Oak Island Vacation Rental Policies
Once you've chosen your Better Beach Vacation Rental, there are a few more things you should know about rental rates, making a reservation, confirming your reservation, cancellations, emergencies, maintenance, and other Better Beach Rentals policies. All reservations will be assigned a reservation number. Referencing this number on all correspondence and payments will help insure that your questions are answered fully and that all monies are correctly posted to your account.
The North Carolina Vacation Rental Act (NCVRA) was passed by the N.C. General Assembly in Spring 1999. Please make sure you read the following information carefully and that you understand our policies before booking your reservation. Most, but not all, of this information will be contained in your lease. You will be responsible for complying with all of our policies upon confirmation of your reservation (when you receive the lease via mail or the internet, make a payment or take possession of a rental unit).
Click on links below.
House and condo rentals are available Saturday-Saturday or Sunday-Sunday, whichever the owner chooses, during the summer months. Seasonal rates are based on 7 nights stay. Rates for each property are determined by the owner and listed in the property description. Every effort has been made to assure our descriptions are accurate; however, we cannot be held responsible for changes made by owners in furnishings and equipment, or the present condition of the home.
Click below to view sample lease.
You may book your Better Beach Vacation reservation with our office in one of several ways:
- CALL OUR OFFICE
1-910-278-1147 has a reservation staff available.
- Memorial Day to Labor Day - seven days a week (excluding select holidays) between 8:30 and 5:00 Eastern Standard Time.
- September to Memorial Day – Monday through Saturday 8:30am – 5:00pm and Sunday 10:00am to 4:00pm
- ONLINE BOOKINGS
Available 24 hours a day, 7 days a week.
- EMAIL Every effort will be made to process your request quickly, but immediate responses are not guaranteed. However, if you are trying to book a popular house or week, please remember that you may not receive an immediate response from an email.
- IN PERSON While in town, please stop by in person or call our local number: 910-278-1147.
Accidents/Damage to Rental Property
The leaseholder agrees to notify the Rental Agent as to any damages or accidents that occur to the premises, to both real property and personal property during your rental period. If the agent determines that no intentional or wanton or willful misconduct was done, the agent will repair/replace as needed up to $1500. Any damage or accident that exceeds $1500 will be the responsibility of the leaseholder.
*DAMAGES MUST BE REPORTED IMMEDIATELY AND PRIOR TO CHECK-OUT IN ORDER FOR THE RENTAL AGENCY TO REPAIR/ SAID DAMAGES. OTHERWISE, ALL DAMAGE COSTS WILL BE THE RESPONSIBILITY OF THE LEASEHOLDER. PET DAMAGE IS THE RESPONSIBILITY OF THE LEASEHOLDER.
Advance Year Reservations
Reservations for next year are accepted up to one year in advance, for a non-refundable $50.00 per week plus tax administrative fee. Reservations for a future period, for which rates have not been set, are considered provisional.
Current year guests have priority to rent the same house for the same week in the upcoming year. These priority reservations must be made by the close of business on Wednesday of the first week of your stay. Otherwise, properties are released for reservation on a first request basis. On-line reservations will also be taken, up to 51 weeks in advance.
IMPORTANT: The week(s) the guest is booked in for this year is the numbered week they can reserve for the following year. We cannot shift their week regardless of corresponding arrival and departure dates for the following year. Exceptions are not granted for floating holidays.
Better Beach Rentals reserves the right to terminate the lease, at any time, of a Better Beach Rental as the result of tenant abuse of staff or others. Termination of lease rights does not include a refund of rental monies unless the home is re-rented.
Once your reservation is confirmed, any cancellations or switching of homes will invoke the cancellation policy. All cancellations must be in writing; in the event of an emergency cancellation occurring one week or less before check-in date, a verbal cancellation will be accepted by phone, but must be followed up in writing verifying the telephone call. Tenant agrees that the total paid under this agreement will be forfeited if the property is not re-rented for the same period of time for the full amount. A cancellation fee of $55.00 will be charged for all cancellations. Any amounts forfeited or charged for cancellation are taxable. If property is re-rented, the total paid, less the cancellation fee, and travel insurance premium, will be refunded. Agent will not be responsible for reimbursing any 3rd party fees that have already been paid out and the guest must seek reimbursement directly for the third party. Additionally, if the property has not been re-rented and the leaseholder wishes to reinstate the reservation at any time after we receive the cancellation in writing, we will reinstate the reservation.
Check-in / Check-out
Check-in time between May 20 and September 15 is no earlier than 3:00 pm but could be as late as 6:00 pm as houses become available; check-in before May 20 and after September 15 is no earlier than 3:00 pm but could be as late as 5:00 pm.
