Cooke Realty Vacation Rental Policies

Cooke Realty offers hundreds of privately owned cottages and condominiums on Ocean Isle Beach. We have a property to fit almost everyone's budget. You will find that all of our properties are unique, vary widely, and are furnished and decorated according to each owner's tastes and requirements.

North Carolina Vacation Rental Act

This is a vacation rental under the North Carolina Vacation Rental Act. The rights and obligations of the parties to this rental 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 rental, or payment of money or taking of possession of the property after receipt of the rental, is evidence of your acceptance of the rental and your intent to use this property for a vacation rental.

Please review your cottage details and our rules and regulations prior to confirmation. Because each property is individually owned, and Cooke Realty is employed by the property owner, we cannot make property substitutions or refunds upon your arrival. Some properties may not contain a certain item that you may require, such as a walkway to the beach, a telephone, a washer/dryer, or cable TV. In making reservations please inquire about such items. Cooke Realty will give NO REFUNDS or be responsible for items removed by the homeowners.

READ the complete ACT https://www.ncleg.net/enactedlegislation/statutes/html/bychapter/chapter_42a.html

ERRORS

Prices, locations, descriptions in the brochure, and agreements may change from time to time without notice. Every effort has been made to assure that the descriptions in this brochure are accurate. However, Cooke Realty cannot be held responsible for changes made by homeowners, nature, or printing errors.

 

PREVIEWING PROPERTIES

Cooke Realty gladly makes available properties for previewing before you make your vacation plans by APPOINTMENT ONLY. Please inquire with our vacation specialists to determine if a specific property is available for viewing. You will be required to have an agent accompany you to the property that you wish to view. Some properties may be available to view between Labor Day and Memorial Day. If the property is unavailable, we will make every effort to determine any specific information needed is derived from the owner or our staff. Please call before you drive any distance to view a property as we must prepare for your viewing. 

 

PETS

PETS ARE ALLOWED IN OUR PET-FRIENDLY HOMES ONLY. Pets (of any kind) are not allowed in any other properties. Should a pet be discovered, the guest will be asked to vacate the rental property without any refund, and any related costs will be applied to the guest's credit card.

 

LOCKED CLOSETS

Most of our homeowners have a locked closet or storage room for their items. Please respect these areas.

 

IN SEASON

June 6 to August 29. The rentals during these months are weekly and are from Saturday to Saturday.

 

OFF SEASON

Labor Day through Memorial Day rentals is available on a weekly and daily basis.

  

RESERVATIONS & PAYMENTS

Once you make a reservation, the initial deposit of 50% is required by credit card. You will be sent a rental agreement detailing your rental charges and required payments via electronic mail. You are required to sign and return a completed copy of your rental agreement by fax or mail or by digital signature after you receive the agreement. We accept Visa, Mastercard, American Express, and Discover credit cards. The initial deposit includes 50% of the rental amount and a non-refundable $75 reservation fee, including tax. The balance of the rental amount, either a non-refundable $45 damage waiver payment or refundable $500 security deposit, plus any applicable taxes, is due 45 days before arrival. This payment may be made by check or credit card. If you make a reservation within 30 days of arrival, the total balance is due in full by credit card only at the time of the booking.

 

OCCUPANCY

Each cottage has a maximum occupancy for each unit. Occupancy is limited to the number of sleeping spaces in a cottage. Some homeowners restrict the number of people to a lesser amount, and these exceptions are noted in the descriptions. We reserve the right to refuse occupancy if, in the agent's opinion, occupancy is detrimental to the property. Overcrowding may result in expulsion and loss of rental.

 

Fraternal, sorority, student, and retreat groups are asked not to apply for reservations. Cooke Realty rents only to families. Misrepresentation will result in the tenant being asked to vacate the home without a refund immediately. No house parties are allowed in any rental cottage. These are defined as occupancy by more than the allowable tenants in a unit, or unruly, loud, or other objectionable activity carried on in or around the home. If a house party develops, all tenants will be asked to leave WITHOUT REFUND.

