Reservations

Rental Calendar 2008

January  

Week

S

M

T

W

T

F

S

#1

30

31

1

2

3

4

5

#2

6

7

8

9

10

11

12

#3

13

14

15

16

17

18

19

#4

20

21

22

23

24

25

26

#5

27

28

29

30

31

1

2
 

February

Week

S

M

T

W

T

F

S

#5

27

28

29

30

31

1

2

#6

3

4

5

6

7

8

9

#7

10

12

12

13

14

15

16

#8

17

18

19

20

21

22

23

#9

24

25

26

27

28

29

1
 

March

Week

S

M

T

W

T

F

S

#9

24

25

26

27

28

29

1

#10

2

3

4

5

6

7

8

#11

9

10

11

12

13

14

15

#12

16

17

18

19

20

21

22

#13

23

24

25

26

27

28

29

#14

 30 31 1 2 3 4 5
 

April

Week

S

M

T

W

T

F

S

#14

30

31

1

2

3

4

5

#15

6

7

8

9

10

11

12

#16

13

14

15

16

17

18

19

#17

20

21

22

23

24

25

26

#18

27

28

29

30

1

2

3
 

     May

Week

S

M

T

W

T

F

S

#18

27

28

29

30

1

2

3

#19

4

5

6

7

8

9

10

#20

11

12

13

14

15

16

17

#21

18

19

20

21

22

23

24

#22

25

26

27

28

29

30

31
 

June

Week

S

M

T

W

T

F

S

#23

1

2

3

4

5

6

7

#24

8

9

10

11

12

13

14

#25

15

16

17

18

19

20

21

#26

22

23

24

25

26

27

28

#27

29

30

1

2

3

4

5
 

July

Week

S

M

T

W

T

F

S

#27

29

30

1

2

3

4

5

#28

6

7

8

9

10

11

12

#29

13

14

15

16

17

18

19

#30

20

21

22

23

24

25

26

#31

27

28

29

30

31

1

2
 

       August

Week

S

M

T

W

T

F

S

#31

27

28

29

30

31

1

2

#32

3

4

5

6

7

8

9

#33

10

11

12

13

14

15

16

#34

17

18

19

20

21

22

23

#35

24

25

26

27

28

29

30

#36

 31

1

 2 3 4 5 6
 

       September

Week

S

M

T

W

T

F

S

#36

31

1

2

3

4

5

6

#37

7

8

9

10

11

12

13

#38

14

15

16

17

18

19

20

#39

21

22

23

24

25

26

27

#40

28

29

30

1

2

3

4
 

October

Week

S

M

T

W

T

F

S

#40

28

29

30

1

2

3

4

#41

5

6

7

8

9

10

11

#42

12

13

14

15

16

17

18

#43

19

20

21

22

23

24

25

#44

26

27

28

29

30

31

1
 

November

Week

S

M

T

W

T

F

S

#44

26

27

28

29

30

31

1

#45

2

3

4

5

6

7

8

#46

9

10

11

12

13

14

15

#47

16

17

18

19

20

21

22

#48

23

24

25

26

27

28

29

#49

 30 1 2 3 4 5 6
 

December

Week

S

M

T

W

T

F

S

#49

30

1

2

3

4

5

6

#50

7

8

9

10

11

12

13

#51

14

15

16

17

18

19

20

#52

21

22

23

24

25

26

27

#1

28

29

30

31

1

2

3
 

 

     How to make a reservation

 

By Telephone:  Call TOLL FREE 1-877-247-2652  9:00AM-9:00PM  (7 days a week, any day everyday!)  Calls answered by machine 24/7/365. We will call back!  After message tone:  leave your area code and number. Please repeat your telephone number twice  slowly and clearly  as the message service recording often drops a digit or two.


By Mail:   PO Box 1375, Nags Head, NC 27959


By Email:  use this form:  Note that follow-up email correspondence may be filtered by anti-spam software.  We apologize for any inconvenience.            




 

  Reservation Form

Name:
Address:
City:
State:
Zip:
Home Phone:
Cell Phone:
Email Address:
1st Cottage Choice:
Week:
2nd Cottage Choice:
Week:
# in Group:
Family Group? Yes
 No
Approved Non-Family Group ? Yes
 No
Pets? Yes
 No
How Many Pets?
Type of Pets?
Comments

 

Payment Arrangements & Fees

A note about fees and costs!