Please understand that while many of our rentals are ready at the beginning of the check-in window, others may not be ready for occupancy until the end of the check-in window. If you plan to arrive before this time, we ask that you be understanding and patient. We will not be able to check you in (or store your chilled groceries or other belongings) until the home has been thoroughly cleaned and inspected. We thank you in advance for your patience as our staff works incredibly hard to prepare your home for vacation stay. Please make sure traveling companions are aware of our check-in window and that we have their names if they will check-in earlier than you.
Check-out is before 10:00 a.m. Please complete all of the Departure Responsibilities on the list located at your home (or on the check-in packet) before departing home and/or returning your keys to our office. A reasonable clean-up fee, not exceeding $600.00, may be incurred if Departure Responsibilities are not adequately performed. If you plan to get an early start you may leave your keys in the appropriate box located at our office. If you home is equipped with a keyless entry lock you do not need to check out at the office. Please lock the door upon your departure. All pool passes must be returned to the office. No occupancy of the property, including driveways or outside showers is permitted after check-out. Refunds will not be given for early departures. Tenant may be charged up to one additional day rental if Property is not vacated by 10:00 a.m.
Please help us protect our delicate environment by being conscious of your water and energy consumption while enjoying Oak Island. You can assist us by:
- Closing all windows and doors in the home/condo if the heat or air conditioning is on
- Turning off lights and appliances when they aren't in use (including outdoor lighting)
- Washing only full loads in the dishwasher/washing machine
- Not allowing water to run freely while brushing your teeth, shaving or washing up
- Reporting any water leaks, dripping faucets or running toilets to your check-in office
- Utilize recycling services at properties where available
Better Beach Rentals cannot predict construction plans in the area and, therefore, cannot be responsible for construction occurring near any rental property. No request for compensation or move to another property due to nearby construction will be considered. Oak Island does have a noise ordinance from 11pm to 7am.
Better Beach Rentals offers our rental properties without respect to the race, color, religion, sex, national origin, and handicap or familial status of any guest.
Better Beach Rentals is authorized, through our contract with the property owner, to rent only to family groups with the leaseholder being a minimum of 25 years old. Tenant acknowledges that he/she is at least 25 years of age and understands that he/she must occupy the property for the entire lease term. A family group is defined as immediate and extended family (parents, children and grandparents). No fraternities, sororities, church, school, civic or other non-family groups are permitted, unless prior approval is granted by the Landlord or Agent. We reserve the right to refuse occupancy, if in the agent’s opinion occupancy is detrimental to the property. Tenants misrepresenting their group will be subject to expedited eviction without refund.
In the event that we determine that you are not a family group, you will be in material breach of your lease. You will be denied access to the property and/or subject to expedited eviction. All rents and fees paid to Better Beach Rental will be forfeit.
Evacuations and Travel Insurance
If Brunswick County or Oak Island authorities order a mandatory evacuation of Oak Island/Southport, you will be required to comply within three hours of the order. In the event of an evacuation, you will be notified of our evacuation procedures and must turn in your keys prior to leaving the Island. If you return to the property after checking out or remain on the premises more than three hours after the order has been issued, you will be trespassing and law enforcement will be contacted.
Better Beach Rentals offers Travel Protection Insurance to our guests. Exclusions and limitations may apply if not purchased at the time of booking. As per the North Carolina Vacation Rental Act (NCVRA), if the insurance is waived, neither the property owner nor Better Beach Rentals is liable for refunds.
STANDARD TRAVEL PROTECTION:
Redsky Travel Insurance: For more information concerning the Sun Trip Preserver policy go to www.trippreserver.com or call 866-889-7409. Policy is Sun Trip Preserver 11TVL4476000. Policy is available for all residents of the United States and Canada.
Click here to view our full emergency contact list.
Equipment and Appliances
Furnishings and equipment in all Better Beach vacation rentals are provided by the owner. Every reasonable effort is made to keep each property and its equipment in good working order. Please notify Better Beach Rentals promptly of any difficulty you encounter during your stay. Agent, upon notification, will make every reasonable effort to complete repairs. Under no circumstance will the Tenant be relocated or receive a reduction in rent for any equipment failure.
Errors and Omissions
We have made every effort to provide accurate information. However, we are not responsible for errors, omissions, equipment failure, or changes in rates or amenities.
Our area is prone to nor'easters and other storms, which may change the beach (and sound) topography. Boardwalks & docks, if damaged, may not be permitted by Coastal Area Management Act (CAMA) regulations, to be repaired or rebuilt. Occasionally, the sand dune may be closer to the oceanfront homes in order to protect them. This may cover previously built boardwalks and walkways, and require you to cross a larger dune. If you or anyone in your family has specific needs with regard to beach access, please notify the reservation agent when booking your vacation. Due to conditions beyond the control of Better Beach Rentals, photos may not accurately represent the design of boardwalks, steps, decks, docks, gazebos and ramps adjacent to the ocean or waterway.
