Surf or Sound Realty Guest Information

INITIAL PAYMENT:

Your signed lease and check for one half the rental amount, optional travel insurance and optional alternative security fee, if elected, are due in our office within 10 days from the reservation date. If we do not receive your deposit and signed lease within 10 days, your reservation will be cancelled.

If you are making a reservation less than 30 days in advance, we require confirmation by credit card and fax within 24 hours of making the reservation. Payment by cashier's check, certified check or money order must be sent by overnight mail. We cannot accept personal or electronic checks within 30 days of your arrival date. Online reservations made less than 30 days in advance must pay in full by credit card at time of reservation.

All advance rent monies will be deposited in an interest bearing trust account with East Carolina Bank located at 41934 Highway 12, Avon, NC with interest accrued to Surf or Sound Realty.

FINAL PAYMENT:

The balance of your rental money, including processing fee, security deposit (if you do not choose the accidental rental damage insurance) and taxes is due in our office at least 30 days prior to your arrival.  Your copy of the lease agreement is your final billing notice. You will not receive another balance due notification prior to arrival, so please mark your calendar.

METHODS OF PAYMENT:

Surf or Sound Realty accepts personal checks, cashier's checks, certified checks, money orders, electronic checks as well as Visa and Mastercard. A convenience fee may apply for payments made over the phone or on-line.

If you are making a reservation less than 30 days in advance, we require confirmation by credit card and fax within 24 hours of making the reservation. Payment by cashier's check, certified check or money order must be sent by overnight mail. We cannot accept personal or electronic checks.

Reservations made from outside the U.S. also require confirmation by credit card and fax. Payment must be made in U.S. funds via credit card or by money order or cashier's check payable by a U.S. bank.

SAMPLE LEASE:

Click here to download a PDF of a sample lease. Please read through it as it contains valuable information pertaining to rentals with Surf or Sound Realty. When you reserve a home with us, you will receive a lease with your personal and house information on it and you will need to return a signed copy of it to us within 10 days of booking your home.

If you are making a reservation less than 30 days in advance, leases must either be e-signed or signed and faxed to our office within 24 hours of making the reservation.

Note: Lease formatted for legal sized paper.

REFUNDABLE SECURITY DEPOSIT:

All of our homes require a refundable security deposit between $400 - $1,000 as security against damage and theft. Surf or Sound Realty will inspect the home upon checkout and will charge for damage and/or theft determined to have been caused by Tenant. You will be notified if a problem exists. Otherwise your security deposit will be returned within 45 days after check-out. You may opt for the $59 non-refundable accidental rental damage insurance (described in the next section) in lieu of the refundable security deposit.

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. 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.

PROCESSING FEE & TAXES:

There is a $90 non-refundable processing fee applied to each reservation, due as part of your final payment.

A 6.75% North Carolina Sales Tax and a 5% County Occupancy Tax are required on all rental rates and other fees associated with the reservation with the exception of Travel Insurance, Accidental Rental Damage Insurance, Advance Reservation Deposits and Security Deposits. Taxes are subject to change without notice.

FAMILY GROUPS & AGE REQUIREMENTS:

Homes are rented to family groups only. No fraternities, sororities, church, school, civic or other non-family groups are permitted. In the event that we determine at check-in or thereafter that you are not a family group, you will be in material breach of your lease, and you will be denied access to the property and or subject to immediate expedited eviction and will forfeit all rents and fees paid to Surf or Sound Realty. For specific age requirements, please see the "Family Groups and Age Requirements" section of our sample lease.

CANCELLATIONS:

If you should have to cancel your reservation for any reason, please contact our office immediately. We will make every effort to re-rent your home. If we are able to re-rent the home, all monies (less the $90 processing fee and a $100 cancellation fee, travel insurance premium if purchased and all applicable taxes) will be returned if and when final payment is received for the new reservation. In the event that we are unable to re-rent the property, the full rental amount, including taxes and all applicable fees, is due and payable by the check-in date of the reservation.

PETS:

The individual property details page indicates whether or not your home is “Dog Friendly”. Dog Friendly homes feature the yellow “Dog Friendly” icon. If the home is Dog Friendly, you may bring one (1) housebroken dog. A $70 per week non-refundable Pet Fee is required for each approved dog. All additional dogs must be approved and may require additional paperwork. No other pets of any kind are permitted in any home. Bringing a dog into a non-dog friendly home will incur the full cost of flea treatment and carpet and upholstery cleaning, which will be charged to the credit card on file. Dogs are strictly prohibited in the pool or spa.

CHECK-IN:

Check-in time can range from between 4:00 pm to 6:00 pm on Saturday and from 4:00 pm to 5:30 pm on Sunday - depending on when your home is ready. Most of our homes will be ready during these times, but this is NOT guaranteed. We all do our best to get you into a clean and inviting home as early as possible.

• You will be required to present a photo ID and a credit card for imprint at check-in.
• Please DO NOT go to your home or leave your belongings or use the pool before completing the check-in process and receiving your keys. If your car is parked in the driveway of the house, it will delay the cleaning and inspection of the home and or pool and subsequently your check-in time.
• We ask that you not purchase perishable groceries prior to check-in. We do not have refrigeration facilities.
• If you plan on arriving prior to the check-in times listed, please plan to visit the many local attractions on the Outer Banks. A good place to spend the day at the beach prior to check-in is at the Coquina Beach access, (indicated on www.surforsound.com/maps/map/islands). The entrance is located on the oceanside of NC-12, approximately 5 minutes after you enter the National Seashore, directly across from the entrance to the Bodie Island Lighthouse, which is another good check-in day activity. The Coquina Beach access has bathroom/shower facilities, a covered picnic area, a lifeguarded beach and plenty of parking.

