Rental Policies

Vacation Traditions, Inc. (VTI) is conducting business under the North Carolina Vacation Rental Act (NC General Statutes Section 42 A-1) for all vacation rental agreements. Vacation Traditions, Inc. acts as Agent for the owner for vacation rental properties.

MAKING A RESERVATION

You may reserve your vacation home online, by calling our office at 252-987-1297 or our designated reservation line 866-935-8844. Upon booking we will send you a Vacation Rental Agreement.

PAYMENT INFORMATION

ALL ADVANCE RENT PAYMENTS, SECURITY DEPOSITS AND BALANCES ARE DEPOSITED IN VACATION TRADTIONS, INC. INTEREST BEARING ACCOUNT AT FIRST SOUTH BANK IN BUXTON, NC WITH ALL INTEREST ACCRUED AND PAYABLE TO VACATION TRADITIONS, INC. ADVANCE RENT PAYMENTS MAY BE DISBURSED TO OWNER OF UP TO FIFTY PERCENT (50%) OF THE RENTAL AMOUNT WHEN SUCH DISBURSAL IS OCCURING MONTHLY.

Upon receipt of the Vacation Rental Agreement after careful review, please sign and return it with the required payment as noted on your agreement within 10 days of booking or the reservation will be cancelled without notice. All charges are itemized on your lease including state and local taxes of 11.75% (subject to change), security deposit, Accidental Rental Damage Insurance, travel insurance and any other applicable extra charges such as a pet fee or pool heat. In addition please note a reservation fee of $50 plus tax is included in the initial payment. This fee covers administrative costs. Please note the reservation number on your payment. Payment is only accepted in US funds.

Payment is due in full 30 days prior to arrival. Check or money order should be made payable to Vacation Traditions, Inc. MasterCard, Visa and Discover are accepted. Vacation Traditions, Inc. may use TeleCheck services to process your personal or business check.  If your payment is returned unpaid, you authorize the collection of your payment and a return fee of $25 by ETF(s) or draft(s) drawn from your account.  These funds will be taken from your account via EFT (Electronic Funds Transfer) and may be debited from your account the same day of processing.

Reservations made less than 30 days prior to arrival will require full payment within 24 hours of booking.

CHECK-IN

Our office is located at 24183 NC Hwy 12 in Rodanthe, across from Lisa’s Pizzeria. Check in may be as early as 3:00PM or as late as 5:00PM. Keys will not be released until the home has been cleaned and inspected. We appreciate your patience during this process. Your balance must be paid in full, including all taxes and fees and we must have a signed lease agreement on file with our office. At check-in you will be given 2 keys and directions to the property. Our office hours are 9:00AM – 5:00PM Monday through Saturday . If you plan to arrive after hours, please contact our office for arrangements.

CHECK-OUT

Check out is 10:00AM. We have limited time to prepare the property for the next arrival. A late check-out will result in a charge equal to one night's rent plus tax. Please return all keys to our office. Lost keys will result in a $5.00 charge per lost key. Upon departure you are responsible for generally straightening the property including cleaning all dishes, emptying fridge, securing all doors and windows and placing all trash in the outdoor receptacles. Every property is inspected prior to check-in and after check-out. You will be billed if additional cleaning is required.

SECURITY DEPOSIT OR ACCIDENTAL RENTAL DAMAGE INSURANCE (ARDI)

We offer the option of paying a refundable security deposit, minimum $150, or a non-refundable fee of $45 for the Accidental Rental Damage Insurance (ARDI) plan through Travel Guard®.  If you choose the ARDI, you will not be required to pay for accidental and reported damages up to $1,500. If any damages occur during your stay, written notification is required immediately. This plan does not cover any intentional, willful damage, lease violations or gross negligence. Any damages to the property MUST be reported to our office before check-out. This insurance is non-refundable, but recommended.

This is a brief description of the insurance benefit provided.  Insurance is underwritten by National Union Fire Insurance Company of Pittsburgh, Pa., a Pennsylvania Insurance Company (NAIC #19445)  with its principal place of business at 70 Pine Street, New York, NY 10270, currently authorized to transact business in all states and the District of Columbia. The Policy will contain reductions, limitations, exclusions and termination provisions. All coverages  may not be available in all states.

Please note that not all homes participate in the ARDI. If not, a Security Deposit, minimum $150, will be collected and administered as permitted under the NC Tenant Security Deposit Act. Security Deposits are returned within 45 days from the date of your departure as long as there are no damages to the property.

TRIP CANCELLATION/INTERRUPTION INSURANCE (TRAVEL INSURANCE)

Vacation Traditions, Inc., contracts with CSA, Inc. to offer trip cancellation/interruption insurance to protect your vacation investment against mandatory hurricane evacuation orders as well as other unforeseen circumstances. Please refer to the policy for details on coverage. CSA is authorized by the North Carolina Department of Insurance to offer you protection on your vacation investment. This insurance is optional however is strongly encouraged and recommended. The NC Vacation Rental Act Article 6, Section 42A-36 states if Tenant declines the offer to purchase travel insurance, Tenant is not entitled to a refund should a mandatory evacuation order occur. For questions concerning travel insurance, please call CSA directly at (800) 873-9855. The insurance premium is non-refundable and non-transferable.

PETS

Many of our homes welcome pets. A non-refundable pet fee of $75 plus tax will be charged. This fee is not a damage deposit. Please note the maximum number of pets allowed and any other restrictions are noted in each property description. Pets are not to be left unattended.