A number of our beach rentals offer the use of fireplaces. Better Beach Rentals does not provide wood for wood burning fireplaces. Fireplaces are only available for use November 1 to May 1.
Grilling is permitted in our rentals only on concrete, gravel or similar surfaces. Please do not move a grill to decks, porches or near vegetation. Please be courteous and leave the grill clean for the next guest. Homes may provide a gas grill. The propane for the grill is the responsibility of the guest.
Better Beach Rental homes and condos provide linens, at no cost to the guest. The following are included: sheets for all beds and sofa beds and towel sets (includes 1 bath towel, 1 washcloth & 1 hand towel) for the maximum occupancy of the home.
Should you require additional linens or towels they are available for an additional charge.
- King Sheet Set: $10
- Queen Sheet Set: $10
- Double Sheet Set: $10
- Twin Sheet Set: $10
- Kitchen Towel: $2
- Towel Set (Bath Towel, Hand Towel and Washcloth): $5
- Delivery: $5
*Taxes not included
In the event you have to change your week after your reservation has been confirmed, a transfer fee in the amount of $100 (plus tax) will be charged. Transfers can only be made within the same home of your initial reservation, subject to owner approval. Transfers must be in the same year. All transfer requests must be submitted in writing. For information on transferring your reservation please contact Better Beach Rentals.
Many of our homes now have keyless entry locks installed on one of the main entrances. This type of access will eliminate the hassle of keeping track of and sharing a few entrance keys among your group. In advance of their stay, every lessee will be assigned and sent one 6-digit ACCESS CODE to be used during their stay.
On arrival day, you will be sent a notification via text message or email as soon as your home is ready to occupy. Please make sure we have your cell phone number. Unless your home provides unique amenities such as pool passes, pier passes, cargo lifts, etc., you will not have to check in and out at our office.
Once you receive the text or email that the home is ready, simply go to your rental home and enter your 6-digit access code and turn the thumb bolt. The door will unlock. From the inside, simply turn the knob to lock the deadbolt. Whenever you leave and wish to lock the deadbolt, close the door and turn the thumb bolt. If you do not receive a text or email on check in day, please contact our office 910-278-1147 to verify your home is ready.
At the end of your stay, shut the door and lock it. Please return all pool passes to the office.
Lost & Found
At Better Beach Rentals, we make every effort to locate and return lost items but will not be responsible for personal items left behind in our vacation rentals. If you notice something missing, please call the office right away. If found, we will send the item; you will pay a fee of $25 plus shipping, handling and tax. Any items not claimed within 30 days after checkout will be donated to a local charity. We are not responsible for items broken or lost during shipping.
Partial Week Vacations / Extending Your Vacation
Partial week rentals are available on some of our homes. Housekeeping charges apply to all stays less than one week. Linens and towels are provided. Bed making is available for an additional fee. Please contact Better Beach Rentals for details.
Better Beach Rentals lists the occupancy permitted by the homeowner. We list number and sizes of beds in rentals only to accommodate flexibility in sleeping arrangements and not to represent allowable occupancy. Please do not exceed the occupancy limit assigned to a home.
Many of our vacation homes permit an event. The event fee is $500 and is due 30 days prior to arrival. An undisclosed event, at your rental home, will incur the the event fee, a $250.00 fine, and will be subject to expedited eviction with no refund awarded.
All Better Beach Rentals’ properties maintain a smoke-free policy. No smoking or other use of tobacco products is permitted. This includes, but is not limited to, pipes, cigars, snuff, chewing tobacco and e-Cigs. Smoking is strictly prohibited inside any property rented through this company. When smoking outside, dispose of them properly in appropriate receptacles outside. This policy applies to all guests, as well as their visitors. Individuals violating this policy will be charged a fee of $250.00 plus all costs associated with cleaning the home.
Handicapped/ADA Accessible Homes
Better Beach Rentals does not have any homes ADA accessible homes. Many of our homes provide amenities that may provide easier access for guests. These amenities, such as ramps, elevators, chair lifts and stability bars etc. are not guaranteed. Better Beach Rentals makes every effort to keep these and all amenities in good working order. However, in the event of a malfunction there is no refund.
Parking at our Oak Island rentals should be limited to one car per bedroom, with a maximum of five cars. Condos have a maximum parking of 2 spaces. Many rentals have fewer parking spaces available than bedrooms, due to the size of the lot. RVs are not permitted on the grounds of any unit at any time. Boats, boat trailers, equipment trailers, are counted as a vehicle, and must be parked in allocated spaces. No parking in undesignated areas, including lawns.
After making a reservation for a Better Beach Rentals vacation rental, the lease agreement must be signed via digital signature when making the first payment. The remaining balance must be paid in full 30 days prior to arrival. All payments must be made by personal, travelers, or bank check, cash or approved credit card (Amex, Visa, MasterCard or Discover). Please note that payments by credit card may incur a service charge. No personal or business check shall be accepted within 30 days of check-in date. Failure to pay balance due within 30 days of check-in date may result in cancellation.
