Outer Banks Vacation Rental Policies

The following policies and procedures apply to 2012 reservations only. If booking a 2011 reservation, 2011 Policies and Procedures will be provided in your 2011 lease agreement.

1. Your Lease Agreement

Under the NC Vacation Rental Act, guests must sign a short term lease agreement. Guests can view and sign their lease agreement by logging on to GuestWeb. From there, guests can add or decline optional packages, sign the lease agreement, and return to review the lease at any time. Please note that the leaseholder must occupy the home for the duration of the stay. A single tenant may only hold one lease for a given time period. The leaseholder must be at least 24 years of age. As agents, our homeowners authorize us to rent to family groups only. A family group is defined as one or more families consisting of immediate and extended family members (spouses, children, grandparents, etc.) that vacation together in one home. This means no sororities, fraternities, or young groups, with or without chaperoning. Non-family groups are only permitted with special consideration and approval from the homeowner, and require a cash security deposit of $500 which will be returned 45 days after departure. Stan White Realty & Construction, Inc. operates under the North Carolina Vacation Rental Act and will commence an expedited eviction under this law if a home is rented under false pretense.

Click here to view a Sample Lease Agreement (PDF)
Click here to review the NC Vacation Rental Act

2. Payments

Advanced Payments
Your advanced payment is due within three days of booking. Partial stays, negotiated or discounted rate reservations, and reservations made within thirty days of arrival must be paid in full the day of booking. Please call us with any special request or delays – reservations not paid within the required time period are subject to cancellation without notification. Travel Insurance is considered declined if not included with advanced payment, and accepted if included. Once accepted, Travelers Insurance cannot be cancelled.
Balance Payments
The balance of rent, including sales tax, occupancy tax, and any additional optional packages, is due thirty days PRIOR to your arrival date. Taxes are subject to change and payable by tenant. Unpaid balances on the day of arrival will result in a $25 late fee, and payments on the day of arrival can only be made using a credit card or certified funds. Unpaid balances must be paid in full before 5pm on the day of check-in or else tenant will not be permitted to check in. There will be no after-hours check-ins for reservations with outstanding balances.
Payment Methods
Guests can also use GuestWeb to make payments with a credit card or e-check. There is no processing fee for your first credit card or e-check payment. For each additional transaction, there will be a $29.95 processing fee for credit cards, and a $5.95 processing fee for e-checks. For this reason, we encourage our guests to make their entire payment in full. Guests may also mail personal checks up to thirty days before their arrival date. We cannot accept personal checks within thirty days of check-in. There will be a $25 service charge for returned checks, upon which payment must be overnighted in certified funds or reservation will be subject to automatic cancellation. Please note that even if you plan on using another payment method, we require a valid credit card on file for security purposes in order to hold your reservation. All payments must be made in U.S. funds.
Security Deposits and Damage
New for 2012 – No security deposits! The advertised rent includes insurance that will cover up to $3,000 worth of accidental, reported damage. Damage must be reported to the office immediately. A full description of coverage will be included with your lease agreement. A credit card must be provided for every reservation in the event of intentional or unreported damage, or theft.
Administrative Fee
A booking fee will be assessed on each reservation, due with your advanced payment, and cannot be waived or refunded.

3. Cancellations and Transfers

There is a $150 fee for reservations that must be cancelled after a signed lease or payment has been received. Notice of cancellation must be provided in writing. Transferring your reservation from one house to another, or dropping a week from a multiple week reservation, is considered cancellation and any previous payment would be split. Fees are applicable on both weeks. If the home is re-rented during the time period of the cancelled reservation, money paid less travelers insurance, the administrative fee, any difference in rent, and the $150 cancellation fee will be returned to the leaseholder within thirty days after receipt of payment from the new guest is received and processed. If the home cannot be re-rented during the time period of the cancelled reservation, all funds received are FORFEITED and any remaining balance is due immediately. Changing the date of stay for the same home and for the same rental rate and year is considered a Transfer and will result in a $50 plus tax Transfer Fee.

