Hatteras Family Vacations
Thank you for booking your Hatteras Island family vacation with us. We're looking forward to your stay! Some of you who haven't rented a vacation rental home before are sure to have some questions and others of you want to get a head start on planning your trip. So we have designed this page to try to answer some of your questions.
Lease and Confirmation Procedures
Key Items to Make your Vacation more Enjoyable
What to Bring on your Hatteras Vacation
Things to Do if you Arrive Early
Information about Travel Insurance
Information about Accidental Rental Damage Insurance
Lease and Confirmation Procedures
In order to process your lease properly, it is necessary to “finish the paperwork.” We ask that you pay close attention to the procedures listed below.
- The Initial Payment is indicated on the front of your lease. Receipt of your Initial Payment and the signed lease confirms your reservation. They both must be received in our office within ten (10) days of booking your reservation unless your arrival date is within 30 days of arrival in which case they are due within 24 hours of booking your reservation.
- Please make sure the lease is signed. Initial whether or not you would like to purchase the Travel Guard travel insurance. Also, if you would like to decline the Accidental Rental Damage Insurance, you must initial a second time to accept the Security Deposit instead. If you decline the Accidental Rental Damage Insurance, you will need to pay the “Final Payment with Security Deposit” as noted on the front of your lease. If you booked your reservation online, you may have already made your selections for Travel Insurance and Accidental Rental Damage Insurance.
- Click here for additional information on the Travel Guard travel insurance to help you understand this very important coverage. You may also click here for a detailed Description of Coverage for Travel Guard.
- Upon your arrival you will be asked to confirm your identification as the Leaseholder and you will be asked for a Credit Card (VISA or Mastercard only, debit cards are not accepted). We will make an imprint of the Credit Card to cover lease violations or damage not covered by the Accidental Rental Damage Insurance or that exceeds your security deposit. If you do not bring a valid Credit Card, you will be required to pay your home’s security deposit in cash at check-in.
Key Items to Make your Vacation more Enjoyable
- PETS—Page one of your lease indicates whether or not your home permits dogs. If the home is “Dog Friendly,” you may bring one (1) housebroken dog, unless additional dogs are pre-approved at time of reservation. No other pets of any kind are permitted in any home. If you are renting a “Dog Friendly” home, but will not be bringing a dog, please strike a line through the Pet Fee and initial. When we receive your lease and deposit, we will recalculate your final balance and send you a final balance due notice. Please note Pets (paragraph 13) on the back of your lease.
- LINENS—Many of our homes do NOT provide linens. If you are uncertain whether or not the home you rented provides linens for the week of your vacation, please contact our office. Linens are the responsibility of the guest unless specifically advertised as a provided amenity. If the home of your choice does not provide linens, you can order customized linen service by contacting Beach Detail at (800) 206-2976 or order your linens on-line at www.beachdetail.com. We do not stock linens.
- POOLS—Most of our rental homes feature private or community pools. For homes that offer private pools, the rent listed includes use of the pool for the Prime, In, Mid and Value seasons. Using the pool with heat is optional for these seasons. If there are two published Value season rates, “Value w/heated pool” and “Value w/pool,” you may decline the pool heat and select the lower rate. To add pool heat during the Mid, In or Prime seasons, there is an additional cost of $500, plus tax, per week. Not all homes are equipped with pool heaters, and pool heat temperatures cannot be guaranteed. All private pools will be closed during the Off season: January 1 through April 24, 2009 and October 31 through December 31, 2009. The Rent does not include use of the pool for these dates. Community pools are normally open June 1 through August 31.
- If you have a problem with pool heat, maintenance, or housekeeping, please notify our office immediately. We cannot assist you with items that are not brought to our attention. While we are sympathetic to complaints that are brought to our attention at departure, it will be too late to do anything to rectify the complaint.
