Reservations for your vacation can be made in person, by phone or by internet. If you make your reservations by phone or online, you will receive an email with instructions to retrieve and electronically sign your lease. Please read the lease carefully, checking the dates for accuracy. After reviewing your Deposit Request/Lease Agreement and determining that you will confirm your vacation rental, please electronically sign the agreement, eliminating the need to return it by mail or fax. For any reservation made between Memorial Day and Labor Day, the “Deposit Request/Lease Agreement has to be electronically signed and returned within 72 hours (3 days). For all other times, the process must be completed within five (5) days. Return the original agreement along with your deposit as shown on the agreement. Initial payments may be made by personal check, certified check or credit card (Visa/MasterCard/American Express). If making your initial payment by other than credit card, you will need to print the lease and return it by mail along with your personal or certified check. The mailing address will be listed on your Deposit Request/Lease Agreement. There will be a $25.00 charge for all returned checks due to non-sufficient funds or stop payment.
If we do not hear from you, and have not received the signed contract with required payments within specified days from the date your reservation was made, your reservation will automatically be canceled.
If you make a reservation less than 30 days prior to check-in, the entire balance is due within 48 hours. We will fax the Deposit Request/Lease Agreement, which needs to be signed and returned as soon as possible. We will not accept personal checks if your reservation is made 30 days prior to arrival- payment must be made by credit card (Visa/MasterCard/American Express) or certified funds sent via express mail.
Partial Week or Weekend Rentals:
Even in prime season, nightly rentals for most units can be arranged on a last minute basis. This can be done by calling our office on Wednesday before the weekend/partial week that you plan to arrive. Generally, a two night minimum is required, but may differ depending upon the unit. Also, check our website for specials. Linens are included in rentals up to 21 days. The cost of linens are included in the weekly and nightly rates and are not subject to any percentage discount calculations that may be offered.
Final Payments for Reservations:
When Intracoastal receives your initial payment and signed Deposit Request/Lease Agreement, you will be emailed a Reservation Confirmation. This will be the last notice that you will receive from Intracoastal. This will show your balance due and the due date for final payment. The final payment will include the remaining rent, any resort fees, pet fees and all applicable taxes. Intracoastal must receive your final payment no later than 30 days prior to arrival date in order to retain your reservation. Final payment may be made by check, cashier’s check or credit card (Visa/MasterCard).
Intracoastal Rentals works with an industry leader in vacation travel insurance, Red Sky Travel Insurance. When you purchase a Red Sky Travel Insurance policy, you ensure that your vacation investment will be protected from events such as illness, injury, hurricanes or any one of a number of other covered risks. For more information please call Red Sky Insurance at 1-866-889-7409 or visit their website TripPreserver.com.
Intracoastal Rentals recommends trip insurance to all of our guests, to ensure they will be reimbursed should any of the covered events occur.
If you choose not to purchase and protect your vacation with travel insurance prior to making your final payment, due 30 days prior to arrival, you will not be eligible for any refund for events that would otherwise have been covered, including hurricane evacuation. Insurance premiums are not refundable. Only the portion of rental amount paid at time of cancellation will be covered.
Incidental Damage Program:
Included in every reservation is guest protection for any incidental damage that may occur during your vacation. This program covers items that are damaged by either an accident or of no fault of the guest or allowed occupants. An illegal act, storm damage, willful or intentional damage caused by the guest or allowed occupants is not covered by this program.