OCCUPANCY

State health rules limit occupancy to two persons per bedroom. Bedding advertised is to represent flexibility in sleeping and does not represent occupancy. Vacation Traditions, Inc. shall conduct all brokerage activities in regard to this, or any agreement, without respect to the race, color, religion, sex, national origin, handicap or familial status of any guest.

PARTIAL WEEK RENTAL REQUESTS

Some homes offer partial week rentals with a minimum of 3 nights.  A partial week clean fee of $30 plus tax will be charged on all partial reservations. Please contact our office for further details.

ADVANCE RESERVATIONS

Come again! Guests in a respective property and week in the current year have first right of refusal until 5:00PM on the first Wednesday of their stay. A $25 fee plus tax is required to hold the reservation. While the reservation is held as a courtesy, it is considered tentative until a signed lease and payment has been received. The lease will be mailed to you in November and is due with payment by January 10th of the following year.

CANCELLATIONS

Written notification is required if you have to cancel your reservation. If the property is re-rented, any payments made will be refunded less a $75 cancellation fee, the $50 reservation fee, $45 Accidental Rental Damage Insurance (if applicable), CSA travel insurance premium (if applicable) and all applicable taxes. If the property is rented for less than the rental rate indicated on your lease, you will be responsible for the difference. If the property is not re-rented, you will forfeit any monies paid, with the exception of the Security Deposit if applicable. You will also be required to fulfill payment as per your lease terms.

TRANSFERS

If you have to transfer your reservation after payment has been made, written notification is required at least 30 days prior to arrival. A transfer fee of $75 plus tax will be charged. Transfers may only be made within the same property and year of your reservation.

FAMILY GROUPS ONLY

Vacation Traditions, Inc will not rent to fraternities, school or civic groups or other non-family groups. We reserve the right to terminate or refuse a rental if the reservation is booked under false pretenses. VTI requires that the minimum age for a rental guest to enter into our Vacation Rental Agreement is 25 years of age or older, unless with permission of Owner.

HOMES FOR SALE

Vacation homes may be listed for sale. Sales agents may request to show the property to potential buyers. We will attempt to contact you to schedule a convenient time for showing, however please understand an interruption may be necessary.

CONSTRUCTION

Construction may occur next to or near your property during your stay. Please understand no refunds will be made due to nearby construction projects.  We are not always aware of construction timetables.

If you are renting a home that is under construction we make every effort to deliver the property on schedule. Should a delay occur VTI, as Agent for the homeowner, will attempt to relocate Tenant to a comparable property and any rent difference will be the responsibility of the Tenant.

Tenant will be refunded all monies paid if a comparable property cannot be secured. Neither Vacation Traditions, Inc. nor the owner will be liable for any damages incurred as a result of the cancellation.

FURNISHINGS

All vacation properties are individually owned and furnished to each owner’s unique taste. All homes are set up for light housekeeping and are equipped for basic cooking. Mattress pads, bedspreads, blankets and pillows are provided. Please bring all paper products, cleaning supplies, condiments, staple items and sheets and towels, unless linens are provided as noted in the property description.

REFUNDS

No refunds will be made for equipment failure or amenity malfunctions. VTI will make every reasonable effort to have the repair or replacement addressed as quickly as possible to minimize any inconvenience. Due to our remote location repairs may involve delays and your patience is appreciated. Refunds will not be made if cleaning is unsatisfactory upon check-in. VTI will send a representative to address any cleaning concerns promptly upon notification.

WALKWAYS AND DOCKS

Beach topography may change rapidly or from year to year. The NC Coastal Area Management Act guidelines may prohibit reconstruction of these amenities. Please ask our agent for information on beach, canal or sound access from the property at the time of booking. In addition, photos on our website may not accurately reflect walkways or docks.

HANDICAPPED ACCESSIBILITY

Property descriptions identify specifics regarding accessibility. They may not meet ADA standards, but may have ramps, elevators and/or other accessible features. Beach wheelchairs are available for rent through Moneysworth Equipment Rentals or Ocean Atlantic Rentals.  Please be sure to ask any specific questions as needed. 

GRILLING

Grilling is strictly prohibited on the decks and balconies of all rental properties. Grilling is permitted only on concrete surfaces away from wooden structures. If the owner provides a grill, it will be noted in the property description.

PHONES

Please arrange any long distance calls via a calling card. Any phone charges incurred will be billed to Tenant. 

POOLS

Pools are generally available Memorial Day to Labor Day. Private pools may offer heat during extended available pool dates.  Pool heat may be either solar, electric or propane, please refer to property description for details.  Temperature may vary with a maximum temperature of 82 degrees, which cannot be guaranteed due to weather or other applicable factors.

Community pool access including hours of operation and open and close dates are at the sole discretion of the Homeowner's Association.

FIREPLACES

If a fireplace is provided, it will be noted in the property description. Please note wood is not provided for wood burning fireplaces.  Fireplaces are only in use September - May.

MESSAGES, MAIL & FAX

We will attempt to deliver emergency messages only. Mail may be sent to our office in care of your name and rental property to PO Box 690, Rodanthe, NC 27968. Faxes may be sent and received at our office, (252) 987-1294, for a small fee per page. VTI will not be held responsible for messages, faxes or mail that is not received by Tenant.

LOST & FOUND

We cannot be held responsible for items left behind. We will make every effort to locate and return the item(s) to you upon request. Postage and a $15 handling fee plus tax will be charged. Unclaimed items found will be donated to local charities after 30 days.