Outer Banks Rental Information and Regulations

Topics on this page:

Location Definitions

OCEANFRONT - With oceanfront property, there are no intervening homes or lots between the home and the ocean. Distance from the property to the Atlantic will differ from home to home. Some houses will offer better views of the serene, windswept dunes and others, the waves of the Atlantic, so ocean view is not guaranteed.

SEMI-OCEANFRONT -Homes with only one lot, house, or unit between the property and ocean, are semi-oceanfront. This type of property may still offer breathtaking views. Some areas may have a road to cross to get to the ocean; however, only one property is between it and ocean. Distance to the sandy beaches and ocean may vary and ocean view cannot be guaranteed.

OCEANSIDE - When there are two or more houses between the property and the Atlantic Ocean, it is described as Oceanside. This type of property has no roads to cross; however, distance will vary. Access to the ocean is usually direct via dedicated easements and/or private roads.

FRONTS THE BEACH ROAD - Property located just west of Rt. 12, commonly known as the Beach Road, with two or more properties between the home and ocean, “fronts the beach road". There can be a few houses between this type of property and the Atlantic.

BETWEEN HIGHWAYS - Properties located between Rt. 12 (Beach road or Virginia Dare Trail) and Rt. 158 (By-Pass or Croatan Hwy) are described as “between the Highways”, specifically when vacationing in Kitty Hawk, Kill Devil Hills, or Nags Head. Access to the beach is only by public access areas.

WESTSIDE - Houses at the Northern Beaches located between Rt. 12/Ocean Trail and the sound are Westside. Houses west of Rt. 158/By-Pass toward the sound in the Southern Beaches area are also considered Westside.

SOUNDSIDE - When a house is closer to the sound than the Atlantic, it is said to be soundside. Distance to the sound and ocean may vary. With this type of property, there may be a view of the sound, but it cannot be guaranteed.

SOUNDFRONT - With soundfront property, enjoy a sunset over the sound from private docks, with no intervening homes or lots between the home and the sound. This means direct access to the sound. Most homes offer private docks/piers and a view of the tranquil sound water; however, views of the sound are not guaranteed with these properties.

*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 - are availabe free for some homes, others for a fee.
Towels, Bath, Hand, Washcloth - are available free for some homes, others for a fee.
Towels, Beach and Dish
Beach Chairs and Umbrella - are sometimes provided, check web listing for specifics. These are also available for rent at http://www.beachrealtync.com/beach-equipment.htm
Traveler's Checks
Prescription Medicines
Vacation Rental Policies
Toilet Paper, Trash Bags
Soap - Laundry, Dish and Bath

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 or using Live Chat on our website, www.beachrealtync.com. Our website also allows you to book your vacation online! You can search our properties to view photographs, availability, rates and maps online 24/7 at www.beachrealtync.com. You can also email Info@beachrealtync.com to speak with one of our Internet Customer Care Representatives. Other reservation options include: mail in requests (Kitty Hawk Rentals, P.O. Box 69, Kill Devil Hills, NC 27948).

Payment Information

2013 "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 2013. Please call one of our Vacation Specialist for further details.

Confirming your Reservation -
Advance Rental Payment & Balance Payment

To confirm your reservation, your rent payment is due at the time the reservation is placed equal to one half of the reservation period’s rental amount plus a $125.00 non-refundable administrative fee, and your trip cancellation insurance premium (if applicable). A Rental Agreement/Confirmation will be forwarded to you confirming your reservation. Balance: The balance of your rent and taxes will be due 30 days prior to your arrival. You may pay this balance by Visa or Master Card, money order, cashiers check, personal check or online at our website, www.beachrealtync.com. All payments must be made in U.S. Funds, drawn on a US Bank. Total balance of rent, 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. You shall be responsible for payment of all applicable taxes according to rates in effect at the time of occupancy. Reservation is subject to be cancelled if we have not received your signed lease within seven (7) days of receipt. The balance payment of your rent will be due at least 30 days prior to your check-in date.

Reservations made within 30 days prior to arrival date must be PAID IN FULL upon confirmation of your reservation.

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 CSA330. You may view the 2011 Travel Insurance policy by clicking here.

Click here to view the Dare County Emergency Management Guide

CSA Travel Insurance Brochure

Why Buy Travel Insurance?

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 $125 fee, plus any insurance fees paid. 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 on your Outer Banks rental.

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 check ins by 1PM (2pm for 7+ bedrooms) 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: A home that provides linens and/or hot tub for the full week will provide linens and/or hot tub for a partial week as well.

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 assume 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.

Event Home Security Deposits

In 2012, only our event homes will 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.

Accidental Damage

By reserving your vacation home with Beach Realty & Construction / Kitty Hawk Rentals, you are automatically covered for a limited amount of accidental damage included in your rent payment. The damage must be reported to your check-in office as soon as possible. If the damage is not reported, then you assume financial liability.

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 2012 ranges from $200 - $400 per week unless otherwise noted. If you would like to add this option on to your vacation, please contact our office at 252-441-6082 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 $125.00 plus tax. This fee must be paid with the advanced rent payment prior to check-in.