For more detailed information please refer to “Incidental Damage Program” . You may also contact the IDP Coordinators at the following numbers: Wrightsville Beach 910-509-7607, Carolina Beach…..910-458-2111
The occupancy limit of each property is clearly stated on your lease regardless of beds available. Children are counted in the occupancy unless they are under the age of 2 and normally sleep in a crib. Misrepresentation may result in the guests being asked to vacate the property without a refund. No mobile units (such as campers) can be used at rental properties for sleeping, cooking, or any purpose other than transportation. (Most condominiums have parking restrictions for recreational vehicles). Tenant stated on the Lease Agreement must be at least twenty-five (25) years of age, and acknowledge that they will occupy the property during the entire tenancy. We maintain a family atmosphere for the quiet enjoyment of our guests. We only rent to family groups. ABSOLUTELY NO HOUSE PARTIES, YOUTH GROUPS, FRATERNITIES, WEDDINGS, RECEPTIONS, MEETINGS OR PARTIES ALLOWED! INTRACOASTAL DOES NOT RENT TO STUDENTS OR GROUPS OF STUDENTS UNDER ANY CIRCUMSTANCES, EVEN IF A PARENT OR LEGALLY RESPONSIBLE ADULT MAKES THE RESERVATION AND/OR PAYS THE RENT. Should a group misrepresent itself, they will be required to vacate the premises immediately and all monies will be forfeited.
Many of you will vacation with other family members or friends, but only one person will sign the lease. We hold the leaseholder responsible for payment and all other facets of the leaseholder responsibilities as outlined in the lease, including all guests. Please designate one person in your family to be responsible for sending in one payment per reservation. THIS IS 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 THE RENTAL AGREEMENT, PAYMENT, 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.
Rules & Regulations:
Please be aware that certain properties may have their own rules and regulations which must be observed, such as pool rules, no grilling, no smoking, no boats, trailers or jet skis, recreational vehicles and the number and size of vehicle. Parking may be extremely limited and is strictly enforced by non-Intracoastal entities.
All cancellations or reservation changes on which payment has been received must be made in writing. If no payment has been made, you may cancel at any time, without penalty. You are not entitled to any reimbursement for any advanced rent or full rent payment unless the property is rented for the same amount of time and for the same rental amount. If the property is re-rented, you will receive reimbursement less the Red Sky trip insurance premium (if selected) and additional $150 fee. Requesting a transfer to another unit or changing weeks is considered the same as a cancellation.
In order to protect your vacation investment, please consider purchasing the travel insurance (information is provided with your deposit request). If you have any questions concerning coverage provided for the travel insurance, please call the insurance carrier at 1-866-889-7409. We are not licensed insurance agents and can not answer any question pertaining to the insurance.
Your vacation accommodations will be ready after 4:00p.m. on the beginning date of your reservation. In order to allow sufficient time to prepare the property for your use, we ask that you not request early occupancy. At check-in, you will receive 2 sets of keys and directions to your vacation home. We can make arrangements for a late check-in if you arrive after hours. Please call the office for late check-in procedures.
All properties must be vacated by 10:00 a.m., SHARP on your departure date. NO EXCEPTIONS! Anyone returning keys after 10:00 AM will be charged for ½ day’s rent. Before you leave, read and follow the required check-out instructions. You were given 2 sets of keys at check-in. Failure to return both sets will result in a $25 per key charge.
Check Out Procedures:
(failure to do the following may result in additional charges)
- Remove all trash from the unit and place in outside receptacles. For houses, also place the receptacle out by the road on the evenings prior to trash pick-up
- Clean and return all dishes to cabinets
- Clean out the refrigerator
- Lock all doors and windows
- Return both sets of keys to rental office by 10:00 a.m. SHARP! If you check out before our office opens, please drop your keys at the office where you checked in
Reservation Requests for Next Year:
Intracoastal Realty strives to have you return year after year. Advance tentative reservations will be accepted for the following year, but cannot be guaranteed. If you want to reserve the same unit for the same week next year, you must reserve it NO LATER THAN 5:00 PM WEDNESDAY DURING THE FIRST WEEK OF YOUR STAY. These tentative reservations assume that the homeowner will make the property available. You must book your next year’s reservation with a $50.00 (plus tax) non- refundable fee. Please contact the office for further details. After rates and owner usage are finalized, you will be mailed a Deposit Request/Lease Agreement for the required 50% advance payment. Tentative reservations are non-binding until the 50% payment is made.