What to Bring on your Hatteras Vacation
- Bed Linens and Bath Towels (unless provided or rented)
- Kitchen towels
- Beach towels
- Paper Products: Toilet paper, Paper towels, Napkins, Aluminum foil, Plastic wrap, Garbage bags
- Detergents: Laundry and dishwasher, All purpose cleaner
- Personal toiletries and bath soap
- Baby Equipment
- Prescriptions
- Credit Card, Cash, or Travelers Checks
- Telephone calling card or Cell phone
- Food
- Staple food items, seasonings, condiments
- Beach Items: Toys, beach chairs, umbrella, hats, cooler, sunscreen
- Supplies: Camera, film, flashlights, batteries, radio, alarm clock, iron, hangers
- Recreation Equipment: Fishing poles, tackle box, boogie boards, kites, video tapes, games, DVDs, books
For linens rentals, including bed linens and towels:
Beach Detail Linen Service: (800) 206-2976, or www.beachdetail.com
For beach rental items such as boogie boards, bicycles, beach chairs, beach wheel chairs:
Ocean Atlantic Rentals: (800) 635-9559, or www.oceanatlanticrentals.com
For Outer Banks and Hatteras Island visitor information:
Outer Banks Chamber of Commerce: (252) 441-8144, or www.outerbankschamber.com
Outer Banks Visitor’s Bureau: (877) OBX-4FUN, or www.outerbanks.org
Things to Do if you Arrive Early
If you arrive on Hatteras Island prior to your home being ready for Check-in, there are many things to do to jump start your vacation. You don’t need to wait at the office, you can leave your cell phone number and we’ll call you as soon as the home is ready. In the meantime, enjoy the beach, or one of our local restaurants or watering holes.
Some ideas of local attractions to visit: Cape Hatteras Lighthouse, Chicamacomico Life Saving Station, Graveyard of the Atlantic Museum, Avon or Rodanthe Fishing Piers or local art galleries. Many of our local restaurants offer great lunch specials, like peel ‘n eat shrimp and drink specials during the afternoon hours. Once you’re on Hatteras Island, begin enjoying your vacation and leave the stress of preparing your home to us.
Also of note, beginning Jan. 1, 2007, any person 16 and older who wants to fish recreationally in any water designated as coastal and joint waters of North Carolina must purchase a Coastal Recreational Fishing License (CRFL). This license can be purchased on a 10-day, annual or lifetime basis, or combined with a variety of licenses issued by the Wildlife Resources Commission (WRC). Info is available on the Wildlife Resources Commission website or at many of our local fishing and bait shops when you arrive on Hatteras Island.
Tips for a Smooth Check-in
Expect Check-in to be between 4-6 pm on Saturdays, 4-5:30 on Sundays, depending on the readiness of the home. Readiness is affected by housekeeping, maintenance, pool and hot tub vendors, linen vendors (if applicable) and home inspections. Due to their size, 6-bedroom homes and larger almost always take until 5 pm or later for the turnover process to be completed. If you are traveling with young children, elderly family members or dogs, please take these check-in times into consideration for your travel plans. There are many fun things to do if you arrive before your home is ready, see above for ideas.
As the Leaseholder, please inform your entire party that they may not go to the home prior to Check-in. Any guest arriving at the home prior to Check-in will further delay your check-in time and will void your Accidental Rental Damage Insurance, if applicable.
You the Leaseholder must be the person checking in at our office. We will verify identification (valid driver’s license), your status as a family group, and imprint a credit card (VISA or Mastercard only. Debit cards are not accepted) during Check-in. You may call ahead to permit another member of the party to initially Check-in and accept responsibility for the lease and provide a credit card for imprint, but since you are the Leaseholder, you will need to complete the Check-in process by coming into the office upon arrival and showing identification. If you do not bring a valid Credit Card, you will be required to pay your home’s security deposit in cash at check-in.
Please do not purchase perishable groceries prior to Check-in. We do not have refrigeration facilities at our office.
Information about Travel Insurance
As with any vacation, unexpected situations sometimes occur that can put a damper on even the best-planned trips. We offer Travel Guard travel insurance to cover you from these unexpected occurrences. This insurance provides important benefits and coverage from a wide array of risks. Events such as unpredictable weather, extension of school year due to unforeseen circumstances, car trouble or a medical or family emergency can cause you to cancel or interrupt your vacation, forfeiting any non-refundable charges made for your trip. Click here for Description of Coverage for more information or call Travel Guard at (877) 254-8842.
If you do not want to accept this insurance coverage, please initial in the appropriate spaces on the front of your Rental Agreement to decline. Please Note: Travel Guard travel insurance must be purchased prior to final payment. To qualify for a Pre-Existing Conditions Exclusion Waiver (coverage for losses caused by any preexisting medical condition of yourself, a family member or traveling companion), the plan must be purchased before final trip Payment. You may not purchase travel insurance for tropical storm/hurricane coverage after a storm has been named by the National Weather Service. YOU ARE UNDER NO OBLIGATION TO ACCEPT THIS COVERAGE.
