Information, Policies & Procedures

Vacation Rental Policies and Procedures

Even fun has its rules! Please read this page carefully as we do expect the cooperation of all of our guests in keeping our properties safe and for everyone.

Reservations

The Pirate's Cove Realty office is open 8:30am to 5:30pm, seven days a week, year round. Reservations can be made by calling our office at 800-537-7245 or 252-473-6800.

First Payments

After making your reservation, a Vacation Rental Agreement will be mailed to you immediately. Your signed Vacation Rental Agreement and minimum of 1/2 the total is due within 10 days. Upon receipt of this payment and a signed Vacation Rental Agreement your reservation is confirmed.

Pirate’s Cove Realty accepts payment by cashier checks, money orders, cash, and personal check (unless reservation is accepted 30 days or less prior to arrival). Payments in form of personal check, money order or cashier’s check should be made out to "Pirate's Cove Realty", and mailed to:

Pirate's Cove Realty
1 Sailfish Drive
Manteo, NC, 27954
Attention: Rental Department

We accept Visa and MasterCard. Please call our office at 800-537-7245. The credit card holder’s name must match the name on the Vacation Rental Agreement.

Balance Payments

Your balance payment is due 30 days prior to your arrival. Pirate's Cove Realty will not send out a balance reminder statement. When the 1st payment is made by a guest using Visa or MasterCard, and the balance payment is not received by the due date, the balance due will be charged to the credit card used to make the 1st payment. All balance payments not received by the due date are subject to cancellation. Reservations made less than 30 days prior to arrival must be paid in full at time of booking via phone. A $25.00 Service Charge will be added to any returned checks. Your payment and the service charge must be paid immediately by CERTIFIED CHECK, MONEY ORDER, OR CASHIER'S CHECK to avoid cancellation.

Leaseholder Responsibilities

We understand that many of you will vacation with other family members, but only one individual signs the Vacation Rental Agreement. We hold the leaseholder responsible for payment, security deposits, and other facets of the leaseholder responsibilities outlined in the Vacation Rental Agreement.

Two-Night Minimum Bookings

There is a minimum of two nights for any booking, except for the following holiday weekends, which will require a 3 night minimum stay: Easter, Memorial Day, July 4th, Labor Day, Thanksgiving, Christmas, and New Year's.

Bookings for duration of less than seven nights will be accepted last minute for arrivals during the summer season. Two night minimum stays can be booked in advance for arrivals during our mid and off seasons. Some properties will not allow partial stays.

Trip Cancellation Insurance

To protect your vacation investment, Pirate's Cove Realty now offers optional Trip Cancellation Insurance as part of your reservation. This plan covers certain unexpected illnesses, injuries, natural disasters or adverse weather conditions and other unforeseen reasons for trip interruption and cancellation. The premium for this insurance will be automatically figured into your total rental fees. A more detailed informational pamphlet will be sent to you along with your Vacation Rental Agreement. If you have specific questions regarding this insurance you may call Insure America at 1-888-409-7749. If you choose the Trip Cancellation Insurance, simply sign and return the rental lease with the 1st payment. If you elect to decline the insurance, please strike through this item on your lease agreement, initial your declination and deduct the premium from your 1st payment.

NO COVERAGE IS IN FORCE UNLESS PAYMENT HAS BEEN MADE FOR THIS PLAN. THERE WILL BE NO REFUNDS GIVEN FOR INSURE AMERICA PREMIUMS PAID. IF YOU CHOOSE NOT TO PURCHASE THIS INSURANCE PLEASE BE ADVISED, PIRATE'S COVE REALTY WILL GIVE NO REFUNDS FOR INCLEMENT WEATHER, INCLUDING HURRICANES, MANDATORY EVACUATION, OR STATES OF EMERGENCY, NOR FOR PERSONAL EMERGENCIES. WE STRONGLY RECOMMEND THAT OUR GUESTS PURCHASE THIS INSURANCE TO PROTECT THEIR VACATION INVESTMENT.

