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Location Definitions

OCEANFRONT - No intervening homes or lots between home and ocean. Distance varies and ocean view not guaranteed.

SEMI-OCEANFRONT - Only one lot, house or unit between subject and ocean. Some areas will have a road to cross to get to ocean but still only one property between it and ocean. Distance varies and ocean view not guaranteed.

OCEANSIDE - Two or more houses between subject property and ocean. No roads to cross, but distance varies greatly. Access to ocean usually direct via dedicated easements and/or private roads.

FRONTS THE BEACH ROAD - Property located just west of Rt. 12 (Beach Road) with 2 or more properties between subject and ocean.

BETWEEN HIGHWAYS - House located between Rt. 12 (Beach Road) and Rt. 158 (By-Pass). Access to beach by public access areas only!

WESTSIDE - House located between Rt. 12 (Ocean Trail) if in North Beach area, or West of Rt. 158 (By-Pass) in Southern Beaches.

SOUNDSIDE - House closer to Sound than Ocean. Sound view is usual, but not guaranteed, and distance to Sound (and ocean) varies.

SOUNDFRONT - House is located on Sound with no intervening homes or lots. Most have private docks and view of water, but not guaranteed.

*Advertised yardage to the beach is calculated by using the street access to the nearest deeded or subdivision advertised beach access. NOTE: There may also be "short cuts" or "common paths" not subdivision maintained (to be used at your own risk).

Things to Bring

• Sheets and Pillow Cases
• Blankets
• Towels - Bath, Beach and Dish
• Beach Chairs and Umbrella
• Traveler's Checks
• Prescription Medicines
• Vacation Rental Policies
• Toilet Paper, Trash Bags

Vacation Rental Policies

Important Information. Please read carefully.

Insider's Tip

We understand you came to the beach to have a good time, but please be considerate of your neighbors during your stay. Although you may wish to stay up all night to watch the sunrise they may not wish to share the experience with you. Please be aware of the noise and trash generated by your family or party members. Click this link to view important information about Rip Currents and Lifeguarded Beaches.

Vacation Rental Advisory

Be advised, effective January 1, 2000, all vacation rentals in North Carolina are governed by the VACATION RENTAL ACT. Among the new law's provisions are unique duties, for you as a rental guest, to care for any rented property, and it gives the agent the ability to terminate the rental property and expedite an eviction of you and your party if you and/or your party breach the rental agreement. We urge you to read our rental agreement and the following summary of some of our regulations carefully, and understand the implications of entering into a rental agreement with a homeowner through Kitty Hawk Rentals.

Reservations: 1-800-635-1559

You may speak to a Vacation Specialist 7 days a week from 8:30 AM until 5:30 PM by calling toll-free 1-800-635-1559. Other reservation options include: mail in requests (Kitty Hawk Rentals, P.O. Box 69, Kill Devil Hills, NC 27948) or search our properties with thousands of photographs and a map locator online 24/7 at www.beachrealtync.com.

Payment Information

2008"Pre-Reservations"

Kitty Hawk Rentals is happy to offer our guests, who stay with us this year, first option to pre-reserve the same home for next year (subject availability) for the same corresponding weeks (not dates) as this year. All that is needed is an $85.00 NON-REFUNDABLE pre-reservation fee, which will be credited towards your reservation after you confirm with advance rent payment. Should the property not be available we will make every effort to place you in a comparable accommodations. A Vacation Rental Agreement will be mailed to you the first week of November. If you do not receive it, please call immediately. The Vacation Rental Agreement will reflect Advance rent payment amount due and due date. If payment is not received by due date the reservation will be CANCELLED. (Kitty Hawk Rentals will not be held responsible for any postal service errors).

If this year's guest does not pre-reserve their vacation home by end of business day on their departure date you may call the following morning to pre-reserve that property. Pre-reservations are only tentative and will be based on the home's availability in the Kitty Hawk Rentals program for the following year.

Note: Some properties may also require a 25% advance rent deposit to "pre-reserve" a home for 2008. Please call one of our Vacation Specialist for further details.

Confirming your Reservation -
Advance Rental Payment & Balance Payment

To confirm your reservation, send an advance rent payment equal to one half of the reservation period's rental amount plus a $85.00 non-refundable administrative fee, your trip cancellation insurance premium (if applicable) and any applicable security deposit within 7 (seven) days. Upon receipt of your payment, a lease will be forwarded to you confirming your reservation. The balance of your rent and taxes will be due 30 days prior to your arrival. You may pay this balance by personal check, Visa or Mastercard, money order, or cashiers check. All payments must be made in U.S. Funds. This Confirmation/Vacation Rental Agreement must be signed by tenant and returned to Agent within SEVEN (7) days from the date reflected in the upper right corner of this agreement. Total Tenant balance due of rent and applicable Security Deposit, taxes and fees are due 30 days before arrival date. Any payments made within 30 days of arrival date are to be in guaranteed funds.

