Our Policies and Best Practices
Making a Reservation
Search online to book your reservation and also to see virtual tours and other photos of many of our properties.
You may prefer to call our office at 888-703-5469 or at 910-278-5405 to make your reservation with one of our friendly team members who will be happy to assist you.
All reservations made by phone or online require payment of the full deposit at the time of booking after which your lease agreement will be emailed to you for signature. If the desired check-in date is less than 30 days away and you are booking by phone or online, you will be required during booking to make the rental payment in full via a credit card (Visa, MasterCard, Discover, or American Express). If you are booking via phone and the check-in date is more than 30 days away, a Vacation Rental Agreement/Deposit Request will be emailed to you requesting the payment of 50% of the rental rate as well as payment in full for optional trip insurance is due within 10 days of booking or reservation will be cancelled. A Processing Fee is required on all reservations and is non-refundable. If you are booking online the first payment of 50% plus optional travel insurance along with your signed Vacation Rental Agreement (VRA) is due at the time of booking and is payable via credit card.
All reservations require a $65 plus tax non-refundable reservation fee for guest login credentials to our website and a $45 plus tax processing fee.
Final Rental Payment
The balance of all rent, tax, security deposit and other charges is due and payable to Coastal Vacation Resorts Oak Island 30 days prior to your check-in date. Traveler's check, certified check, personal check or money orders are accept for final payments. Please allow 7 days for your payment to reach our office. Personal checks are accepted for all advance rental payments received 30 days or more prior to your arrival. If payment is made with a personal check that is returned for insufficient funds, no attempt to redeposit the check will be made and the reservation will be canceled. There is a $50 fee for all returned checks. ALL RENTAL AND SECURITY DEPOSIT FUNDS ARE HELD IN AN INTEREST-BEARING ESCROW ACCOUNT AT UNITED BANK WITH INTEREST TO BE EARNED BY COASTAL VACATION RESORTS. All fees charged belong entirely to COASTAL VACATION RESORTS.
If the desired check-in date is less than 30 days away, you will be required to make the rental payment in full via credit or debit card.
Partial-Week and Monthly Rentals
Many of our homes offer partial weeks and monthly rentals during the off season periods. Please note that nightly rates are not determined as a pro-rated weekly rate and most require a minimum of a 2 or 3 night stay. Please call our office for nightly rates and multiple weekly rental information.
Please note that a total of 12.75% NC sales, County and Town occupancy tax will be added to the total rent rate. Tax rates are subject to change without notice by governmental agencies.
Cancellation of a confirmed reservation is required in writing by mail, fax or e-mail. When the property is re-rented for the full period of the canceled reservation and confirmed with a paid deposit, a refund to the tenant will be issued less a cancellation fee of $125 plus tax of the rent paid. All fees and insurance premiums are non-refundable.
If the property is re-rented for the full-time period, a refund will be provided less applicable fees. A partial refund will be issued if a portion of the time period is re-rented and will be prorated. If the home is not re-rented, then no refund will be provided.
We will make every effort to ensure that your reservation is undisturbed. However, occasionally a home will become unavailable after a reservation has been confirmed. The sale of a home, the full-time occupancy by the owners, or a change in the owner's schedule may result in a change in the home's availability. If we are unable to provide the home originally reserved, we will contact you as soon as possible and help you find an alternative home. If you do not find any of the alternatives acceptable, we will refund 100% of your rental monies.
Check-in time is 3:00 - 5:00 pm. We will make every effort to ensure that all properties are clean and ready for occupancy by 3:00 pm. In certain situations, however, it may be necessary to delay occupancy until the property is ready. There are no refunds for late occupancy. Please do not go to the home prior to check-in as the cleaning crew will not enter the home if a vehicle is present and this will delay cleaning and inspection of the property.
Many of our homes offer KEYLESS ENTRY. If you are vacationing in a home that offers this amenity, please plan to check-in at our office to pick up information on accessing your home and additional information specific to that property.
Check-out is at 10:00 am. All properties must be vacated and all keys returned to our office by 10:00 am sharp on check-out day or guests will be subject to a late check-out fee of $50 per hour. Instructions for your check-out procedures are provided in your welcome packet. Please call our office to let us know when you have checked out so we can begin departure maid service. Check-in and check-out times are strictly enforced to enable us to have all of our homes in good condition for your vacation.