Lost & Found:
If you leave something behind, call us and we will make every effort to locate it and return it to you C.O.D. We will not be responsible for any items left in the properties. There will be a $10 service charge to package and mail back any lost and found items. Any items found in units will be kept in our office for 30 days only; after which time, if still unclaimed, they will be donated to charity.
Because of the widespread usage of mobile phones most properties are no longer equipped with a telephone. If a home has a telephone it will be noted in the amenities section. Local calls are free of charge. Most properties that have a telephone will have a block to prevent direct dialed long distance calls. Please do not abuse this privilege by charging long distance calls, or dialing directory assistance to the owner’s phone. Call home collect or charge to your home phone. Any telephone charges will be deducted from your security deposit and will include a $20 per call fee plus cost of the call.
Mail & Messages:
We attempt to call individuals receiving faxes, packages, mail or phone calls. If you are expecting any correspondence, please check with the office. (Excessive fax usage may result in a tenant charge). Please be sure to have your name and your unit name on anything you might receive. We do not provide delivery service. Only emergency messages will be delivered.
Pets are not allowed in properties that are not pet friendly. If it is determined there is an undisclosed pet in a non-pet friendly property, the tenant will be in material breach of the lease and grounds for expedited eviction will apply in addition to a $200.00 fine and a $100.00 per day pet fee.
For pet friendly properties, a non-refundable pet fee will be required. Pets must be disclosed for pet friendly properties at the time of booking. For pet friendly properties, there is a limit of 2 pets. Agent reserves the right to inspect the property without notice to verify compliance with pet terms and conditions.
This rule is checked and strictly enforced and also applies to “visiting” pets.
Please keep a key with you at all times to prevent accidental lockouts. During business hours we can provide assistance to you, but after hours an immediate fee of $25 cash will be due for someone to meet you at the office with an extra key. An additional deposit of $25.00 per key will be required. This deposit is refundable upon return of the key.
Condos have dumpsters located on site. Please dispose of all your trash in those dumpsters. All other homes and town homes have at least one large green (or purple) trash container. Please refer to the trash/recycling information sheet in your check-in packet. Please roll your trash container to the street the night prior to pick-up, and return it to its original location afterwards.
We reserve the right to substitute reasonably comparable accommodations without notice or liability should a vacation unit become unavailable for any reason. If the unit rented is not available and tenant desires to be placed in alternative premises, Intracoastal will make a good faith effort to relocate tenant, but if premises are more expensive, tenant must to pay the difference. If reasonably comparable accommodations are not available, then Intracoastal Realty will refund all monies to guest.
All units are privately owned and are fully equipped with air conditioning, television with cable or satellite, telephone, washer and dryer (or access), dishwasher, and microwave unless otherwise indicated. They are furnished with basic housekeeping accessories – dishes, cookware, flatware and small appliances. Beds have mattress pads, blankets, bedspread and pillows. You will need to bring all paper products, soap, staples and personal items. Each unit is decorated to reflect the homeowner’s tastes and needs. We are not able to add or change existing equipment in a unit. If you have specific needs or expect a certain quality then a personal inspection is encouraged. Most units are available for viewing when not occupied. We cannot make other arrangements upon arrival. We cannot move you to another unit and there will be no refunds or discounts because of a tenant’s dissatisfaction with the home’s décor, cleanliness, any malfunction of equipment, nor for errors in the brochure or description on your deposit request. Every effort has been made to assure that our descriptions are accurate; however, we cannot be held responsible for changes made by owners in furnishings and equipment or printing errors. All units have at least one television. Additional TV’s, VCR’s and stereos are at the owner’s discretion and are not guaranteed. Rates, descriptions and availability are subject to change without notice. Linens are provided for all rentals up to 21 days.The cost of linens are included in the weekly and nightly rates and are not subject to any percentage discount calculations that may be offered.