The only fixed non-refundable cost incurred by every guest renting a property managed by Cola Vaughan Realty ( excepting the base rent and applicable taxes ) is the Reservation Processing Fee. ( currently $65.00; the lowest administrative/reservation fee we are aware of. ) 

The pet fee ( if applicable ) is charged "a la carte" because many of our guests are not traveling with pets and certainly would not like to pay more for a "built-in" pet fee.

Sometimes rental cottages are available on the Outer Banks with linens provided. Whether the cost for this service is specified or is included ("built-in") with the cost of the rental there is a cost paid by the guest. The rental properties represented by Cola Vaughan Realty do not automatically provide Linens because we believe it is better customer service to give the guest the choice of incurring or avoiding this expense.  We supply links below and can recommend using a linen rental service if it is more convenient/necessary to rent linens. Over 90% of our guests choose to supply their own linens and we are happy to help them avoid the extra expense. 

Several of our rental properties have King-Size beds and we do recommend that the owners of these cottages supply linens for these beds on the "honor system" at no extra charge with the guest agreeing to wash, dry and fold these linens prior to check-out. We recommend verifying king size linen availability at your chosen rental.

We do not currently offer damage waiver insurance because it would constitute an additional non-refundable fee. We are giving consideration to offering this fee as an alternative ( either/or ) option to the required Security Deposit. 

Vacation Insurance is highly recommended but strictly optional. Vacation insurance can not be purchased after making a final payment or a payment in full. Vacation insurance coverage can not be purchased for any existing named storm. We recommend purchasing vacation insurance when originally making the reservation to receive coverage immediately for those unforeseen problems.

Base Rent: The rental rate for the property without the taxes,  processing fee ($65.00 per week,  non-refundable), security deposit ($200.00 for most reservations, $100.00 for smaller cottages and smaller groups during the off-season ), pet fee ( $85.00 for the first pet*, $35.00 2nd and/or 3rd if allowed, inquire. pet fees are not refundable) and vacation insurance (if applicable) * Some rental properties have a $100.00 pet fee

Taxes: The base rent, the processing fee, ($65.00) and the pet fee ($85.00 for 1 pet) are taxed at 11.75%

 Vacation insurance is not taxed. The security deposit is not taxed, however; any deductions from the security deposit due to damages or extra expenses as detailed below will be treated as rents and taxed at the current rate . Vacation Insurance is highly recommended but strictly optional. Vacation insurance can not be purchased after making either a final payment or a payment in full. Vacation insurance coverage can not be purchased for any existing named storm.

Advance Payment: Equals 1/2 the base rent + the  processing fee ($65.00 per week) + the vacation insurance. The advance payment is due within 5 business days of making your reservation. When the advance payment is received we will send 2 copies of the lease. One is your receipt and one must be returned to our office immediately.

Credit Card Payments: Cola Vaughan Realty is now using Vacation Rent Payment to process all credit card payments.
Vacation Rent Payment is a secure processing site that is designed to accept credit card payments for the vacation rental industry. There is $29.95 convenience fee charged for using their service.
 

     

Vacation Insurance:

Even the best-planned travel can be impacted by the unexpected.

You've invested a lot of money in booking your reservation with us and as an experienced vacation rental company, Cola Vaughan Realty understands great vacations are a highlight of your life. When the unexpected happens and a guest suddenly has to cancel a trip, they could potentially lose 100% of their investment. That’s why CSA Vacation Rental Insurance is a wise choice.  

These affordable plans provide important insurance coverage, benefits and 24-hour emergency assistance services to take care of you while traveling and protect your hard-earned investment. CSA Vacation Rental Insurance reimburses guests for their pre-paid non-refundable payments if they cancel for a covered reason. If your trip is interrupted for a covered reason, it also reimburses for unused portions of your stay and transportation expenses for you to return home early.  

Cola Vaughan Realty believes travel protection should be an important part of each guest's vacation plans. That's why we're offering CSA Vacation Rental Insurance with your reservation. For additional information on coverage and services, please visit our website: http://www.vacationrentalinsurance.com . Should you have questions about coverage, please contact CSA Travel Protection at 866-298-6846.

Vacation insurance provides coverage for the following:

1. Evacuations ordered by the civil authorities due to dangerous weather. You are insured for the time you are delayed from entering the rental or ordered away from the property. The insurance also pays for the remainder of the vacation AFTER an evacuation order is lifted if that period is less than 2 full days.

