Carolina Designs Realty House Rules
Due to COVID-19, some procedures have changed. Check-in time is now 5:00 pm, some community amenities may not be available, and new bedding and cleaning protocols are in place. Visit our Enhanced Protocols for COVID-19 page for more information.
These important rules are part of all Reservation Agreements:
Accuracy of Information
Although Carolina Designs Realty, Inc. makes every effort to maintain accurate information about the homes we manage, we are not responsible for changes in inventory, amenities, and décor implemented by individual homeowners, or changes in services provided by outside vendors. Photos and floor plans are illustrative in nature; therefore, Carolina Designs Realty, Inc. cannot guarantee their complete accuracy.
For homes with less than ten bedrooms, guests each week have first priority to tentatively reserve the same home for the same week next year. Homes ten bedrooms or more are available to book in advance for the entire 2021 calendar year. Specific terms for advance reservations are available upon booking.
Amenities Included With Rental
All beds are freshly made with bed linens except top bunks. We supply two towel sets per King/Queen/Double-sized bed, and one per Twin-sized bed. Each towel set contains a bath towel, hand towel, and wash cloth. You may rent more towel sets as needed at $7 (plus tax) per set per week. Each bathroom provides a bathmat and a start-up supply of bath soap and toilet tissue. Kitchens are furnished with a start-up supply of paper towels, dishwasher detergent, dishwashing liquid, kitchen towels, and freshly roasted coffee beans. All kitchens are stocked with dishes, cookware, flatware, glasses, and basic appliances. All houses provide at least one washer and dryer and a start-up supply of laundry detergent. All homes are equipped with wireless internet. Please be advised that it is illegal and unlawful to use this internet service to download unauthorized copies of copyrighted materials (e.g. movies, music, or software) as specified by the Digital Millennium Copyright Act.
The Outer Banks is a barrier island with shifting sands. Please note that it is not unusual for sand to cover walkways and stairs at private, public, and community beach accesses.
Business services such as fax, copy machines, and wireless internet are available at our Duck office. Our fax number is (252) 261-2295. Please include a cell phone contact number for any faxes sent to us.
Because homes are individually owned, we are unable to transfer reservations. If canceling a reservation with no payment, please contact our office. In the event of a cancellation with a lease payment, email our office as soon as possible at firstname.lastname@example.org. Carolina Designs Realty, Inc. must be notified in writing. If the property is re-rented for the original rental rate, tenant will receive a refund of the advance rental payment less a $75 cancellation fee, any insurance payment and any third-party fees. If re-rented for less than the original rate, tenant will receive the balance of the advance rental payment less the $75 cancellation fee and less the amount necessary to make full payment to the owner. Homeowner reserves the right to reduce original rental rate in order to attempt to secure a paid reservation prior to arrival date. All refunds will be made within 30 days of receipt of the re-rented advance rental payment. If the property is not re-rented, no refund will be paid.
Check-In & Keyless Codes
All homes are equipped with keyless entry. Check-in time is 5 p.m. You will be notified in advance with instructions for check-in, and this email will include your keyless code. Your rental balance must be paid in full prior to check-in for an access code to be issued. You may call our office when you arrive on the Outer Banks and provide a cell phone number. If the house is ready prior to the normal 5 p.m. check-in time, you will receive a text and be issued a special temporary “early release” code to unlock the property. Please note some homes have a firm 5 p.m. check-in. Learn more about check-in/check-out procedures.
You will receive a text or email prompt from our office 48 hours before your lease ends, and you may use this tool as notification that you are departing. Simply respond to the text with your lease number as you are leaving. Check out time is 10 a.m. and your keyless entry code will expire at that time. Please remember to:
-Load and start the dishwasher(s).
-Remove all trash from the home. Only trash in cans will be picked up, so all trash must be placed in cans. Place cans at the street curb (unless otherwise noted).
-Do not remove sheets; leave beds unmade and towels in the bathroom.