All equipment in each home should be in working order. Please report any inoperative equipment to our office promptly! We will make every reasonable effort to have the problem corrected. Representatives of Intracoastal Rentals may enter the premises at any reasonable time to provide maintenance such as repairs. There will be no reduction of rent for any mechanical failure of air conditioning and/or heating units, dishwashers, washers, dryers, TVs, VCRs, internet, Wi-Fi, etc. All pools and hot tubs are subject to temporary closing due to extenuating circumstances. No refunds or rent reductions will be given if this occurs.
Intracoastal Realty represents the best maintained properties on the beach. Every effort has been made to assure that all equipment is in good working order; however, just like your home, breakdowns do occur. If you experience a problem, we ask that you call our office immediately and our staff will work quickly to have the problem corrected as soon as possible. Intracoastal is not responsible for the working condition or malfunction of equipment such as TV’s, VCR’s, stereos, air conditioners, appliances, etc. There will be no pro-rated rents, refunds, or relocations for mechanical failure, utility interruption, or construction in the area. After hours repairs will be limited to EMERGENCY SITUATIONS ONLY. Guests will be charged for unwarranted service calls.
All properties are cleaned after every departure. In most cases the same housekeeping vendor cleans the same property each week, so they are familiar with the units and the normal wear and tear that has occurred from previous tenants. Intracoastal Realty hires all outside professional cleaning groups. These groups are insured and have been interviewed by the staff at Intracoastal. If you are not satisfied by the cleaning of your unit, please call our office within 2 hours of check in and the GROUP who cleaned your unit will be responsible for coming back to take care of your cleaning problems. If you arrive after 5:00 p.m., please call our office by 10:00 a.m. the next day. There will be no discounts for dissatisfaction, but a housekeeper can be sent to your property to address your housekeeping concerns if they are reported within 2 hours of check-in, or by 10 a.m. of the next day in the event of a late check-in.
If you wish to schedule cleaning during your stay, please call us at least 10 days prior to check in. Charges for this service will vary. If you wish to schedule linen set up, please contact Seaside Linen at 1-866-615-4636 or at www.seasidelinen.com.
In the event of a mandatory evacuation due to hurricanes or other storms, you are required by state law to evacuate the property. Refunds for the period of mandatory evacuation only will be made by Red Sky, provided you purchased the optional travel protection insurance, with your initial lease payment.
Rental Unit for Sale:
Occasionally a rental unit may go on the market for sale. In such cases we reserve the right to show your unit to potential buyers. We will make every effort to schedule the showing at a time that is convenient for you, so as not to interrupt your vacation. Your cooperation is appreciated.
Intracoastal Realty has a contractual relationship with the Landlords represented in this brochure. This relationship employs us to act as their agents and treat all parties, both tenants and landlords, honestly, fairly and in good faith. The price of any services provided by or through Intracoastal Realty, including but not limited to maintenance, housekeeping, POM protection, travel insurance, linen and beach rentals, telephone service, etc. may include a profit for the company.
If the tenancy is for less than 30 days, tenants are subject to expedited eviction as set forth in Article 4 of the NCVRA (NCGS42A). Events that would constitute material breach of this agreement by tenant and terminate tenancy include: damage to the property, pets in a non-pet unit, smoking in a non-smoking unit, nonpayment of rent, hold over past check-out time, house-parties, property rental obtained through fraud or misrepresentation, and violation of the NORTH CAROLINA VACATION RENTAL ACT, which is incorporated into this agreement.
Indemnification and Hold Harmless; Right of Entry; Assignment :
Tenant agrees to indemnify and hold harmless agent and the owner from and against any liability for personal injury or property damage sustained by any person (including tenant’s guests) as a result of any cause, unless caused by the negligent or willful act of agent or the owner. Tenant cannot assign their lease or sublet the premises in whole of part without written permission of agent.
Every effort is made to ensure that all information provided by Intracoastal Realty in the brochure, policies, rules, and all other advertisements is accurate and complete. Intracoastal Realty cannot be held responsible for printing errors, omissions, price changes, or any other changes made by owners or agents of Intracoastal Realty.