If the arrival date is within 30 days, payment must be made in full when making the reservation.
"THIS IS A VACATION RENTAL AGREEMENT UNDER THE NORTH CAROLINA VACATION RENTAL ACT. THE RIGHTS AND OBLIGATIONS OF THE PARTIES TO THIS AGREEMENT ARE DEFINED BY LAW AND INCLUDE UNIQUE PROVISIONS PERMITTING THE DISBURSEMENT OF RENT PRIOR TO TENANCY AND EXPEDITED EVICTION OF TENANTS. YOUR SIGNATURE ON THIS AGREEMENT, OR PAYMENT OF MONEY OR TAKING POSSESSION OF THE PROPERTY AFTER RECEIPT OF THE AGREEMENT, IS EVIDENCE OF YOUR ACCEPTANCE OF THE AGREEMENT AND YOUR INTENT TO USE THIS PROPERTY FOR A VACATION RENTAL."
Because we know pets are very important to so many of us, Better Beach Rentals offers a variety homes and condos that allow well-behaved dogs. Dogs are allowed only in designated properties. Only one dog per household unless previously approved by homeowner. We no longer charge a pet fee for the first dog. Any additional dogs must have prior approval and may be subject to a $150.00 pet fee per dog. An undeclared pet is subject to a $500 non-refundable fee. If a pet is found on a premise that does not allow pets, your rental right will terminate immediately with no refund of rental monies and you will be subject to the undeclared pet fee. This policy is strictly enforced
To ensure that every member of your family has safe and enjoyable vacation on Oak Island, please be mindful of the following:
- On Oak Island, dogs are allowed on the beaches year-round, if they are restrained with a leash that is 6 feet or less.
- To ensure the continued enjoyment of our beaches, neighborhoods and homes, pet waste must be picked up and disposed of properly.
- At no time should a pet be left alone in the vacation rental home. If it is an emergency and you must leave your pet, he/she must be placed in a crate-like container made specifically for a pet.
Pools & Hot Tubs
Private pools and hot tubs at our vacation rentals are serviced on turnover days and mid-week. Guests are prohibited from tampering with chemicals or equipment. If it is found that the Tenant has tampered with equipment or chemicals, the Tenant will be responsible for any expenses incurred. Certified technicians care for all hot tubs and pools.
Unheated private pools are available year-round unless otherwise noted in the home description.
Heated private pools and pool heat (if provided) can be available for an additional fee. Certain private pools offer free heat; check home description for dates that heat will be available. During times of extremely low temperature or high wind, pools may not heat to what tenant believes to be an acceptable temperature. No refund will be given due to adverse weather conditions. Pool heat requested on check-in day or later will result in an additional convenience fee.
Better Beach Rentals cannot be held responsible for the opening and closing of subdivision and community pools.
Hot tubs are available year-round unless otherwise noted in the property description.
Pregnant women, people on medication, those with high blood pressure, heart disease, diabetes or other conditions should consult their physician before using a hot tub. Children under the age of 12 are prohibited from entering hot tubs. Misuse or overuse of hot tubs will result in a higher possibility of infection, as sanitizers are not able to combat abnormally elevated bacteria levels. Removal of or tampering with chemical dispensers may result in health related problems such as Folliculitis. Pets are not allowed in pools or hot tubs at any time.
Rental Homes for Sale
Some of the beach rentals we manage are available for sale. If you would like to see any "for sale" properties, please contact the sales department at our Better Beach Rentals office. If you are staying in a property that is for sale, every effort will be made to schedule any showings on a turnover day so as not to intrude on your vacation. If it is necessary to show the house during your stay, a property management representative will attempt to contact you to schedule a showing. If Better Beach Rentals cannot contact the tenant, the property will be shown by the sales agent.
What To Bring
Here are some things you'll need to grab while you're here visiting our vacation rentals:
- Paper products
- Cleaning supplies (laundry/dishwasher detergent)
- Food items
- Beach towels and toys
- DVDs and games
- Charcoal & lighter fluid for grills or propane
- Cash & traveler's checks (personal checks are rarely accepted on the island, although there are a few ATMs to choose from)
- Toiletries, medicines, sunscreen
Mail, Faxes, and Other Services
Mail and messages must be addressed to the leaseholder and reference the house name. Mail and messages will be held for you and may be picked up at the rental office during business hours. We attempt to notify guests receiving mail or phone calls.
Faxes of less than 10 pages may be sent or received with no charge at our office. Call the office for details.
Better Beach Rentals does not accept disks or thumb drives into our computers. Wi-Fi hot spots are available at our office. Most of our rental homes offer Wi-Fi.