Check-In and Check-Out

Check-in time is after 4:00 p.m. on your arrival date. However, we reserve the right to extend check-in time to 6:00 pm, if necessary, to allow extra time for cleaning and/or maintenance. Our staff makes every effort to get you into your home in a timely manner. However, during June, July and August, EXPECT DELAYS. Most of our homes are rented each week and we must wait until the departing tenant has vacated before our cleaning and maintenance staff can prepare your vacation home for you. If you plan to arrive early to avoid traffic, be prepared to enjoy your day at the beach. HOMES ARE RARELY READY PRIOR TO STATED CHECK-IN TIME. Do not bring food requiring refrigeration or purchase groceries until after you receive your keys. Check-in packages may be picked up at the Pirate's Cove Rental Office located at 1 Sailfish Drive in Pirate's Cove Resort between the hours of 8:30 a.m. and 5:30 p.m. Please call our office if you will be arriving after 5:00pm.

Check-out time is 10:00 a.m. on your departure date. All keys should be returned to the rental office no later than 10:00 am. We ask that you leave the home "broom clean". Please refer to the front of your check-in package for additional housekeeping procedures required upon departure. Trash should be firmly secured in plastic bags with binders and deposited in the dumpster nearest your property. If our housekeeping staff has to dispose of your trash, we will charge you a $50.00 fee. Guests checking out after 10:00 am without prior approval will be charged another night's rent. Credit cards will be charged if necessary.Check with the rental office for amenities available while your property is being prepared for you. Keep your bathing suit handy!

Keys

Most vacation homes utilize standard keys for entry upon check in you will given 2 keys. If additional keys are requested a key deposit will be held until all keys are returned to our office. Some vacation homes offer keyless entry systems. The entry code willl be revealed at check in.

Early Check-In/Late Check-Out

Pirate's Cove Realty offers a limited number of early check-ins. Early check-in time is 1:00 p.m.and 2:00 p.m. for homes with 5 or more bedrooms the price for this service is $50.00 - $100.00. If we are unable to accomodate your early check-in, and you have paid for this service, we will refund your early check-in fee. We cannot offer this service for all of our homes.

Enjoy some extra vacation time by requesting a late check-out. Late check-out time is 1:00 p.m. and the price for this service is $50.00-$100.00. We cannot offer this service for all of our homes. Guests checking out after 1:00 p.m. will be charged another nights rent. Credit cards will be charged if necessary.

Family Groups Welcome

All rental units are for family groups only. No Sororities, Fraternities, or unchaperoned groups will be allowed. Should a group misrepresent themselves, they will be required to vacate the premises immediately, without refund.

NO HOUSE PARTIES BY ANY GROUP WILL BE PERMITTED, and will be grounds for immediate eviction and an excess use fee of $1000.00. A house party is defined as more individuals at a property than the advertised maximum occupancy number.

Pirate's Cove Realty is pleased to offer, for a fee, our World Class Marina Front Pavilion as the perfect backdrop for your main event for up to 350 people. Please contact the rental office for pricing and availability.

Accommodations and Linens

Linens and towels are provided for your convenience. Each rental unit will have one set of sheets per bed and 1 set of towels for the number of guests your rental accommodates. Additional towels are available for an additional fee. Please make sure all linens are accounted for at your departure. Adjustments for missing or heavily soiled linen will be deducted from your security deposit. Linens for sleep sofas, roll-away beds, blowup mattress sleepers, and trundles can be found in a linen box located in the home. For the location of this box, please see the notice located on the refrigerator.

Many of our homeowners maintain a locked closet and/or utility room in their home for storage of personal items. Please respect these locked closets and storage rooms. They are not included in your rental.

Hot Tubs/Fireplaces/Screened Porches

Seasonal items, such as fireplaces, pools, hot tubs, or screened porches may not be operational or available except during the appropriate season. Please ask your Vacation Specialist at the time of booking if the amenities you are interested in are available at the time or your stay. Due to the wind factor in our area, screened porches are not guaranteed.

Security Deposit

A refundable security deposit may be required on your vaction rental. The security deposit ranges from $500.00-$1500.00. The amount of the deposit varies per rental property. Please report any damages at check-in or upon occurrence. Our inspectors will walk through each unit after check-out to ensure the property has been left in good order, damage-free and broom clean. All security deposits must be paid in full prior to your arrival. Security deposits will be returned to you within 45 days after your departure date, with any deductions noted.