-Leave the house and outside areas in a tidy condition, with all trash and personal belongings removed.
-Close and lock all windows and doors.
Condition of Property
Please care for the property as if it were your own and leave it undamaged and clean. Do not rearrange furniture or take furniture to the beach. Do not relocate grills. Do not disconnect or modify the electronic equipment. Do not over-occupy the property. Sleep only on beds provided.
Carolina Designs Realty, Inc. cannot predict when and where construction may occur in any area and cannot be responsible for any construction that may take place near one of our vacation rental homes. Compensation or transfer to another property will not be considered.
Elevators & Special Needs
Homes providing elevators are listed in the Home Directory and on our website. Elevators are primarily used to assist those guests who may not be able to climb stairs. Children using elevators MUST BE accompanied by an adult. Do not press buttons on multiple floors at the same time. Please note: NONE OF OUR HOMES ARE ADA COMPLIANT and not all elevators can accommodate a wheelchair. Please call our office for elevator measurements and to discuss any special needs relative to specific features of individual homes.
Fireplaces are available seasonally between October 1st and March 31st unless otherwise stated and may not be used while the air conditioner is running.
Locked closets contain owners’ personal property and are not included as part of your rental. Please do not tamper with or attempt to open these closets.
Lost & Found
Carolina Designs Realty, Inc. cannot be held responsible for items left in rental properties. Please double check your rental home for personal items prior to departure. If we are asked to return items to you, a shipping fee will apply. Please report your lost items to us at (800) 368-3825, Ext. 6401.
Carolina Designs Realty, Inc cannot be held responsible for packages sent directly to rental properties. We recommend sending packages to our Duck office (1197 Duck Road, Duck, NC 27949). Please notify us in advance, and provide us with your rental property number, leaseholder’s name, and cell phone number so we can contact you once the package arrives.
Maintenance & Housekeeping
All equipment in vacation rental homes should be in working order. Please report any housekeeping concerns within 24 hours of arrival. During your stay, if you require maintenance services, please call us at (800) 368-3825 or email email@example.com. Every reasonable effort will be made to rectify the situation. No refunds will be made for inoperative air conditioners, appliances, or for mechanical failure of any equipment. You do not need to be present for service calls at the property.
SMOKING/VAPING IS PROHIBITED INSIDE ANY OF OUR VACATION HOMES. You will be responsible for the smoke remediation expenses if smoking in the home occurs during your stay.
Property cannot be used or occupied by more than the maximum allowable number of occupants, including you, your family, all children, and your guests. No extra bedding, such as air mattresses or cots, is allowed. Carolina Designs Realty, Inc. strictly prohibits overcrowding of the house. No RVs, campers or mobile homes may be parked on the premises for the purpose of extra sleeping capacity. Some neighborhoods prohibit RV, boat, and trailer parking so please call ahead regarding specific neighborhood restrictions.
Tenants (Leaseholders) represent themselves to be an adult 25 years of age or older. All occupants (“Permitted Occupants”) of the house must be either (1) the Tenant named on the lease (2) 25 years of age or older (3) direct descendants, ancestors or siblings of the occupants, and/or (4) a maximum of one (1) additional person for each occupant, direct descendant, direct ancestor or sibling of the occupants. If occupants do not comply with this paragraph, Tenant and occupants will be refused entry onto the premises, and Tenant or occupants will not be entitled to a refund of any rent payments made. No exceptions.
Please park vehicles only in the driveway of your rental home; please do not park on the grass. Parking on the street is prohibited everywhere. Please observe all posted parking rules. Violations may result in a parking ticket. Parking at recreational facilities is only allowed while you are using the facilities. Many restrictions exist for RVs, boats, trailers, and golf carts, so please check with our office for specifics prior to arrival.
