alarm sounds on a pool entry door, please close the door, locate the alarm and press the button to deactivate for a 10-second window for entry/exit.
- Please do not overfill the refrigerator or block venting for optimal cooling.
- Allow up to 24 hours for the refrigerator to cool after filling with groceries.
Early Check-In
For an additional $90 fee (plus tax), guests may check-in between 12:00 PM and 1:00 PM, as homes become available. This fee applies whether or not you arrive prior to regular check-in time. Contact a vacation specialist at 866.884.0267 to request early check-in.
Please note: Early check-in is not available for homes with six or more bedrooms. Some services may not be completed prior to early check-in and guests should expect staff or vendors to service the home in the afternoon or early evening.
After-Hours Check-In
For guests who do not arrive prior to 6:00 PM on check-in day, drop boxes are located at the front door of the check-in office (be sure to verify which office you will check in at: Corolla, Kitty Hawk or Nags Head). Keys and check in packets will be left in the drop box for guests who have returned a signed lease and who have paid for their reservation in full.
Check-Out (back to top)
Check-out is at 10:00 AM on day of departure. Cleaning crews arrive at the home at 10:00 AM; your prompt departure is appreciated.
All keys are to be returned to our office upon departure. (Keyless entry guests do not have to stop by the office to check out. You may leave your survey and pre-reservation form on the table.)
Please leave the home tidy by completing the following items:
- Clean out the refrigerator and leave the refrigerator/freezer settings on medium. You may bring any unopened, nonperishable food items to our office for the local food banks.
- Place all trash in the cans provided or in a nearby dumpster. Move trashcans/recycle bins to the street the night before you leave. (Pick-up is done prior to dawn.)
- Please wash all dishes and put them away or place them in the dishwasher and begin the cleaning cycle.
- Turn the thermostats to 75 degrees (summer) and 55 degrees (winter).
- Please turn off all inside and outside lights.
- Leave grills, furniture and accessories as you found them.
- Remove toys/trash from the pool area. Make sure the hot tub cover is secure.
- Leave the linens on the beds and the towels in the bathroom.
- Make sure the propane tank has been shut off for all gas grills. Please clean any and all grills using the grill brush provided.
- Check closets, drawers and under beds for personal items.
- Please make sure you close and lock all windows and doors and also have someone check the security of all doors and windows from outside the home. For keyless entry homes, please remember to lock the deadbolt when you leave.
Late Check-Out
You may pay an additional $90 (plus tax) fee to check out by 12:00 PM on the day of departure.
Please note: Late check-out is not available for all homes. Contact a vacation specialist at 866.884.0267 to request a late check-out.
Disclosure (back to top)
Every effort has been made to ensure that our descriptions, amenities available, rates and distances to ocean accesses are accurate. However, we CANNOT BE HELD RESPONSIBLE for changes made by owners in furnishings or equipment, inaccurate descriptions, distance to ocean errors, or printing errors.
We regret that we will be unable to move you to another home or compensate you for errors or omissions that may be included on our website.
Dog Friendly Homes (back to top)
Dog friendly homes allow one (1) mature, house-trained dog (75-pound limit). Dogs are not allowed in any rental home unless otherwise indicated. Cats and other animals are not permitted. A $125 fee (plus tax) is added to the rental amount. Dogs (and any other animal) are not allowed in pools, hot tubs or spas. Tenants are responsible for any damage incurred by their dog, as this type of damage is not covered under our security deposit waiver fee. Owners of dogs at non-dog homes will be subject to a $200 unauthorized pet fee and may be evicted without a refund. Please be aware that all of our beaches have leash laws.
Housekeeping (back to top)
We are pleased to offer additional linens and towels and mid-week cleaning. Check our our Available Extras page or contact a vacation specialist at 866.884.0267 for details and prices.
Keys (back to top)
Upon check-in, you will receive keys to your vacation home. All keys are to be returned to our office upon departure.
Guests staying in keyless entry homes will be sent their access code prior to arrival. Upon departure, please leave your survey and pre-reservation form on the table. (You do not have to stop by the office to check out.)
Lockouts
There is a $25 charge for delivering keys. This is payable to the person who lets you in. (Vendors will not usually make service calls after business hours.)
Lost and Found (back to top)
Seaside Vacations will not be responsible for any items that you leave in your rental home. Lost items will be held for two weeks. After that time, all unclaimed items will be donated to a local charitable organization. If requested, items left behind will be returned via U.S. mail. A $25 handling fee plus postal charges will apply to all returns.
Mail & Messages (back to top)
After you have checked into your home, we strongly recommend that you contact any relatives/friends who may wish to get in touch with you during your stay and provide them with the home’s phone number. We will not release any information pertaining to a guest over the phone. If an individual calls trying to reach a guest, we will take a message and hold it at the front desk of your check-in office. It is the responsibility of the guest to check for messages.
Any mail received will be held at the front desk of your check-in office. We cannot store any mail that is larger than an oversized envelope. Please do not have packages sent to the check-in office. It is the responsibility of the guest to check for mail. Any mail not claimed prior to the respective guest’s checkout date will be returned to sender.