Cancellations and Transfers

If you have purchased Travel Insurance:

If you are forced to cancel your reservation, please contact Insure America at 1-888-409-7749 to determine if your cancellation is for a covered reason. If it is, please file a claim for reimbursement.

If you have not purchased Travel Insurance:

If you must cancel your confirmed reservation regardless of reason (including bad weather, illness, death, or economic factors) and the property is not re-rented for the canceled period, YOU WILL FORFEIT YOUR PAYMENTS (except securtiy deposit). If the property is re-rented, all money paid less a cancellation fee of $100.00 and any other pre-paid fees to others will be refunded. ALL cancellations must be made in writing. Once canceled, we will make every effort to re-book your reservation. To expedite the cancellation process you may fax your letter to 252-473-6412. Your reservation will not be cancelled until we receive your letter in our office. Requesting a transfer to another unit is a cancellation.

Pets

Certain properties allow pets. These are duly noted in the property description. No pets are allowed in any rental property except where noted in brochure. The term "pets" refers to dogs only. Pets are limited to two (2) mature housebroken dogs, unless otherwise restricted by individual owners. Evidence of an ongoing flea treatment (Frontline, ect.) is required prior to arrival; failure to produce proof of treatment may result in default to rental agreement. If pets are discovered in a home not allowing pets, Tenant will be evicted immediately and rental monies will be forfeited. The town of Manteo has a leash law which is enforced. Guests will be responsible for cleaning up after their pets and are responsible for any damage or injuries caused by their pets. Pet fees are $100.00 per pet and are non-refundable.

Telephones, Internet,Mail, and Fax

All rental units have touch-tone phone service with long distance "blocks" requiring the use of a credit card or calling cards. Many rental properties offer high speed internet with and without wireless routers. Should you require internet access and are not staying in a home that provides this service, please visit our office and enjoy use of our business center during your stay. There is no mail delivery to rental homes. All mail should be directed to you c/o your unit number (ex. Sally Renter, SFP98, Pirate's Cove Realty, 1 Sailfish Drive, Manteo, NC 27954). Check with our office periodically during your stay if you expect mail.

Our tenants are welcome to use our office fax machine for a fee, incoming and outgoing. Our fax number is 252-473-6412.

Housekeeping and Maintenance

All of our rental properties are cleaned and inspected prior to each check-in. If your home is not cleaned properly when you check-in, please call our office and we will correct the problem at the earliest possible time. There will be no complimentary scheduled cleaning during multiple week stays. Additional cleaning services are available. If you wish to schedule a mid-week or mid-stay clean, please call our housekeeping department directly at (252) 473-4211 and we will be happy to arrange that for you. The fee will vary depending on your rental accommodations.

If something in your home is not working properly upon check-in, you MUST notify us within 24 hours or you may be held responsible for the malfunction or damage upon check-out. We will exert every effort to make necessary repairs in a timely manner. However, due to the limited availability of replacement parts and/or services in our area, this cannot be guaranteed. In addition, many of our new homes are under warranty, which means that a repair that may take our maintenance staff 30 minutes to complete may be prolonged. Guests will be charged for unwarranted service calls. NO REBATES/REFUNDS will be given for mechanical failures.

Lost and Found

Pirate's Cove is not responsible for items left behind. However, if you have left something, please give us a call and we will try to find it for you. If we are able to find the item, we will mail it back to you COD, plus a $15 handling fee. Items not claimed after 30 days are donated to a local charity.

Construction

If you are vacationing close to a home under construction, please be tolerant. If you have any problems we will ask the contractors to be more considerate with respect to start/quit times, noise, etc. If your rental home becomes unavailable due to construction delay, Pirate's Cove will make every attempt to place you in comparable accommodations or refund your money upon request. NO REFUNDS will be made for disturbances due to construction, nor can we move you to another rental property.