Partial Week Rentals
Partial week rentals (a minimum of 3 nights) are generally only available during the off-season or when a full week is not booked 7 days prior to an available week. Partial rentals and pricing are subject to owner approval. Partial week pricing is calculated as a percentage of the originally advertised price.
Unless otherwise noted, all pets are strictly forbidden. Our website provides a current list of homes that allow dogs. If you rent a pet-friendly home and bring a dog, a pet fee of $125 (plus tax) applies. Only two well-behaved and housebroken adult dogs are allowed unless otherwise specified. Pets should not be left unattended or confined to areas where they may cause damage. Pet owners are responsible for damages and extra cleaning. Pets are not allowed in pools, hot tubs, or on the furniture. Please clean up all pet waste.
Service Animals Policy
Carolina Designs welcomes guests accompanied by a trained service animal, emotional support or psychiatric service animal. We ask that you review our policy for these important working animals, found here.
Pools & Hot Tubs
Pools and hot tubs are serviced by a professional pool company no later than 6 p.m. on check-in day, and a chemical check is performed mid-week. As neither the homeowner nor Carolina Designs Realty, Inc. employees are on the premises during the use of these amenities, the rental party agrees to be solely responsible for the use and operation thereof. If your rental home advertises a heated pool, please be aware that a fuel fee is collected for use of the pool heater and that the pool’s maximum heat temperature is 85 degrees. The pool heat fee varies with each home and is noted on the specific property page. Unauthorized usage of pool heat is strictly prohibited. Unless otherwise noted, private heated pools will open the weekend of April 3rd, 2020 and close the weekend of October 16th, 2020. Private unheated pools will open the weekend of May 1st, 2020 and close the weekend of October 2nd, 2020. (In 2021, private heated pools will open the weekend of April 2nd and close the weekend of October 22nd. The unheated pools will open the weekend of April 23rd, 2021 and close the weekend of October 1st.)
Reservations can be made online, by phone or in person. Pricing is based on a 7-day rental, plus tax (12.75%) and an administrative fee of $125. The initial deposit must be received within 7 days of booking to secure the lease agreement. Terms vary depending upon time of year you book. Please read our emails and notices carefully for payment details. Your lease agreement, cost, due dates, and our policies are available on our website. To view your lease online, go to LOGIN on our home page and create an account using the lease number and leaseholder’s zip code. The final balance of your payment must be received 30 days prior to your check-in date. We accept personal checks up until the balance due date. Please include your lease number on checks. Late payments received after the final balance due date must be by certified or cashier’s check, money order or credit card. Please contact our office at 800-368-3825 for questions or to request a copy of your lease.
Trip Interruption Insurance is available as an option on each reservation. The fee for the insurance is 6.95% of the total amount. For further questions on coverage, please go to trippreserver.com. Carolina Designs Realty, Inc., and the owners we represent, do not refund in the event of evacuation for severe weather. Tenants must have Travel Insurance for reimbursement due to mandatory evacuations.
Weddings & Special Events
Weddings and/or special events are strictly prohibited without a separate agreement and are only allowed in homes that participate in the Special Event Home Program. The lease addendum must be returned along with the signed lease agreement. Specifically note that:
-Unless otherwise stated in the house description, Carolina Designs Realty, Inc. allows a maximum number of 50 guests during the wedding and/or special event. There is an event fee of $1,500 unless otherwise noted.
-We require a $2,000 security deposit which is returned 30 days after departure if there are no damages, unless otherwise noted.
-You must make parking arrangements for your guests in advance (on-street parking is not permitted).
-If you are interested in viewing an event property, please contact us at least 48 hours prior for scheduling. Two homes may be viewed per appointment, with a limit of three people in addition to the Carolina Designs Realty representative. Prior to your appointment, please email or fax us a completed House Viewing Form and a copy of your driver’s license or bring them to our Duck office. Please note that we don’t offer home viewings between Memorial Day and Labor Day.
For more specific information on wedding and special event homes, please speak to a Reservationist.