Making a Reservation

Holden Beach Reservations Information

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 toll free at 1-800-252-7000, or locally at 910-842-8000, to make your reservation with one of our friendly staff members, who will be glad to assist you.

If the desired check-in date is less than 30 days away, you will be required during the call to make the rental payment in full via a Master Card or Visa Card. If the check-in Date is more than 30 days away, we will require a 50% deposit within 10 calendar Days. A Vacation Rental Agreement /Deposit Request will be mailed or emailed to you requesting the 50% Deposit due in ten days for the gross rental amount and payment in full for your optional Trip Interruption Insurance, Release Fee and your Reservation Fee. This amount is due, along with your signed Vacation Rental Agreement and payable via Master Card, Visa, travelers check, certified check, personal check or money order. If we have not received your deposit within 10 days your reservation will be cancelled without notice. If payment is made with a personal check and is returned for insufficient funds, no attempt to redeposit the check will be made and the reservation will be cancelled. There is a $50.00 NSF fee for all returned checks.

All reservations require a $50.00 non-refundable reservation processing fee, plus tax.

Final Rental payment

The balance of all rent , tax, security deposit and other charges is due and payable to Coastal Vacation Resorts 30 days prior to your check-in day. Please allow 7 days mail time 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. ALL RENTAL, CLEANING AND SECURITY DEPOSIT FUNDS ARE HELD IN AN INTEREST-BEARING ESCROW ACCOUNT AT BRANCH BANKING & TRUST, WITH INTEREST TO BE EARNED BY COASTAL VACATION RESORTS. All fees charged belong wholly to COASTAL VACATION RESORTS. Balances not paid when due will accrue a $50.00 late charge.

Last Minute Reservations

If the desired check-in date is less than 30 days away, you will be required duing the call to make the rental payment in full via a Master Card or Visa Card.

Partial 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 do require a minimum of a 2-night stay. Please call our office for nightly rates and long term rental information. April and May partials can be booked 10 days prior to the date of check in; June, July and August partials can be booked 6 days prior; and September, October, November and December partials can be booked 30 days prior.

Sales Tax

Please note that a 6.75% NC sales tax, and a 6% occupancy tax will be added to the advertised rate in the brochure. Tax rates are subject to change without notice by governmental agencies.

Cancellation Policy

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 cancelled reservation and confirmed with a paid deposit, a refund to tenant will be issued, less a 10% cancellation fee of rent paid (minimum of $100). All fees and insurance premiums are non-refundable.

If the property is not re-rented for the full time period of the cancelled reservation, all monies paid will be forfeited due to the availability of Trip Interruption Insurance. Coastal Vacation Resorts will not make any refunds due to a mandatory evacuation of the island due to a hurricane, etc.

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 to you, we will refund 100% of your rental monies.

Check-In Policy

Check-in time is 3:00 PM. We will make every effort to ensure that all properties are clean and ready for occupancy by 3:00 PM; however, in certain situations, 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 car is present, and this will delay in cleaning and inspection of the property.

A limited number of homes offer early check-in at 1:00PM. An additional fee of $75.00 plus tax will enable you to check-in at 1:00PM. Please call our office for more details.

Express Check-In

Coastal Vacation Resorts would like you to begin enjoying your vacation as quickly as possible. If you have paid in full prior to your check-in date and signed your rental agreement on the back, you will be eligible for our express check-in service at 3:00PM which will be located in the glass vestibule adjacent to our reservation area.

Check-Out Policy

Check-out is at 10:00AM. All properties must be vacated by 10:00AM sharp on check-out day or guests will be subject to a late check-out fee of $65.00 per hour during the summer months. Please follow all instructions for check-out that are included in your check-in package and in your guests services directory located at your rental property. Check-in and Check-out are strictly enforced to enable us to have all of our homes in good condition for your vacation.

Return all keys to Coastal Vacation Resorts office or drop box in the glass vestibule. This is our only way of knowing you have checked out.

In the event a guest is locked out after business hours, please call our emergency number and a Coastal Vacation representative will meet the guest at the office. There will be a $20.00 service charge ($30.00 if key must be delivered to the house). This fee is to be collected at the time service is rendered.

Security Deposit

All homes require a security deposit as established by the home owner. The minimum security deposit charge is $250.00. 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. Guests will be responsible for any damages or theft. Please report any damage upon occurance.