 

SUBSTITUTIONS

Over two-thirds of all of our renters are previous guests of Cooke Realty. Our agents do their best to, as accurately as possible, describe and assist our renters in selecting a property that best suits their needs and the needs of their family. To prevent any misunderstandings, we ask that you tour a property in advance if you have any specific personal requirements or concerns regarding the unit. All properties are individually owned and are subject to availability by their owners. All precautions have been made to ensure that substitutions will not be made; however, necessary changes will be solely at the discretion of the agent. Should a property be sold or conditions arise that cause the rental property to be unavailable, all attempts will be made by the agent to provide a comparable substitution or refund all deposits to the renter. The substitution of property is not possible at the discretion of the renter. Please familiarize yourself with the rental you have chosen. And our rules and regulations on our rental agreement to prevent any misunderstandings or inconveniences. Rates of substitutions may vary, and Cooke Realty liability shall be limited to refund of any deposit or payments.

 

CHECK-IN TIME

CHECK-IN TIME is 5:00 PM or after. WE WILL MAKE EVERY EFFORT TO HAVE THE PROPERTY READY AS EARLY AS POSSIBLE. DO NOT GO TO YOUR RENTAL before YOUR CHECK-IN AT THE OFFICE. Should a car be parked at the unit, the inspectors will pass the unit, which may delay your check-in. Notify all family members and guests of this rule. When you check-in, if your unit is not clean, or if there are any damages, please notify Cooke Realty immediately. This assures us that the proper parties are held responsible. 

 

CHECK-OUT TIME

CHECK-OUT TIME is before 10:00 AM. Failure to check out and return the keys before 10:00 AM may result in a charge to your credit card. All keys returned to our office. Do not leave any keys in cottages or condos. You may leave keys in the dropbox to the right of our door if you leave during hours that the office is not open. DO NOT turn in your keys until you have completely vacated the premises. The cottage or condo is checked and cleaned after you leave and before the next tenant arrives.

 

LATE ARRIVALS

KEYS FOR LATE ARRIVAL will be left in a box beside our office door in an envelope with your name and directions to your unit Please come by our office the next morning to register. Call ahead if you plan to arrive late. Please check all keys upon arrival to be sure that all keys are correct. After hours lock-outs will be charged a $50.00 fee. Should you have an emergency and need assistance after hours, dial 579-3535 option 6, and our after-hours attendant will return your call. Please note that our service repairmen are not available after hours.

 

STANDARD ITEMS

All of our homes equipped with the following items: fully equipped kitchen, washer, and dryer, can opener, ice maker or ice trays, coffee maker, toaster, blender, vacuum cleaner, and porch furniture unless otherwise noted in the description.

 

WHAT TO BRING

You must furnish your sheets, pillowcases, towels, beach chairs, BBQ grills, and paper products. Most kitchens are well-equipped, but you may want to bring your favorite pans.

 

LINEN RENTALS

We do not provide linens. Please call Care Linen's at 910-619-7190 or visit their website at www.carelinenservice.com.

 

CLEANING

The renter will pay the cleaning fee.

 

SECURITY DEPOSITS

You have two options. Option #1: You can pay a $500 security deposit with the initial payment by check or credit card, and this deposit will be refunded to the renter named on the Rental Agreement within 30 days of check out minus any damages caused by the renter. This deposit is fully refundable if the reservation is canceled. Option #2: You can purchase a Security Deposit Waiver at the cost of $45. The insurance will cover accidental damage during your stay up to $500. Please note that rule violations and intentional damage are not included. The security damage insurance is non-cancellable and non- refundable once paid.

 

RESERVATION CHANGES

Changing a confirmed reservation is, in effect, a cancellation of one rental unit and a new booking made on a second unit. Once you request a reservation change, you must make a payment to confirm the second reservation request. Your original payment will be transferred to the balance of the second reservation if the original rental unit is re-rented for an equal number of days at the same rental amount as your initial reservation. Should the original unit not be re-rented, you will forfeit your advance payment and be responsible for the entire amount of the second reservation.