Reservations made within 30 days prior to arrival date must be PAID IN FULL within 3 days of booking reservation. Reservations taken within 10 days of arrival require signature and payment within 24 hours.

Taxes

Charges for state sales tax and local lodging tax are calculated on the basis of the gross rent amount. These taxes are due with the balance of your rent, (tax rate subject to change). Tax is also charged for all rental items.

Insurance

CSA Vacation Rental Insurance offers Trip Cancellation Coverage and Interruption coverage. The charge for this protection is automatically added to your advance rent payment. If you do not wish to purchase coverage, you must delete the charge by initialing where indicated on your Vacation Rental Agreement. We highly recommend the purchase of this coverage for your financial protection in cancellation where we are unable to recoup your advance rent payments or in time of MANDATORY evacuation due to severe storms. Please visit our website or ask your Vacation Specialists about any questions you may have about Trip Insurance. You may also call CSA Travel at 1-866-999-4018, refer to Kitty Hawk Rentals plan code CSA320. You may view the 2007 Travel Insurance policy by clicking here.

Click here to view the Dare County Emergency Management Guide

Cancellations

In cases of cancellation, no refund of rents will be made until the cancelled period is re-rented and confirmed. If the cancelled period cannot be re-rented, no money will be returned, and full rent is still due in full. If the cancelled period is re-rented, any rent monies paid will be refunded to you, less a $100 fee. All cancellations must be in writing.

Check-In/ Check-Out/ Late Arrivals

Check-In is at the office designated on your confirmation, beginning at 4:00 PM or as soon as the property has been cleaned, inspected, and deemed ready for occupancy. We reserve the right to delay check-in in order to perform maintenance or special cleaning.

Please let us know how we may assist you with arranging multiple parties arriving to the vacation home.We will only release keys to the party that signed the Vacation Rental Agreement, unless notified in writing by the "leaseholder" that another party has their permission to obtain access to the property.

If you arrive before 4:00 PM, please do not go to the property, as this will delay the preparations for your arrival; come by our office, we will take care of any paperwork and be happy to check the status of your accommodations. If your vacation rental is ready, we'll get you off to an early start for your beach vacation. Please be aware that your accommodations may not be ready by 4PM. A limited number of pre-arranged (2 weeks prior to arrival date) can be accommodated. Please request this at the time you return your signed Vacation Rental Agreement.

Late arrivals are not uncommon. If you will be arriving after 5pm, let us know so that arrangements can be made for you. No keys will be made available for late arrival guests who have not paid in full.

Departure time is before 10 am on the ending date of your reservation. You are responsible for such items as: placing all debris in outside containers, wash and put away all dishes, removal of excessive sand from floors and bath fixtures, decks and poolside (if applicable), trash free & tidy, bed & bath linens (if applicable) stripped and placed in container provided. If you have any unopened, non-perishable items you would like to donate to the local food pantry, our office will have bins for you to drop off those items.

Short Stays/ Mini-Vacations

During our IN-season period (Mid May - Mid September) we have a one week minimum reservation. Reservations for less than a full week are available on many of our properties during the OFF-season (Mid September - Mid May). They are noted in our brochure with the symbol at left. A set minimum OFF-season 3 night "Mini Vacation" rate will be listed under the property description in the brochure and on the web. These rates reflect OFF season bookings only. We will take minimum 3 nights bookings on many of our properties from mid September through mid May (excluding holiday weeks), up to 21 days in advance. (If you only want 2 nights - the fixed mini vacation rate prevails). For dates other than OFF season, the rate will be determined by dividing the applicable weekly rate by 5 to get a nightly rate X 3 nights. All other "IN season" mini-vacation dates, can be arranged on the Monday PRIOR to arrival. Please note: Linens are included with any partial rental.

Construction

New construction is a part of the Outer Banks. If your vacation home is near new construction, please be understanding. We will attempt to contact the contractor concerning noise, start times, etc., if necessary, but no refunds or moves will be made.

Damage

All breakage and cottage damage during your occupancy must be reported to your check-in office. Tenants are responsible for and are expected to assure liability for any damage to the cottage and its contents, other than normal wear and tear, during their occupancy. Vacation homes with security deposits will be inspected carefully after your departure and your deposit will be adjusted if any damage if found.