In the event a guest is locked out after business hours, please call our office at 888-703-5469 | 910-278-5405 and you will be provided with an emergency number to arrange for home entry. There will be a $30 service charge ($40 if key must be delivered to the house). This fee will be collected at the time service is rendered.
Some homes require a security deposit as established by the homeowner. The minimum security deposit charge is $250. You will be notified of any charges made against your security deposit. All security deposits will be refunded within 45 days of departure, provided the home has been left clean and undamaged. "Guest of Record" will be responsible for any damages or theft. Please report any damage upon occurrence.
The occupancy limit in each home description is firm and is closely monitored. While all beds are listed to allow flexibility in sleeping arrangements, no overcrowding will be permitted. Guests who exceed the occupancy limits will face immediate termination of the rental without any refund. No campers, tents or motor homes may be used in conjunction with a rental unit to increase capacity. Coastal Vacation Resorts does not discriminate on the basis of race, religion, ethnic background or national origin, sex, age or mental or physical disability. We do not rent to groups, house parties, etc., only families, couples and responsible adults 24 years and older.
Dog Friendly Homes - Dogs only
Dogs only are allowed at designated properties. Our properties owners establish the number of dogs permitted at their individual property unless prior approval is granted by the homeowner. A non-refundable dog fee(s) plus tax will be required before check-in. This dog fee is for additional cleaning, flea spray, etc. A Security Deposit is required at most dog-friendly houses. If a pet is found on premises that do not allow pets, your rental right will be terminated immediately with no refund of rental monies. You will also be required to pay a pet fee. This policy is strictly enforced. We abide by all service animal regulations with documentation.
Our staff works very hard to make sure that your stay is happy and comfortable. However, there are a few things that are beyond our control. Coastal Vacations Resorts cannot guarantee there will not be breakdowns of air conditioners, TV's, cable/satelite, DVD's, electronics, or appliances including any loss of utilities: electrical, water, or cable services. While rare, all pools/hot tubs are subject to temporary closing because of unforeseen circumstances. There will be no refunds for these unforeseeable breakdowns. Due to our coastal environment, we do not issue refunds for unwanted pests (i.e., bugs). Please notify our office at once concerning any problems and we will have the repairs made as quickly as possible. There are limited service contractors in this area and your patience will be appreciated.
Please allow 24 hours for the cooling of refrigerators and air conditioners. During the summer weeks, primarily on "check-in" days, the refrigerator has been opened for lengthy periods due to guests removing food and cleaning by the housekeeping staff. Please be patient and open exterior doors as infrequently as possible and allow adequate time for your house to cool. Before leaving, please make sure the thermostat is on 75 degrees during the summer or 55 degrees in winter. Unwarranted service calls will be the responsibility of the guests.
Unfortunately, we cannot predict the location of all active construction on the island. We may not be able to inform you if your accommodations are near a construction site. We cannot make refunds or control noise activity due to construction.
Your vacation home represents a significant investment for the owners, so we ask that you respect it and its belongings and leave the home in good condition. We are very proud of our properties and request you treat them with care. Homes not decorated to your taste are things that are beyond our control. Please do not rearrange furniture or, if renting more than one home, do not mix the contents. If you have specific needs, please bring this to our attention while making the reservation and we will try to accommodate your requirements.
Substitutions, transfers and refunds will not be made upon arrival for any reason. We will make every effort to correct any problem reported upon your arrival.
Please Note: There is no guarantee on the part of the management that non-dog friendly homes will not have a pet present in the homes from time to time.
For your convenience, some homes provide linens. Please be aware that sheets and pillow cases, bath towels, hand towels, wash clothes and bath mats are provided for beds in bedrooms and full baths.
If linen service is included, guests are required to remove all sheets and pillow cases, bath towels, hand towels, wash clothes and bath mats then place them in the laundry bag outside by the front door prior to departure. Guests are requested to leave comforter/bedspreads, mattress pads, blankets, decorative pillows or pillow covers with the beds. These items are NOT to be included in the laundry bag.
Every effort has been made to ensure the information in this website is accurate. However, changes in accommodations, owner reserved weeks, or rates can and do happen. Many times a home will change ownership during the season and the new owner may make changes in the home which are unknown to us. If an error does exist, we apologize in advance and hope you understand that such errors do not entitle you to any refund of monies. Coastal Vacation Resorts is an agent for the home owner and as such we have no authority to offer a discounted rate.