Faxes & Copies
Seaside Vacations will be happy to receive/ send faxes for a fee of $1 per page. Copies are also $1 per page. Fax/copy service is available at your check-in office.
Occupancy (back to top)
The Dare County Health Department permits two occupants per bedroom for homes serviced by septic systems. Under no circumstances shall occupancy exceed more than two persons per king, queen or double-sized bed, and one person per single bed.
Please note: No campers or mobile units may be parked at the home for the purpose of additional sleeping space. Exceeding maximum occupancy is a material breach of the rental agreement and may lead to termination without a refund.
Owner Closets (back to top)
Many of our homeowners maintain a locked closet and/or utility room in their home for storage of personal items. Please respect these locked closets and storage rooms and do not attempt to open them. Any damage to this area of the rental property will be billed directly to the guest, since this type of damage is willful and not covered under the security deposit waiver fee.
Payments (back to top)
Prices quoted on this website are based on a seven-day rental. An advance rental payment of one-half (50%) of the rent and travel insurance (optional) are required within seven (7) days of making reservation. If signed lease agreement and payment are not received within seven days, reservation will be cancelled. Personal checks are accepted for advance rental amounts, balances and security deposit payments provided the check is received 30 days prior to date of arrival. For payments received 30 days or less prior to date of arrival, payment must be made in the form of certified or cashier's check, money order, MasterCard®, Visa®, or Discover® . A $35 service charge on all returned checks will be added to your balance. All reservations require a credit card on file regardless of form of payment.
*Please note: Seaside Vacations requires that all online bookings must have a signed lease and deposit within 48 hours from the time of booking or the reservation will be cancelled without notice. If you plan on paying with a personal check, you must call within 48 hours of booking to pay with an e-check.
Final payments are required 30 days prior to your scheduled arrival date.
Please mark this on your calendar, as NO INVOICE IS SENT FOR THE FINAL PAYMENT. When making your remittance, please be sure that the name of the LEASE HOLDER can be found on your check/money order, along with your reservation number.
All advance rent amounts and rents will be deposited in an interest-bearing trust account at Gateway Bank and Trust, 3600 N. Croatan Hwy, Kitty Hawk, NC and the interest accrued to Seaside Vacations, Inc.
Pools & Hot Tubs (back to top)
Heated pools are available April 4, 2011 thru October 31, 2011. Non-heated pools are available May 2, 2011 thru October 1, 2011. Heated service for private pools requires one week’s notice prior to your date of arrival. There is an additional fee to heat the pool. Cost varies according to pool size, and is only available on homes that offer pool heat as an amenity. Please contact a vacation specialist to find out the cost to heat a specific pool. Most pools heaters heat five to eight degrees above outside air temperatures.
Outdoor community pools are generally open from Memorial Day to Labor Day and are only open to guests and homeowners of the particular community.
Pools are serviced either by Seaside Vacations or the homeowner’s chosen service. All pools and hot tubs serviced by Seaside Vacations are cleaned, serviced, and chemically treated between guest’s arrivals on Saturdays and Sundays. Please do not use them before 4:00 PM on your arrival day.
An additional mid-week service and treatment is provided for all hot tubs and pools serviced by Seaside Vacations.
Guests understand and agree that Seaside Vacations, its employees and property owners are not responsible for any accidents that may occur regarding the use of the pool, hot tub and/or other equipment.
Please be aware that there are particular risks involved with using pools and hot tubs. It is important to read the information given to you at check-in to familiarize yourself with safety policies pertaining to pool and hot tub use. Pool open and close dates are subject to change without notice, and no refunds will be given.
Security Deposits (back to top)
All rental homes require a security deposit to cover the cost of damages, missing items or other problems that may occur during your stay. Report any problems immediately to our office to avoid possible loss of your security deposit. Security deposits will be refunded within 45 days of your departure.
As an alternative, Seaside Vacations offers an optional security deposit waiver fee, in lieu of a security deposit. Payment of a nonrefundable $55 fee will cover any reported, accidental loss or damage to the rental property. Detailed information regarding this option is provided at check in. If you choose to pay this fee, your balance payment will be adjusted accordingly. If you choose not to purchase the security deposit waiver fee, initial where indicated on your lease. The fee will be deducted from your final payment. Those who opt for the security deposit waiver fee must still provide a credit card to be kept on file at time of check-in.
Special Events (back to top)
Select homes managed by Seaside Vacations have been designated as “event homes.” These homes are available to host your special event (wedding, reunion, business gathering, etc.). Written permission from both Seaside Vacations and the owner of the home is required. An event fee and additional security deposit may be required. View our Weddings and Events page or contact a vacation specialist at 866.884.0267 for more information.
Vacation Insurance (back to top)
Trip Cancellation Insurance charges are automatically added to your first rental payment.
If you do not wish to purchase this coverage, you may decline the charge by initialing where indicated on your lease. The Trip Cancellation policy provides protection in the event that vacation time is lost due to any mandatory evacuation ordered by county emergency management.
Please be aware that if you cancel your reservation, certain restrictions may apply. You must confirm your cancellation request in writing to be eligible to have your week re-rented. If we are successful in re-renting the home, we will return your payment less a cancellation fee of $200 and any travel insurance premiums you may have paid.
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