Linens

If your vacation home does not provide Bed or Bath linens, Kitty Hawk Rentals offers linen service to our guests for an additional fee. Prices are listed by the single week and can be found in each property's description. A full fresh set of Bed & Bath Linens will be delivered prior to your arrival. For multiple week vacations, you may order a fresh set at half price for each additional week if you wish. Please tell your Vacation Specialist at the time you make your reservation or just give us a call to place your order anytime.

Maid Service

In addition to the regular cleaning done before your arrival and after your departure, we are pleased to offer you the convenience of maid service during your stay. Our cleaning service cost varies with the size of the home (plus tax). Call our office for details and arrangements. There will be no complimentary scheduled cleaning during multiple week stays.

Maintenance, Refunds

All equipment in each vacation 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. Under no circumstances will there be a reduction of rent for any mechanical failure of items including but not limited to, air conditioning, dishwasher, washer, dryer, TV, VCR, Spas, Swimming Pools, or appliances. There are no refunds for inclement weather, including hurricanes.

Water Quality

The unique qualities of the area (which draws so many visitors to the Outer Banks) unfortunately, also share some drawbacks. Many of the Corolla area vacation homes get water from private wells. The quality of the water may vary and will probably not be like the water you are used to, even with filtration systems insuring the water is potable. If you do not wish to drink the water we recommend you purchase bottled water for drinking and cooking. Although the water is safe for drinking, cooking, washing and bathing there is a possibility of discoloration to clothing, tubs, toilets and even chemically treated hair. Kitty Hawk Rentals is not responsible for water quality and no refunds will be made regarding this issue.

Messages and Mail

Messages and mail can be received through and picked up at our office. We do not deliver messages, except in case of extreme emergency (death, accident, serious illness). After hours emergency calls should be directed to the Dare County Sheriff's Office at 252-473-4381. For those vacationing in Corolla, Ocean Sands or Whalehead, contact the Currituck County Sheriff's Office at, 252-232-2216.

Fireworks

Fireworks that make sound or fly are illegal in North Carolina. All town ordinances prohibit fireworks on the beach and at rental homes. Since fireworks are an illegal activity, expedited eviction will be filed if our office is notified by local law enforcement that a complaint has been made against the leaseholder or any party on the premises of any Kitty Hawk Rentals vacation rental home.

Office Hours

Our office is open 7 days a week from 8:30 AM until 5:30 PM. On Saturday and Sunday, June 9, 2012 through September 2, 2012 the office is open until 8:00 PM. We are closed the following dates in 2012: New Years Day - January 1, Easter - April 8, Labor Day - September 3, Thanksgiving Day - November 22, Christmas - December 23-26.

Dogs

Properties permitting dogs will have a fee ($100.00 plus tax unless otherwise noted) for the privilege. Limited to 2 adult house-trained dogs only. No dogs allowed in pool or hot tub. Units that do not clearly state that pets are allowed DO NOT permit dogs. If one is brought to a property that does not allow dogs or the animal is not claimed in advance, in writing, violation of the NO PET rule will be grounds for immediate eviction without refund. Absolutely no other type of animal but dogs is permitted. Absolutely no puppies or breeds considered dangerous by insurance companies including but not limited to Rottweilers, Pit Bulls, and Doberman Pincers. If a formal complaint is lodged against your dog you will be asked to board your dog for the remainder of your stay or be evicted without refund.

Parking

Be advised the parking capacity at the majority of our vacation homes is never more than the number of bedrooms in the property (maximum of 5 cars). In other words a 3 bedroom would typically have parking for 3 cars; 4 bedroom would have capacity for 4, etc. Very few vacation homes have the capacity for more than 5 cars even if the property is larger than 5 bedrooms. We advise you of this in advance so you can plan your travel accordingly. Parking regulations are strictly enforced in many areas of the Outer Banks, and if one of your cars is parked on the street in front of the home you risk being ticketed or towed. Specific questions on individual Outer Banks rental homes parking can be addressed with one of our Vacation Specialists.

Recreational Vehicles

The use of recreational motor vehicles, trailers, mobile homes, trucks with camper inserts in the bed, and other vehicles that provide sleeping accommodations, for any purposes other than transportation, are prohibited. Over-occupancy of rental cottages includes occupying vehicles of this type and subjects tenant(s) to eviction for violation of the occupancy limits. Some subdivisions prohibit even parking RVs in the driveway. Operation of a golf cart on any public street, road or highway is prohibited by the State of North Carolina.

Internet

Kitty Hawk Rentals boasts a comprehensive Internet web site you can visit at www.beachrealtync.com. In addition, to accessing availability of rental properties and making reservations on-line, you may access current weather information, sales offerings, and a kid's area. Check us out on the web!

Items Left At Vacation Home

Kitty Hawk Rentals will not be responsible for personal items left in cottage. A $25 service fee will be charged in addition to the cost of mailing items back via UPS. Visa or MasterCard is required to do this. Any items found in homes that are not claimed within 14 days will be donated to charity. Clothing items will be donated to charity as they will not be brought back to our offices.

Keys

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 were your own, and to leave it undamaged, clean and keep conditions safe throughout your 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 2012 Sample Vacation Rental Agreement.

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