AFTER HOURS CHECK-IN:

If you arrive after office hours, the keys and directions to your home will be left in an envelope in the key drop box located at our front door. Linens rented prior to arrival will be left in the home. Please check-in with our office by noon on the following day to let us know you arrived and to complete your check-in process.

CHECK-IN OFFICE LOCATIONS:

The office location you need to check-in at is indicated on the bottom third of your lease.

If your home is located in Rodanthe, Waves or Salvo, you check in at our Salvo office (252) 987-1444, located at the corner of Rampart St and NC-12, oceanside.

If your house is located in Avon, Buxton, Frisco or Hatteras, you check in at our Avon office (252) 995-5801, located in the heart of Avon on the soundside of NC-12, across from the Avon Pier.

CHECKOUT:

ALL GUESTS MUST CHECK OUT BY 10:00 A.M. If you check out before our office opens, please leave the keys in our drop box.

MAIL & MESSAGES:

All mail and messages will be placed in a mailbox inside our office. If you are having mail sent, please be sure the name of your home is on the envelope. For Federal Express and UPS deliveries please call your check-in office for shipping address.
It is the responsibility of the guest to check with our office for messages. Only Emergency Messages will be delivered.

PARTIAL WEEK RENTALS:

The majority of our homes are available for partial week reservations (3 nights minimum). Partial week rentals may only be reserved within 14 days of arrival for Off and Value seasons and within 7 days of arrival for Prime, In and Mid Seasons and Holiday weeks. The rates for 3, 4 and 5 night stays are 60%, 75% and 90% of the non-discounted weekly rate respectively. (Security Deposit, Pet Fees, Alternative Security Fee and Processing Fee remain the same) The rate for 6 nights is the same as the weekly rate. The minimum rental rate for any stay is $250.

SMOKING/NON-SMOKING:

Some of our owners expressly request that guests not smoke at their homes. This is primarily due to health complications that they or family members have associated with residue left from cigarette, cigar, or pipe smoke. Please do not reserve a non-smoking home if anyone in your party smokes. If our cleaning/inspection staff detects evidence of smoking within a non-smoking home, then the entire cost of cleaning and deodorizing will be charged to the credit card on file.

MID-WEEK CLEANING:

Surf or Sound offers a mid-week cleaning service with 24 hours advance notice. This service is available Monday through Friday and can be used for the required checkout cleaning procedure if performed on Friday. The fee for this service ranges from $35 to $250 depending upon the size of the home. Mid-week cleaning for hot tubs and pools is also available. The average fee for mid-week cleaning of hot tubs is $45, the average mid-week cleaning for a pool is $70.

TELEPHONES:

Our homeowners provide telephones for your convenience and safety. Most are equipped with blocks to prevent long distance calls without the use of a calling card. In no event should guests charge or accept a long distance call on the cottage phone. A $20 collection fee will be added to any toll call that appears on the owner's bill for the dates of occupancy and will be deducted from your security deposit, or charged to the credit card on file.

REFUNDS:

There are no refunds due to the failure of non-essential items such as air conditioners, hot tubs, pools, TVs, washer/dryers, dishwashers, microwaves or other convenience items. However, we will make every reasonable effort to have such items repaired as quickly as possible.

HURRICANES:

In the unfortunate event that a hurricane should threaten Hatteras Island, it is important that you follow instructions given by local authorities and Surf or Sound Realty. Our policy is that we provide no refunds due to hurricanes or hurricane evacuation. However, we do offer travel insurance as explained in the next paragraph.

TRAVEL GUARD TRAVEL INSURANCE:

We want your vacation to be as worry-free as possible, so we include vacation insurance with your reservation. This coverage helps protect your investment in the event you must cancel due to a sudden emergency. Plus, you’ll receive reimbursement for the portion of your trip you miss if you’re required to leave early and return home. The Travel Guard travel insurance plan combines excellent value with essential coverages, 24-hour emergency assistance and personal services. You receive the comfort and security your need—before during and after your trip. The insurance cannot be purchased after your final payment has been made. Agent receives a commission from the travel insurance company. For additional information, please call Travel Guard at (877) 254-8842.

2010 PRE-RESERVATIONS:

You may reserve the home of your choice for next year with a $25 per week non-refundable deposit. Prior to October 1st, this deposit is transferable to another week in the same home, but is non-refundable. The deposit will be credited to your confirmed reservation after you receive your lease agreement. Advance reservations are conditional upon your selected time period being made available by the owner and rental rates and seasons for next year are subject to change. Surf or Sound Realty gives this year's guest first priority for the same home/same week next year. However, we must be notified by end of business day on the first Thursday of your stay. After which, the home will be released for advance reservation to other guests. 

LINEN RENTAL:

If linens are not provided with your rental home, you have the option of bringing your own or RENTING THEM FROM BEACH DETAIL LINEN SERVICE AT 1-800-206-2976. OR YOU MAY ORDER THEM ON-LINE AT www.beachdetail.com. We do not rent linens from our office. Beach Detail Linen Service will deliver the rented linens to your home and pick them up when you leave. For an additional fee they will even make the beds prior to your arrival. In order to place your linen order, they will need to know the sizes and number of beds. Please also specify if you would like bath linens. Please make your linen reservation at least 2 weeks prior to your arrival.