4. Partial Stay Reservations

Partial stays (less than a full week) are available on select homes and are subject to owner approval. There is a three night minimum for partial stays. Please call our office for pricing, to confirm availability, and to book (partial stay reservations cannot be made online). Partial reservations must be paid in full the day of booking. Homes in the Carolina Club Linen Program do not provide linens during partial stays, however, linen packages can be purchased for an additional fee.

5. Pre-Reservations

Guests may make reservations for weeks of the following year once the same calendar week of the current year has passed. This is because the current year’s guest will always have first priority in reserving the same week for next year. If you wish to reserve your vacation home for next year, please fill out the Pre-Reservation form in your check-in package and return it to our office at check-out with the fee. Remember, if you do not reserve your vacation home by your check-out date, it becomes available to others the next day. Please keep in mind that rates are subject to change from year to year. The pre-reservation fee is nonrefundable and non-transferable (cannot be used towards a different week or property).

6. Linens

All of our homes include pillows, comforters, and mattress pads on beds. Sheets, pillowcases, and bath towels are ONLY included with Carolina Club homes. Beds will be made upon arrival in Carolina Club homes (excluding bunks, trundles, and sleeper sofas). Carolina Club homes do not provide linens for partial stay reservations – only full week reservations. For homes that don’t include linens, a package can be purchased at an additional charge that will include sheets, pillowcases, and bath towels. This option will be automatically included on your lease agreement – you must decline this option on your lease in order to remove this charge. Once paid for, the optional linen package cannot be cancelled. Optional linen packages will be delivered no later than 6pm on check-in day. Bed-making is not included with the optional package, but can be added for a fee – be sure to make this request at the time of purchasing the package. Please note that neither the Carolina Club homes nor the optional linen packages include beach towels or kitchen towels.

7. Travel Interruption Insurance

Travelers Insurance is offered for those who want financial coverage for their vacation in the case of an unexpected event, such as a death in the family, medical emergency, or a mandatory evacuation. Vacation Interruption Insurance is automatically added to your reservation total. If you do not wish to purchase this coverage, you must initial your lease where indicated in order to decline. Travel Insurance is considered declined if not included with your advanced payment, and accepted if included. Once accepted, Travelers Insurance cannot be cancelled or refunded.

Please keep in mind that Agent is unable to offer refunds or relocations due to mandatory evacuations and/or damage caused during such evacuations. For this reason, we strongly recommend that our guests purchase the Travelers Insurance (especially those booking during Hurricane Season) so that they can be reimbursed in case of these very potential circumstances.

Please review the full Policy Information . (PDF)

8. Checking In and Out

Your vacation home is available for you at 4PM on your arrival date. Please be aware that no keys will be released prior to 2:00PM, with the exception of early check-ins. The lease takes effect at 4PM and occupancy will not be granted until then. Failure to comply will result in a charge of an additional day’s rent. If you plan on arriving before this time, please request Early Check-In, or make plans to visit the many local attractions on the Outer Banks. We DO NOT RECOMMEND grocery shopping until after you’ve checked in to your house. Do not go on the premises or park your cars at the home you are renting before 4PM. This delays the cleaning, inspection and maintenance, and ultimately, your check-in time. Two sets of keys will be provided, and additional sets can be purchased for $5.00 each plus tax. If you plan to arrive after 5PM (5:30 for the Nags Head office) and you are paid in full, please contact your check-in office for instructions. After hours check-in is not available for reservations with a balance owed. Guests who have not paid in full must check in during office hours to pay their balance before keys will be released.

Guests can arrange for Early Check-In at 1PM for $75.00 plus tax. This fee is due with your balance payment and once paid, will not be refunded if you are unable to arrive by 1PM. Early Check-in is available on a limited basis and is only offered on homes with four or less bedrooms. Pools and Hot tubs will not be ready for use until 4PM. Please keep in mind that Early Check-In cannot be guaranteed due to situations that may arise (owner stays, maintenance, extra cleaning, etc.) that are beyond our control. While we will make every effort to honor your request, it may not always be possible and your Early Check-In fee will be refunded if an uncontrollable circumstance occurs.