 

RESERVATION CANCELLATIONS

Should you need to cancel your reservation, please do so in writing, immediately. No refunds will be made until your unit is re-rented and confirmed. The rental property must be re-rented for the entire period of your reservation at the full rental price. Your deposit will then be returned, less a cancellation fee of one hundred dollars ($175.00), and a non-refundable $75 reservation fee (taxed). Cancellations made within 30 days of check-in will forfeit all money paid unless the property is re-rented for the entire amount of days of your reservation.

 

UNCONFIRMED RESERVATIONS

Please call a Cooke Realty Vacation Specialist 1 800 622-3224 with your new request, and we will process your new reservation.

 

 INDEMNITY

Guests will be responsible for any accommodation damages, which occur as a result of their occupancy, other than normal wear and tear, including household furnishings. Cooke Realty will not be liable for any damages to rental property or furnishings, nor for injuries resulting from any accident that may occur in or on the premises during guest occupancy. Representatives of Cooke Realty may enter the premises at any reasonable time to make repairs. Neither Cooke Realty nor the owner is responsible for personal items left on the premises.

 

SEVERE WEATHER

If the State or Local authorities order a mandatory evacuation of an area that includes the property subject to this vacation rental, and the guests comply with the order, the guest is entitled to a refund of the prorated rent for each night that the guest is unable to occupy the property because of the order. Guests must take all possessions upon evacuation, as re-entry cannot be guaranteed.

 

REFUNDS

NO REFUNDS WILL BE GIVEN FOR THE BREAKDOWN OF APPLIANCES OR AIR CONDITIONER. No refunds will be given for the weather or condition of the property or for circumstances of which we have no control. No refunds of substitution of accommodations will be given for the internet, television, VCR, DVD, or cable breakdown or discontinuation of service at a house or condo. REPORT ALL INOPERATIVE and MISSING EQUIPMENT TO OUR MAINTENANCE DEPARTMENT IMMEDIATELY. Service must be scheduled and may require parts to be ordered. Problems will be corrected as soon as humanly possible. Priority is given to air conditioning/heat, refrigeration, plumbing, electrical, and water problems. Agent or authorized employee or repairman, or landlord have the right to enter the property at any time. NO refunds will be issued for delays in check-in or early check-out (for any reason). Damage to guest's belongings due to malfunctioning equipment/appliances, mechanical failure or appliance/electronics, interruptions/loss of utilities (including cable), or inclement weather including hurricanes or acts of God.

 

POOLS, SPAS, AND POOL HEATERS

No refunds or discounts will be given for breakdown or inoperability of pools, spas, and pool heaters (Outside contractors service these items). If a home equipped with a heated pool, there is a surcharge for this service. Pools can only be heated between March 1 and May 15 and then again between September 15 and November 15.

POOLS are HEATED FOR ENTIRE TIME OF STAY.

 

ADVANCE RESERVATIONS

Over 97% of our vacationers plan to renew their next Ocean Isle Beach vacation with Cooke Realty. While you are here, make your reservation for 2021 by coming to the office or calling by the Thursday prior to your departure. You will have the first priority to reserve the same unit for the same week the following year. All reservations will require a holding fee of $100 to $1000 depending on the individual property. The hold fee is non-refundable and non-transferable should you cancel your reservation but will apply towards the rental amount. The rates of the properties are subject to the approval of the owners and are tentative until the rates are established.

 

LOST AND FOUND

Cooke Realty makes every effort to locate lost items, but are not responsible for items left behind. We will return lost items only upon request. Items are sent and are subject to a $30.00  processing fee plus shipping & package fee.  Any items left for over 30 days will be given to local charities.

 

CONSTRUCTION

Ocean Isle Beach is a growing area. Unfortunately, we cannot predict the location of all active building on the island. We may not be able to inform you if your accommodations are near a construction site. We cannot make refunds because of construction activity.

 Pet-Friendly Properties

Each property that allows pets to have a non-refundable fee. This fee is between $200.00 and $500.00. 

 

Pet Friendly Policy

Special Events Properties

Each Property has a special event fee in addition to the rent and other fees. 

The standard special events fee is a non-refundable fee of $1000.00. 

Special Events Properties

Q: Are all Cooke Realty Properties privately owned?

A: Yes. 