Telephones/Long Distance Phone Calls

Homeowners graciously provide telephones for your convenience and safety. Please do not abuse this privilege by charging long distance calls or personal internet charges to the vacation home telephone. There will be a $25.00 collection fee added to any calls charged to an owner. Most of the home phones have a phone block and a long distance operator/service must be accessed by dialing "0" first and using your credit card. Long distance access is not guaranteed.

Security Deposits

All of our vacation homes require a refundable damage deposit, the amount is noted in the individual property listing. The purpose of this deposit is to allow the homeowner to recover some of the expenses incurred from obvious or malicious neglect or from additional cleaning required due to the tenant leaving the vacation home in abnormally dirty condition. The vacation home will be inspected after your departure, and the deposit remitted within 45 days from the date of your departure. Visitors must report damage to their vacation home immediately in writing or possibly be held responsible at check-out. Additional Security deposit amounts may be added to any vacation home at agent's discretion.

Security Deposit Damage Waiver

You have the option of purchasing the Security Deposit Waiver (SDW) Plan for the amount of $40.00 or $50.00 if your stay is over 30 days. Purchasing the SDW Plan covers theft or damage to the unit as a result of your inadvertent acts or omissions. For a full description of the plan, please refer to the Description of Coverage detailing the terms, conditions and responsibilities of the Leaseholder and Kitty Hawk Rentals. If you do not receive a Description of coverage upon purchase of the plan, contact Kitty Hawk Rentals for a copy. Purchasing the SDW Plan in lieu of a Security Deposit does not negate your responsibilities as a Tenant. Payment for the SDW Plan will not be accepted after the guest occupies the unit. You must notify the Management Company of any damage or theft to the unit during your occupancy, or this plan is void. The units are carefully inspected after each rental. Kitty Hawk Rentals receives an administrative fee for selling the SDW Plan. Please click here to view a pdf file of our Security Deposit Damage Waiver. (To view this form, you will need Adobe Acrobat. Click here to download Adobe Acrobot.

Family Groups Welcome

All vacation homes are for family groups only. No sororities, fraternities, or other unmarried groups will be allowed. Should a group misrepresent themselves, they will be required to vacate the premises immediately, without refund. Likewise, our vacation rental agreement requires the leaseholder to be at least 24 years old.

Fireplaces

A number of our properties offer the use of fireplaces in the house. Be advised Kitty Hawk Rentals does not provide wood for wood burning fireplaces at any time. Gas fireplaces are meant for use in the months of January through April and November through December.

Heated Pools

Some vacation homes advertise a heated pool as an optional add-on in the off season. The Pool Heat Fee for 2007 is $400 per week unless otherwise noted. If you would like to add this option on to your vacation, please contact our office at 252-441-7166 in advance of your arrival to arrange this optional amenity. Please understand that the weather dictates the effectiveness of a pool heater and no refunds will be given in cases where weather affects the temperature of the pool.

Handling Fees/Processing Fee

All cottages require a non-refundable administrative fee of $85.00 plus tax. This fee must be paid with the advanced rent payment prior to check-in.

A maximum of two sets of keys are available for each vacation home. Keys are presented upon check-in and must be returned to Kitty Hawk Rentals upon checking out. There will be a $5.00 charge for lost keys. Prospective renters will not be given any keys to inspect property because of liability involved to both homeowner and prospective renter.

Your Duties As A Guest In Our Rental Homes

You agree that subject property will not be used or occupied by more than the maximum allowable number of occupants set forth in our vacation rental agreement – this includes you, your family (including all children), and your guests. You shall care for the property as if it was their own, and to leave it undamaged, clean and keep conditions safe throughout their tenancy. All trash should be removed from inside the cottage and disposed of in the unit’s trash containers outside the Unit. You shall not deliberately destroy, deface, damage, or remove any part of the property or render inoperable the smoke detector provided by the landlord or knowingly permit any person to do so. You agree to reimburse agent and/or owner the amount of all damages. The property shall not be used for any commercial purpose or for any activity or purpose that is in violation of any regulation or other requirement of any governmental authority having jurisdiction over the property. You agree to abide by the building’s rules and regulations. All equipment in the unit should be in good working order. Please report any inoperative equipment to our office promptly. We will make every reasonable effort to have repairs made as soon as possible, however there are limited service contractors in our area. YOU SHALL NOT BE ENTITLED TO ANY REFUND FOR INOPERATIVE APPLIANCES, AIR CONDITIONERS, HOT TUBS, SWIMMING POOLS, ETC.

Sample Rental Agreement

Click here to download a 2008 Sample Vacation Rental Agreement.

To view this form, you will need Adobe Acrobat. You can download it for free by clicking on the logo.