Release Fee VS. Security Deposit

Many of our guests elect to pay a non-refundable $50.00 release fee, plus tax, instead of paying the security deposit. The $50.00 release fee eliminates the need for a security deposit. Additionally, the $50.00 release fee prevents recourse against you for accidental damages up to $2,500.00. The payment of the release fee does not provide the non-accountability of malicious and intentional acts of abuse.

Occupancy Limits

The occupancy limits in each home description are firm and are 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.

Pet Friendly/Dogs Only Homes

Dogs are allowed only at designated properties shown by a symbol of a dog. Only one dog per household unless approved by homeowner. A non-refundable $100.00 plus tax pet fee will be required before check-in. This pet fee is for additional cleaning, flea spray, etc. A security deposit is required for all Pet Friendly houses rather than a Release Fee. 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 obey all service animal regulations with documentation.

Repairs

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 breakdowns of air conditioners, TV’s, cable, VCR’s, electronics, or appliances failures including any loss of utilities: electrical, water, cable or phone services. While rare, all pools/hot tubs are subject to temporary closing due to extenuating circumstances. Due to our coastal environment we do not issue refunds for unwanted pests (i.e.bugs). There will be no refunds for these unforeseeable breakdowns. 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 the cleaning by the cleaning staff. Please be patient and open the door as infrequently as possible. Please allow adequate time for your house to cool and make sure the thermostat is on 78 degrees during the summer and 55 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. A home 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.

Telephones

All of our homes have telephones. Long distance calls can be made with your own credit card or calling card. There is no charge for local calls or toll free numbers.

Errors

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 assumes no responsibility for accidents or injuries to guest, nor 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 Holden Beach, so please watch your children carefully.

Items Left Behind

Coastal Vacation Resorts is not responsible for personal items left behind in cottages. At your request, our staff will pick up and mail items to you. Your items will be returned COD plus a $25 handling fee will be charged to your credit card.

Locked Closets

Many of our homes have an owner's locked closet or storage room for their personal items. Tampering with locked closests will result in a charge to guest's security deposit. Please respect these areas as they are not inteded for your use.

Turtle Sanctuary

Holden Beach is a Sea Turtle Sanctuary. While vacationing on our beautiful island, we need your help in protecting our extraordinary turtles. Call our 24-hour pager for any sea turtle sightings – 754-0766.

“Turtle Talk”, an educational program, is held during the summer at Town Hall. Check with our office for times and dates.

Rental Season Definitions

Holden Beach has become a favorite location for quiet weekends and family vacations during all seasons. As you review the home listings you will note there are four different "rental seasons." The rental rates vary depending on the time of year. The 2009 Season definitions are:

Travel Insurance

COASTAL VACATION RESORTS offers CSA travel insurance covering trip cancellation and interruption insurance. Premiums are due with your initial payment. To decline coverage you must line through the premium fee, initial and deduct that from your total due. We advise you to purchase this travel insurance so you and your family will be financially reimbursed in case of unforeseeable events.

Those Little Extras...

We now have a Food Lion located across from the stoplight as you turn onto the causeway. Other large stores such as Lowe’s Foods, Hills and Super Wal-Mart are located in Shallotte, just 15 minutes away. Vacation supplies, linens and equipment can also be rented at reasonable rates. To order items, or request an inventory listing, please feel free to call:1-800-287-1990

Additional Information

Marinas, Boat Sales & Service:

Holden Beach Marina, Inc. (just across the bridge): 842-5447
Hughes Marina at Shallotte Point: 754-8962
Holden Beach Fishing Pier: 842-6483

Church Services in the Area

Holden Beach Chapel, 147 Brunswick Ave. W.: 842-5700

Sunday School – 9:45 a.m. • Worship Service – 11:00 a.m.
Easter Sunday Worship Service & Memorial Day–Labor Day – 8:30 a.m. & 11:00 a.m.

Mt. Pisgah Baptist Church, Mt. Pisgah Road: 842-9292
St. Brendan Catholic Church, Hwy 17 South: 754-8544
Shallotte Presbyterian Church, 5070 Main Street, Shallotte: 754-6929
Camp United Methodist Church, 4807 Main Street, Shallotte: 754-4840
St. James The Fisherman Episcopal Church, 4941 Main St., Shallotte: 754-9313
St. Luke Lutheran Church 5869 Ocean Hwy. West, Ocean Isle Beach: 579-0107

CSA Insurance

Protection Before, During and After Your Trip

A cancellation, interruption or trip delay can cost you your vacation investment and additional expenses. Instant CSA Insurance provides you with protection during your entire vacation experience. You’ve invested time and money in your vacation. Unexpected events can risk all of that. If you can’t go on your trip for a covered reason, you will be reimbursed for your prepaid expenses. It offers excellent value and combines insurance coverages with 24-Hour emergency Assistance Services.