 

Q: We are interested in having a wedding in one of your vacation rentals, is this ok?

 

A: Wedding and special events are allowed in a select number of properties. Please inquire for a list of select properties. If you find one suitable, we required a separate wedding addendum, a wedding insurance policy at the cost of $150-200, special events fee of $1000 

(non-refundable), and a refundable security deposit of $1000 in addition to the cost of the rental charges.  

 

Q: We are interested in previewing a property, what is the procedure?

 

A: Cooke Realty gladly makes available requested properties for previewing by appointment only. Properties not available for rent during the offseason are not always possible for inspection or previewing during the offseason. Please call us before your visit to ensure the property is available to preview. Property previews request in the summer is not available on Saturday. If the unit is unoccupied during the week, appointments can be accepted. Please inquire.

 

Q: Is there an age requirement to make a reservation in one of the vacation rental homes?

A: Yes. You must be at least 25 years of age or married to reserve one of our vacation rental homes.

 

Q: My friends from college would like to visit during Spring Break?

 

A: We do not rent to groups, house parties, etc.. only families and couples. We reserve the right to refuse occupancy if, in the agent's opinion, occupancy is detrimental to the property.

 

Q: Are Pets allowed?

A: All properties do not allow pets. We do manage numerous properties that accept pets that require a non-refundable pet fee.

Should a pet be discovered, the leaseholder will be asked to remove the pet from the property. The unit will require deep cleaning and sprayed for fleas, which could potentially disrupt a future stay. Please be kind! Many people have animal allergies.  

Q: Are the homes cleaned?

A: Yes, our rental properties all start the rental season with a deep spring clean. After guests depart, our housekeeping staff will clean the unit. We use professional cleaning products, and gentle care to ensure you're pleased. If we can make your experience better, please call us upon check-in.

 

Q: How do I make a reservation?

A: Easy, we offer several ways to make a reservation. First, contact one of our Vacation Specialist at 800.622-3224 during regular office hours seven days a week. You can also make a secure online reservation or send us an email with your desired dates and a contact number.

 

Q: ok, that's easy, what's next?

A: Once you make a reservation, a rental agreement detailing your rental charges will be sent to you electronically. You are required to make the initial deposit at the time of your booking by credit card or Echeck.  

 

Q: How much do I have to pay upfront?

A: The initial deposit includes 50% of the rental amount—the reservation fee, the damage waiver, and, if applicable, the travel insurance premium.

 

Q: What form of payment do you accept?

 

A: We take Visa, MasterCard, American Express and Discover cards, and personal checks. 

 

Q: We are visiting with another family, can they make payments on the account using their credit card?

 

A: Due to Cardmember/Consumer Protection Laws, we are unable to accept credit card payments from anyone, but the tenant named on the reservation. The credit card must have the same name as the name on the lease. We are unable to allow more than four payments on any one booking.

 

Q: Are there any other fees?

A: Yes, a non-refundable $75 reservation fee and taxes.

 

Q: Do you charge a Security deposit fee?

A: We have two options for the security deposit. Either a $45 damage waiver fee that is non-refundable and covers up to $500 of unintentional damage, or a $500 security deposit paid by check or credit card that is refunded 30 days after departure less any costs.

 

Q: When is the balance due?

A: The balance is due 45 before arrival. If you make a reservation within 30 days of arrival, the total balance is due in full by credit card only at the time of booking.

 

Q: What should I bring?

A: Homes and condos contain the following: fully equipped kitchen, washer, and dryer, can opener, ice maker or ice trays, coffee maker, toaster, blender, vacuum cleaner, and porch furniture, unless otherwise noted in the description. You must furnish your sheets, pillowcases, towels, beach chairs, BBQ grills, and paper products. Most kitchens are well-equipped, but you may want to bring your favorite pans.

 

Q: Can I rent linen?

A: Linen packages are not available through Cooke Realty. Please call our office for contact information of area linen providers.

 

Q: Where can I find details on check-in time, smoking, etc.?