Information about Accidental Rental Damage Insurance
Relax on vacation knowing you have Accidental Rental Damage Insurance for mishaps and theft while staying at your rental home, and keep more cash on hand for enjoying your vacation. In lieu of a $400 to $1,000 security deposit, we offer an Accidental Rental Damage Insurance. This non-refundable $59 damage insurance plan protects you from theft or damage which results from an accident within the home, with coverage up to $1,500. The insurance does not cover negligent, willful or wanton conduct. For a complete review of the plan, please click here to read the Description of Coverage detailing full terms and conditions that apply. You must notify Surf or Sound Realty of any damage or theft to the home during your occupancy or this coverage is void. If you opt against the insurance, a security deposit will be added to your final balance. You may not elect the insurance once you have occupied the home. Surf or Sound Realty receives an administration fee for the plan.
Frequently Asked Questions
What phone number should I call if I have any questions?
Prior to your visit, call our main guest services phone number, which is (800) 237-1138 or locally at Avon (252) 995-5801 or Salvo (252) 987-1444. These lines are answered daily between 8:30 – 5:30 EST.
Who should sign the lease?
It is important that the person who made the reservation is the same person who signs the lease.
How do I refuse the travel insurance?
You must initial either way if you want to accept or decline the Travel Guard travel insurance. We advise that you click here to read the details of the Travel Insurance carefully. If you have any questions contact Travel Guard directly at (877) 254-8842.
Where do I check-in?
The office location you need to check-in at is mentioned in the bottom third of your lease. In general, if your house is located in Rodanthe, Waves or Salvo, you check-in at our Salvo office. If your house is located in Avon, Buxton, Frisco or Hatteras Village, you check-in at our Avon office.
When can I check in?
Our check-in time is between 4:00 and 6:00 p.m. pending the readiness of the home, although we cannot guarantee that the house will be ready at 4:00. Due to their size, homes 6-bedrooms and larger almost always take until 5 pm or later for the turnover process to be completed. There are occasions when the house requires extra cleaning or maintenance to make your stay more comfortable. Be assured that we will do our best to allow you into your house at 4:00 or shortly after.
Can I go to the house early, before I check-in?
No, please do not. Our house cleaners will not enter the house to clean if there is a car in the driveway. If you go to the house early, you will significantly delay the time you will be able to check-in and will void your Accidental Rental Damage Insurance. Please go to the office, and not to the house.
What can I do if I arrive early?
A good idea if you are traveling south from Route 158 is to stop at Coquina Beach in South Nags Head. The entrance is located to your left about 5 minutes after you get on Route 12 south. (It is directly across the street from the entrance to the Bodie Island Lighthouse.) This life guarded beach access has bathrooms and shower facilities as well as a covered picnic area.
If you would like to go to the beach on Hatteras Island, there is a beach access with parking just to the north and south of Avon and just to the south of Salvo. There is a sound side access about 5 miles south of Avon called the “Haul-over Area” (Canadian Hole) which has bathroom and shower facilities. There are also a number of ice cream shops and restaurants on Hatteras Island where you can stop for a bite to eat.
What if I have Groceries that need refrigerated and my home isn’t ready?
Please do not buy any perishable groceries prior to receiving your keys. We do not offer refrigeration.
Is there a grocery store close to my home?
Yes, there is Food Lion and Village Grocery in central Avon, Conner’s Foods in Buxton approx. 2 miles south of the lighthouse, Burrus Red & White in Hatteras Village at the bend of the road by East Carolina Bank, Big Wave convenience store in Waves and Island Convenience in northern Rodanthe.
Will there be paper products in the home when I get there?
No, there will not. Please plan on bringing your own. We will provide you a welcome bag with some convenience items including soap and a roll of toilet paper, but your home will not be fully stocked.
Do I need a fishing license in North Carolina?
Beginning Jan. 1, 2007, any person 16 and older who wants to fish recreationally in any water designated as coastal and joint waters of North Carolina must purchase a Coastal Recreational Fishing License (CRFL). This license can be purchased on a 10-day, annual or lifetime basis, or combined with a variety of licenses issued by the Wildlife Resources Commission (WRC). Info is available at Wildlife Resources Commission website or at many of our local fishing and bait shops when you arrive on Hatteras Island.
What should I bring with me?
Assume the home has furnishings, dishes, pots/pans, flatware, glasses, coffee maker and toaster. Bring anything you need to make a beach vacation fun and comfortable. In addition to clothing and general toiletries, this may include paper products, laundry and dish detergents, an iron, hangers, bed linens and towels (unless provided or rented), food items (including condiments and dry goods), prescriptions, bath soap, alarm clock, camera and film, beach toys, flashlight and radio with batteries, garbage bags, sunscreen, insect repellant and first aid kit.
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