Policies and Procedures
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 1-800-252-7000 or at 910-842-8000 to make your reservation with one of our friendly staff members who will be glad 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, you will be required during the call to make the rental payment in full via a credit card (Visa, MasterCard, Discover, or American Express). If the check-in date is more than 30 days away, a Vacation Rental Agreement/Deposit Request will be emailed to you requesting the deposit of 50% of the rental rate as well as payment in full for optional trip insurance, the Release Fee (if elected rather than the Security Deposit) and the $150 plus tax Reservation Fee. This Reservation Fee is required on all reservations and is non-refundable. The deposit 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 $150 plus tax non-refundable reservation processing fee.
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 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 $75 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 wholly to COASTAL VACATION RESORTS. Balances not paid when due will accrue a $75 late charge.
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 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 monthly rental information. Linens are not provided for partial-week rentals.
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 of a confirmed reservation is required in writing by mail, fax or e-mail. When the property is re-rented for the full period at the same rental rate of the canceled reservation and confirmed with a paid deposit, a refund to the tenant will be issued less a cancellation fee of 10% of the rent paid (minimum of $275). All fees and insurance premiums are non-refundable.
If the property is not re-rented for the full-time period of the canceled 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.
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.
We reserve the right to cancel a reservation with a past due balance without notification.
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. 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 car is present and this will delay cleaning and inspection of the property.
A limited number of homes offer early check-in at 1:00 PM. An additional fee of $100 plus tax will enable you to check-in at 1:00 PM. Please call our office for more details.
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 $100 per hour. Please follow all instructions for check-out that are included in your check-in package and in the Guest 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 (910-846-3546) and a Coastal Vacation representative will meet the guest at the office. There will be a $35 service charge ($45 if key must be delivered to the house). This fee will be collected at the time service is rendered.
All homes require a security deposit as established by the homeowner. The minimum security deposit charge is $350. 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 occurrence.
Release Fee VS. Security Deposit
Many of our guests elect to pay a non-refundable $100 Release Fee, plus tax, instead of paying the security deposit. The $100 Release Fee eliminates the need for a security deposit. Additionally, while the $100 Release Fee is not insurance, it prevents recourse against you for accidental damages up to $2,500. The payment of the Release Fee does not provide non-accountability for malicious or intentional acts of abuse.
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.
Dogs are allowed only at designated properties. Only one dog per household is permitted unless approved by the homeowner. A non-refundable $250 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.
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, VCR's, electronics, or appliances including any loss of utilities: electrical, water, cable or phone services. While rare, all pools/hot tubs are subject to temporary closing because of extenuating 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 78 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-pet homes will not have a pet present in the homes from time to time.
Many of our homes have telephones. There is no charge for local calls or toll free numbers.
For your convenience, all homes provide bed linens. Please be aware that sheets and pillow cases are provided for beds in bedrooms only for weekly rentals. Towels are NOT included unless noted in the property description.
Guests are required to remove all sheets and pillow cases and place them in the laundry bag outside by the front door prior to departure. Guests are requested to leave 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 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 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 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's security deposit. Please respect these areas as they are not intended for guest use.
Holden Beach is a Sea Turtle Sanctuary. While vacationing on our beautiful island, we need your help in protecting our extraordinary turtles. Call the 24-hour pager (910-754-0766) for any sea turtle sightings.
"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. Rental rates vary depending on the time of year. The 2024 season definitions are:
Value 1/1-4/12/24 & 9/14-12/31/24
Adventure 4/13-5/24/24 & 8/31-9/13/24
Resort 5/25-6/7/24 & 8/17-8/30/24
Seaside Coastal Travel Insurance has been made available with your reservation. Seaside Coastal Travel Insurance 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. Trip Cancellation and Trip Interruption 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. Trip Inconvenience coverage is available if the beach is closed during your trip due to contaminated waters. The plan also includes other valuable in-trip coverages such as Medical and Dental, Sporting Equipment, Baggage, and Emergency Assistance and Transportation in addition to useful services such as identity theft, concierge and 24/7/365 emergency assistance. We strongly recommend you purchase this valuable protection. Additional terms and conditions apply; please read your Description of Coverage/Policy carefully and contact Generali at 866-642-5889 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 78 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.
- Turn off all inside and outside lights and ceiling fans.
- Lock all windows and door.
If the home is left in an unacceptable 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, please take a moment to fill out the Guest Survey that will be emailed to you a few days after checking in. We greatly appreciate your feedback and suggestions.
2024 Reservation Holds
Holden Beach homes were very much in demand and many were put on "hold" during the 2023 calendar year. A "Reservation Hold" is taken on a first-come, first-served basis and is considered an "option" for a specific home and a specific week or weeks. ALL TENTATIVE 2024 RESERVATION HOLDS MUST BE CONFIRMED WITH A 50% DEPOSIT BY JANUARY 15, 2024. 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 2024 Reservation Hold, you may wish to call back after January 15, 2024 to determine if your week has become available.
2025 Reservation Holds
If there is a chance you may want the same home in 2025, we strongly suggest you place a $100 (plus tax) Reservation Hold on January 2, 2024. Hold Fees will be $100 (plus tax) per week/per house.
Please do not 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 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.
Coast Vacation Resorts complies with The Vacation Rental Act (NC General Statutes Section 42A-1 et.seq.).