A: Within the rental agreement, you can expect to find terms related to check-in and checkout times, maximum occupancy, pet policies, cancellation conditions, and maintenance of the rental. Check-in time is 5:00-6:00 pm, and check out time is 10:00 am. Failure to checkout and return the keys to our office by 10:00 am may result in a charge to your credit card. All keys must be received. If you received a gate key to a community pool, a fee of $100.00 would be charged to your credit card if not returned. We must receive these community keys back to our office on your departure.

 

Q: When is "In Season"?

A: IN SEASON June to August. The rentals during this time are available weekly from Saturday to Saturday.

 

Q: How are cancellations/refunds handled?

A: Should you need to cancel your reservation after you have made your initial payment, no refunds are processed until your unit is re-rented and confirmed. The rental property must be re-rented for the same period at the full amount, and there will be a processing fee of $175 and the $75 (taxed) reservation fee that is non-refundable. Cancellations made 30 days before the rental period will forfeit all rental payments if the property is not re-rented. The cancellation policy associated with your rental agreement will communicate penalties associated with canceling your contract. Note that cancellations due to weather conditions are not permitted. Travel insurance can protect your vacation investment if unforeseen circumstances require you to cancel your trip.

 

Q: What is the check-in procedure for late arrivals?

A: Late arrivals should communicate with our office. We will provide information about late arrivals. All tenants should plan to arrive before the close of the business. The tenant who made the reservation is required to pick up the keys and provide us a copy of their driver's license or valid id. 

 

Q: What if I lock myself out of the property?

 

After hours lock-outs will be charged a $50.00 lock-out fee. Should you have an emergency and need assistance after hours, dial 910-579-3535, and select option 6. Our after-hours attendant will return your call. Please note that our service repairmen are not available after hours.

 

Q: What if there is a problem during my vacation?

A: It is in your best interest to report any problems immediately. If you have a medical emergency, please call 911. Keep the address of your rental property handy for emergencies. Contact information will be provided in the pre-arrival instructions and also posted in the rental unit.

 

Q: What about after-hours assistance?

 

A: After-hours, calls for assistance is available until 9:00 pm, seven days a week. Calls received after 7:00 pm requesting maintenance shall be processed the following business day. Housekeeping requests after closing will be processed the next business day. Office hours are posted at our office and on our autoteller voice mail by dialing 910-579-3535.

 

Q: We love Ocean Isle and our rental! Can we reserve our unit for next year this same week?

A: Yes! Over 97% of our vacationers plan to renew their next Ocean Isle Beach vacation with Cooke Realty. While you are here, make your reservation for 2021. Come by or call our office by the Thursday before your departure. 

 

You will have the first priority to reserve the same unit for the same week the following year. Payment must be received or we will not hold the property. All 2021 reservations require a pre-reservation $200 deposit on all Oceanfront cottage properties and a $100 deposit for all other units. This pre-reservation fee applies directly toward your booking. Please keep in mind that HOLD Reservation Fees are non-refundable and non-transferable. We do not confirm rates until later in the year. The rental price and all rental reservations are subject to the approval of the property owners.

 

Q: What are the fees for reservations?

A: All next year's reservations will require a holding fee of $100 to $1000 depending on the individual property. The hold fee is non-refundable and non-transferable should you cancel your reservation, but will apply towards the rental amount once the deposit request and rental agreement are sent by email or if requested regular mail. 

 

Q: What happens when I get ready to leave?

A: First, ensure that the property is secure. Check all windows, doors, electrical appliances, and heat to ensure everything is safe and turned off. Remove all trash and place it in the container outside. Check to make sure that all your personal items are packed, and nothing is left behind. Lock the door, and return the key to the rental office.

 

Q: What if my property is for sale?

 

A: If your rental unit is on the sales market, a local REALTOR may need to show the property while you are there. We will make every effort not to interrupt your stay but may have to set up a convenient time to show the property.

 

Q: What happens when sold?

 

A: If the property sells and becomes unavailable to rent, you will be contacted. We will make every effort to find you other accommodations or give you a full refund.

 

Q: When can our private pool be heated?

 

A: Pools usually are available to be heated from March 1st-May 15th and Sept 15-November. Our Maintenance department requires five (5) days' notice to heat private pools. Inquire about the fee to heat a pool