2. Injury of illness preventing or delaying travel.

3. Family crisis involving the hospitalization or death of an immediate family member ( Not limited to members of the vacationing group but any immediate relative. ) 

4. Travel cancellations or delays by carriers (airlines) or due to disasters (road closure etc.)

5. Military deployment.

6. Coverage is provided for any delayed or missed portion of the trip; not just the entire trip. For example if travel were delayed by a single day by a child's illness the 6.5% cost of the insurance would be more than doubled by the reimbursement for the missed day of vacation.

7. Vacation Insurance is highly recommended but strictly optional. Vacation insurance can not be purchased after making either a final payment or a payment in full. Vacation insurance coverage can not be purchased for any existing named storm.

The 2008 rate is 6.5% of the cost of the reservation (base rent + tax + reservation fee + pet fee) (security deposits are not insured because their return is not affected by cancellations or evacuations). *We recommend you read your policy for more detail. CSA travel Protection also has a toll free # 866-298-6846. They also have a website at http://www.vacationrentalinsurance.com. Insurance purchased by Tenant may not be subsequently cancelled or refunded by this Agency. 

Final Payment: Equals the second 1/2 of the base rent + the taxes (current rate: 11.75%) + the security deposit (usually $200.00) + the pet fee  ($85.00 for 1 pet) (if applicable). This payment is due no later than 30 days before check-in. * Some rental properties have a $100.00 pet fee

Security Deposits: Are returned within 45 days of check-out. (usually within 30 days)

Cancellations and Alterations: All cancellations must be in writing. There is a $100.00 fee for Cancellations (and associated refunds) and/or transfers when permitted. There will be a $50.00 fee for stopping payment and re-issuing security deposit refund checks. There is a $35.00 fee for changes or alterations to a lease requested by a tenant, re-issuing leases or copying leases to different addresses or other unusual procedures requested or necessitated by changes to the original lease made by tenants.  There is a $35.00 fee for the cancellation or refund of Pet Fee(s). Vacation Insurance premiums cannot be refunded.  All fees incur the applicable tax .

GROUP TYPE: Non- Family Groups: Properties will not be rented to non-family groups made up of unmarried young adults, high school students, college students or any other group-type situation not comprised of responsible adults at least 25 years of age. Cola Vaughan Realty has a legal right and contractual obligation to have premises immediately vacated that have been reserved by non-family groups without refund of rents and associated fees and to further impose ( as permitted by Article 6, Chapter 42 of the North Carolina General Statutes Residential Tenant Security Deposit Act. ), appropriate penalties. NC Gen. Stat. 14-100 makes it a crime to obtain any rental unit under false pretenses.

 

Things to Remember

LINENS: (Sheets, towels and pillow-cases) are not provided. Cool Season rentals might want to bring extra blankets/quilts, etc. Linens can also be rented from Ocean Atlantic Rentals (252) 441-7823 or (800) 635-9559. Ocean Atlantic  www.oar-nc.com  also rents all types of useful equipment like cribs, playpens, electronics and every conceivable type of “beach” gear (umbrellas……etc) Paper products, toilet items, detergents, trash bags, and condiments are also not provided. 

REMEMBER:  Bring or rent linens, Other items not supplied include paper products (toilet paper, paper towels, etc.), laundry soaps and dishwasher detergent, personal toiletries (shampoo etc.) and Condiments (like sugar, salt & pepper, etc.) We recommend you purchase these after arrival.  

 

What to do When You Arrive

CHECK-IN: 3:00 PM to 5:00 PM.  Pre-Paid groups check-in directly at cottage after 3:00 PM.  Groups making reservation with in 30 days of arrival check-in at 324 W. Soundside Road in Nags Head. Checking in before 3:00 PM can result in Security Deposit Deductions or Service Charges.

CHECK-OUT: BEFORE 10:00 AM: Late Check-Outs may be charged Security Deposit Deductions!    

GROUP SIZE: May not exceed the stated capacity of the cottage. Occupancy limits are determined by the Health Department of the State of NC and occupying a cottage with a group of adults or larger children in excess of the Stated Capacity is prohibited.  We reserve the right to refuse occupancy or evict groups that exceed cottage’s occupancy limits.

SMOKING: Smoking of tobacco products in the interior of every cot