Pricing and Availability
Some properties are not available for general rental purposes during certain weeks. All rental rates are subject to change. Call to check availability and rental rates.
Loss or Personal Property Injuries
Coastal Vacation Resorts Oak Island assumes no responsibility for accidents or injuries to guest or for loss of personal property. It is the responsibility of each guest to keep the home locked and secured at all times as well as to watch over the well-being of all members of his/her party. Open windows should be avoided around small children. There are no lifeguards on Oak Island or Caswell Beach, so please watch your family and children carefully.
Items Left Behind
Coastal Vacation Resorts Oak Island is not responsible for personal items left behind in homes . At your request, our staff will pick up and mail items to you. Your items will be returned at your expense and a $25 handling fee will be charged to your credit card.
Many of our homes have an owner's locked closet or storage room reserved for the owner's personal items. Tampering with locked closets will result in a charge to the "Guest of Record". Please respect these areas as they are not intended for guest use.
Oak Island is a Sea Turtle Sanctuary. While vacationing on our beautiful island, we need your help in protecting our extraordinary turtles. If you see a sick or injured sea turtle, please call the Oak Island Sea Turtle Protection Program at 910-945-8888 or the North Carolina Wildlife Resource Commission 24 hour hotline at 252-241-7367.
"Turtle Talks" is an opportunity for you to discover all there is to know about visiting sea turtles on Oak Island and how to help save sea turtles with conservation tactics. Wednesdays during the summer at the Oak Island Town Hall.
Ways YOU can help during Sea Turtle Nesting Season is keep outside lights and flashlights off, fill in all holes, stay quiet, no flash photography, knock over sandcastles, and leave only footprints behind on the beach strand.
Rental Season Definitions
Oak Island is a favorite location for quiet weekends and family vacations year round. As you review the home listings, you will note there are different seasons with rental rates varying depending on the time of year. The 2023 season definitions are:
Travel Guard Insurance has been made available with your reservation if you are a resident of the United States of America. Travel Guard's All Seasons Travel Plan provides coverage for the loss of prepaid, non-refundable expenses due to certain unforeseeable circumstances that may jeopardize your vacation investment and force you to incur unplanned expenses. Coverage is available for events such as interruptions of road service; a sickness or injury of yourself, family member or traveling companion; flight delays due to adverse weather; terrorist acts; and mandatory evacuations. Coverage is available if the beach is closed during your trip due to contaminated waters. We strongly recommend you purchase this valuable protection. Additional terms and conditions apply; please read your Description of Coverage/Policy carefully and contact Travel Guard at 877-249-5376 with coverage questions.
Departure Cleaning is Included in all Weekly Rental Rates
Departure cleaning is included in all weekly rental rates; however, you are required to complete the following before leaving the home:
- Return the air conditioning to 75° degrees or the heat to 55°.
- Remove all foods from the cabinets and refrigerator.
- Place all trash in the receptacles and roll trash cans to the curb.
- Replace bed coverings and pillows on all beds.
- Wash and put away all dishes including pots, pans, and utensils.
- Turn off all inside and outside lights and ceiling fans.
- Lock all windows and doors.
If the home is left in an unacceptable condition, the "Guest of Record" is financially responsible.
2024 Reservation Holds for Current Guests
Current guests have the first right to reserve the same home for the same time frame the following year. Guests are required to place a Hold Reservation prior to their 10am checkout. If there is a chance you may want the same home in 2024, we strongly suggest you place a nonrefundable $85 (plus tax) Reservation Hold on it during your 2023 stay. Hold Fees will be $85 plus tax per week/per house.
The hold applies only to a particular home and is not transferable or refundable; however, if the home becomes unavailable, we will be happy to transfer the hold fee to another home or refund it at your request.
2024 Reservation Holds for New Guests
New guests may place a hold on a vacation home for the next year for a $85 fee (plus tax), please check availability. Hold fees are not refundable or transferable. Within the first two weeks of the new year you will receive your contract after which time a 50% payment is due by the 2nd week of February. Please contact our office if other arrangements need to be made for payment. The reservation will be cancelled without notice if this office does not receive payment within 30 days of the contract date. If the property is no longer available we will move your hold fee to another property of your choice or refund the money.
Coast Vacation Resorts complies with The Vacation Rental Act (NC General Statutes Section 42A-1 et.seq.).