9. Amenities

Pools: Private Pools are open from 5/12/12 thru 10/13/12, unless otherwise noted. Pools and hot tubs are serviced on turnover day and will not be ready until 4 pm. A chemical check is done mid-week. Most community pools are open from Memorial Day to Labor Day. Unexpected closures and changes of opening and closing dates for community pools are at the discretion of the homeowners association or complex management, and not the responsibility of Stan White Realty or the homeowner. Homes with pools that can be heated will include a notation in the amenities section. There is an associated cost with heating the pool, which varies by home.

We have heard that occasionally a mild ground current has been experienced in some pools in both Dare and Currituck Counties. This appears to be the result of the Earth's own natural electrical current rather than a pool defect or household current. Locations of certain properties may be affected more than others and the currents tend to be intermittent. We want to advise you that certain devices such as pacemakers and other similar devices may be affected. Please follow all safety instructions
Fireplaces: Available from 11/1/12 thru 4/1/12, unless otherwise noted. Propane is supplied for gas Fireplaces. Wood for wood burning fireplaces is not supplied.
Elevators: 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 or exiting.
Internet Access: Some homes provide Internet access for guests with laptops. No computer is provided unless otherwise stated in amenities. Please check cottage description to see if the house also offers wireless Internet connectivity. Guests should bring a network cable to connect laptop to cable modem box. Tech support is only provided by local cable Modem Company on their help line. No refunds will be made if service is interrupted.
Grilling: No grilling is allowed on wooden decks. This is prohibited and is grounds for eviction. It is tenant’s responsibility to clean grill after use.

Please be aware that amenity availability is subject to change due to damage, malfunction, or other unexpected issues that may arise. We will do everything we can to rectify the situation, however, this may not be possible under certain circumstances. No refunds or relocations will be offered due to unavailable amenities.

10. Furnishings and Home Inventory

New for 2012! Starter Kits in every home include a roll of paper towels, a roll of toilet paper, and a trash can liner. Other than the items provided in the Starter Kit, no other paper products or detergents are provided. Please review our Things to Bring page. Sheets, pillowcases, and bath towels are not included (with the exception of Carolina Club homes) but can be purchased for a fee that varies depending on the size of the home. Furnishings and decor reflect the personality of owners. Specialty items vary. Do not rearrange furniture! If your group is renting more than one home, do not mix the furnishings. Most homes have an Owner’s Locked Closet. Tampering with locked closets will result in charges to credit card.

All homes are equipped with the following items (unless otherwise noted in the listing):

Bedspreads and Pillows
Refrigerator
Dishwasher
Stove
Microwave
Toaster
Coffeemaker
Blender
Pots and Pans
Basic Cooking Utensils
Dishware and Flatware
Washer/Dryer
Landline Phone
Cable Television
Central Heat and A/C
Vacuum, Broom, and Dust Pan
Laundry detergent
Dish detergent

11. Cleaning

Your vacation rental home is cleaned for you before and after your arrival. This service is included in the weekly rental rate. Upon request, we can also clean mid-week or between multiple weeks for a nominal charge. The cost varies per house and must be arranged with our office at least ten days prior to check-in. The North Carolina Vacation Rental Act requires tenants to maintain dwelling unit such as “Keep that part of the property which he or she occupies and uses, as clean and safe as the condition of the property permits and cause no unsafe or unsanitary conditions in the common area and remainder of the property that he or she uses. Keep all plumbing fixtures in the property or used by the tenant as clean as their condition permits". Failure to leave the property in a habitable condition may result in a charge to your credit card. It is the tenant’s responsibility to clean grill and dispose of tenant’s trash, as well as any cigarette butts or dog waste, in a proper manner prior to check-out.

12. Pets

Properties that allow pets are designated Pet-Friendly. Pets are limited to two adult dogs per house in Pet-Friendly rentals only, with a $150 plus tax fee per pet, which is nonrefundable once paid. Tenant is required to clean up after pets, including surrounding property if necessary. Dogs are not permitted in pools and/or hot tubs. A minimum charge of $250 will be incurred for non-compliance. Pets in non-pet properties will result in immediate eviction, loss of rent, and a $250 charge for non-compliance. All pets staying in pet-friendly homes must be paid for and claimed on the lease agreement. Puppies, cats, and other animals prohibited.

13. Non-Smoking Homes

Every effort is made to see that these homes are smoke free. Smoking in a Non-Smoking home is considered damage and is grounds for immediate eviction, as well as loss of rent. This is the responsibility of the lease holder and will result in a minimum charge of $250 for non-compliance.