Without travel protection, your dream vacation could be negatively impacted by the unexpected: •

• You or a family member develops an unexpected illness, causing everyone in your traveling party to cancel the trip.
• A mandatory hurricane evacuation prevents you from traveling or forces you to return home early.

CSA Helping Travelers: A True Story

Shari Tweed was enjoying her vacation when it was interrupted by Hurricane Frances. Shari later told CSA:

“When Hurricane Frances interrupted our trip in September 2004, CSA’s emergency hotline was most helpful and the claims division was also very helpful and processed our claim promptly. We had absolutely no problems with our claim being paid in a timely fashion. We recommend CSA Travel Protection to everyone.”

Coverage

Trip Cancellations & Trip Interruption: 100% of Reservation Cost

Travel Delay: $600

Baggage Delay: $1,000

Travel Accident: $100,000

Emergency Assistance (Emergency Medical Transportation): $500,000

Details

Pays for non-refundable payments and certain extra costs if your trip must be canceled or interrupted for unexpected injury, sickness, death and other specific reasons listed in the Description of Coverage. Pre-Existing conditions are waived provided you purchase the plan by final payment and are able to travel at the time you make payment for the plan.

Provides coverage if you are delayed during your trip for more than 12 hours due to a covered reason.

Provides coverage for the emergency purchase of essential items if your baggage is delayed for more than 24 hours.

Provides coverage for loss of limb or life in the event of an accident while traveling, or within 180 days after the after the accident as a direct result of that accident.

If you become sick or injured on your trip, the Assistance Provider will arrange for and transport you to the nearest suitable medical facility.

10-Day Satisfaction Guarantee

If you are not satisfied for any reason, you may cancel your coverage within 10 days of your application date or receipt of this document, whichever is later. A letter indicating your desire to cancel should be sent to the vacation rental company. If you haven’t already left on your trip, you will receive a full refund of your plan cost. After this 10-day period, the payment of this plan is non-refundable

www.VacationRentalInsurance.com

Departure Cleaning is Included in all Weekly Rental Rates

You are, however, still required to complete the following before leaving the home:

1. Return the air conditioner to 78 degrees or the furnace to 55°
2. Remove all foods from the cabinets and refrigerator.
3. All trash must be placed in the receptacles and placed at the curb.
4. Replace bed coverings and pillows on all beds.
5. Wash and put away all dishes.
6. Return all furnishings to original position.
7. Turn off all inside and outside lights, and ceiling fans.
8. Lock all windows and doors.

If the home is left in a “very dirty” condition the entire security deposit may be withheld.

Coastal Vacation Resorts believes that your vacation should be spent in a clean home. We believe that our homes are the cleanest ones on the beach. Therefore, we ask you to please take a few minutes to grade us by filling out this report card and, In Turn you will be registered for a free 2-Night – 3-Day Fall Getaway!

2009 Reservation Holds

Holden Beach homes are very much in demand and many were put on "hold" during the 2008 calendar year. A "Reservation Hold" is taken on a first-come, first served basis and is considered an "option" for the specific home and a specific week, or weeks. ALL TENTATIVE 2009 RESERVATION HOLDS MUST BE CONFIRMED WITH A 50% DEPOSIT BY JANUARY 15, 2009. After this date, the home will be re-opened and will be offered to individuals on the "Standby List" for that home. If the home you are most interested in has a 2009 Reservation Hold, you may wish to call back after January 15, 2009 to determine if your week has become available.

2010 Reservation Holds

If there is chance you may want the same home in 2010, we strongly suggest you place a $50 (plus tax) Reservation Hold on January 2nd, 2009. Holding fees will be $50 per week/per house for one week. Hold fees for additional weeks in the same house will be increased in $25 increments per week. All fees paid over $50.00 for the same home will be credited to the reservation once it is confirmed.

Please do no assume that you have first option on any particular home or week in which you are occupying the current year. The hold applies only to a particular home and is not transferable or redundable; however, if the home becomes unavailable we will be happy to transfer the hold fee to another home, or refund it at your request. Please be aware that once your 2010 reservation is confirmed, all monies paid over $50 will be applied to that reservation.

We Comply

Coast Vacation Resorts complies with The Vacation Rental Act (NC General Statutes Section 42A-1 et.seq.)

Attention Homes and Condos with Pools! Depending on weather conditions, pools are NOT open year round.