14. Occupancy

Local law is very strict on occupancy limits. Occupancy limits are based on septic permits for each property. In most cases, this is determined as two per bedroom. Bedding is advertised as a point of reference only. Bedding DOES NOT represent the legal maximum occupancy for the property. Children are counted in total occupancy unless they are under 2 years and sleep in a crib. Campers and motor homes cannot be parked on the property for the purpose of extra sleeping. Some communities do not allow motor homes on the premises or parking of any vehicles on the street. Over-occupancy is a violation of your rental agreement and will cause an expedited eviction as allowed by the Vacation Rental Act of North Carolina.

15. Special Events

Approval must be obtained prior to making your reservation. A non-refundable special event fee will be assessed, which varies by property, and a $1,000 security deposit is required, due with the balance payment and returned to you 45 days after departure. A Special Event Addendum must be signed by leaseholder. Maximum occupancy for events varies by home and is strictly enforced. Please contact our reservations department for details.

16. Parking

To assist in preserving the quality of life, valuable time with family and friends, and our “get-away from it all" atmosphere, we encourage our guests to consider limiting the number of vehicles they bring to the Outer Banks. With your assistance we can try to reduce traffic and preserve the beautiful environment. There is no municipal or on-street parking in most areas, and this is strictly enforced. No parking is allowed on grass and/or septic fields at the rental property or surrounding properties.

17. Water Quality

Because many of the homes in Corolla and Duck rely on well water, the water quality varies in these areas. It is advisable to stock bottled water for drinking during your visit. While the water is perfectly safe for consumption, showering, etc., it’s probably not what you’re used to, even though most of these homes have water treatment systems. Please be advised that clothes washed in this water may become discolored. Agent has no control over the water quality and there will be no relocations or refunds in regards to this matter.

18. Maintenance

Every effort is made to keep all equipment in good working order. Contact our office within twenty four hours of your arrival to report any observed damage or problems to prevent tenant liability. Agent is not responsible for the working condition or malfunction of equipment such as TV, VCR, STEREO, A/C, etc. Agent has no control over service schedules of power, cable, phone or electric companies. Repairs are made as soon as possible. No refunds or relocations are guaranteed for malfunction of this equipment. Independent companies service pools and hot tubs weekly. Maintenance services required as a result of intentional misuse by guests will be charged to the leaseholder’s credit card. If it is found that a guest reports a problem and nothing is found by the vendor, the guest will be responsible for the trip charge. Please report maintenance issues during office hours. Only emergencies will be dealt with after hours. All other issues will be addressed the following morning.

19. Lockouts

If a lockout occurs during normal business hours, you may borrow another key from the office. All lockouts that occur after office hours must call the emergency number posted on the office door and on the check-in package. An agent can meet you at the office as soon as feasible if called before 11PM. Due to safety issues, we are unable to bring keys to property. There is a $25 charge for this service, which is payable upon receipt of the keys.

20. Mail/Calls/Faxes

Mail cannot be delivered to the rental home. All long distance calls are to be charged to your home phone or credit card. Emergency mail, messages, and package deliveries may be received at our office. You may send or receive faxes for $1.00 per page (limited to 10 pages). Fax numbers are as follows: Duck (252) 261-5408; Nags Head (252) 441-1209; Corolla (252) 457-0002.

21. Items Left Behind

Please check your rental home carefully before you leave. Agent is not responsible for items left behind. However, we will hold all found items for ten days (unclaimed items after this time period will be donated to charity). If you’ve left something behind, we will try to locate your lost items for you. They can be shipped to you via Fed X, UPS or DHL. Tenant to pay shipping and $25 plus tax to Agent for handling, as well as arrange for pick-up.

22. Construction

As our area continues to grow, we cannot predict when or where new construction will begin and finish. As agent has no control over such situations, there will be no relocations or refunds regarding this matter.

23. Publishing Errors

We have made every effort to assure all descriptions and information in print and online are accurate; however, we are not liable for errors or changes made by owners in regards to furnishings, equipment, bedding arrangements, or rates. All distances to the beach are approximate and intended for reference only.