Errors and Omissions

Every effort has been made to ensure that information portrayed in this brochure is as accurate as possible. However, Pirate's Cove cannot be held resposible for any changes affected by our homeowners to alter our descriptions for our individuals properties or for any printing errors in this publication.

Priority Reservations for 2010!

For more information on this service, call us at 800-537-7245. Many properties offer repeat guests discounts on priority stays. Visit our website for a list of properties offering this special savings.

Please visit our Website!

Special Information for Guests Staying at Pirate's Cove Resort:

We ask that you not hang towels, bathing suits or other clothing for drying out doors over your rental property decks or railings.

Boats and Trailers

If you have rented a property that provides a dock space, check with your Vacation Specialist for your space number. Your dock space may not be directly behind the property you are renting or may change without notice. Homes offer 25', 30', 35', 40', and 55' dock space, please refer to property description for size. We are not able to provide space for properties that do not advertise a dock space. If you are bringing a boat, please advise your Vacation Specialist. We now have an OFF-SITE boat trailer parking area for all residents and visitors. A fee does apply. Please visit the front gate upon arrival for directions and registration. You may also park your boat trailer underneath your home or in your covered parking space, if applicable. However, no boat trailer may be parked in any parking lot or outside your home. RECREATIONAL VEHICLES (RV's) ARE NOT PERMITTED ON THE GROUNDS OF PIRATE'S COVE.

Parking and Posted Speed Limit

Many of our rental properties include covered parking with their amenities. For those that don't, we provide parking in front of each building. Condominums, Townhomes and Villas will be limited to 2 vehicles per unit per rental week. Parking will be limited at single family homes depending on driveway capacity. If your group has additional vehicles, they must be parked in the lot located behind the Rental and Sales Office in Sailfish Point. Parking is not permitted on roads or any area of the property other than the driveway. The speed limit throughout Pirate's Cove is 20 mph and is strictly enforced by our gatekeepers. Individuals that are stopped for exceeding this limit are subject to fines and possible suspension of driving privileges within our community.

Bicycle Rentals/Sporting Equipment/Babysitting

These services are available through our Recreation Department. Please contact them directly at 252-473-6366.

Pool, Clubhouse, Tennis Courts and Playground

• The pool and clubhouse are open daily during the swimming season. Hours are posted at the pool.
• Please be advised that there are no lifeguards on duty at the pool and swimming is at user's risk.
• Children under 12 are not to be left unattended. Parents are repsonsible for the conduct of their children.
• Running, rough play, rollerblading or skateboarding in the pool or tennis court area is strictly forbidden.
• Smoking is not permitted inside the clubhouse.
• All players must sign up inside the clubhouse for the tennis courts.
• The playground is unsupervised and is to be used at the risk of each individual.

Homeowner's Pool

• The pool located beside the fitness center is for homeowners only. Rental guests will not be permitted.

Common Docks

• The common docks are for the enjoyment of all. Please keep them neat and do not block them with chairs, coolers, etc.
• Remove all crab lines and traps from the docks when finished crabbing for the day. Note: It is unlawful to keep crabs smaller than 5" across.
• Refrain from taking crabs from crab pots owned by others; taking bait from bait buckets that may be tied to dock pilings or boats moored in boat slips; or pulling the bait buckets belonging to others out of the water and allowing them to sit on the docks and killing the bait they may contain.
• Keep in mind that many homes are private residences. Please use only the designated private pier for your rental home.
• For the safety and enjoyment of all, please do not ride bikes, skateboards or roller blades on the docks.

Boats, Jet Skis and Wave Runners

• Boats, jet skis and wave runners are not to be tied to any other bulkhead or placed on any other property without the expressed permission of the homeowner or rental office.
• Rental guests with boats must register their boat and boat trailer with the front gate.
• Boat trailers must be kept under the housing unit or in the designated trailer parking area, not in driveways or on the sides of the roads. Please contact the gatekeeper for information on the designated boat trailer parking area. For detailed dock and boat information, call the rental office for a copy of the Docks Rules and Regulations.

Walkways, Piers, Seawalls and Bulkheads

• Any of the structures listed above leading to, from and in front of residences are private property. Use of such properties is limited to owners of that particular property. Rental guests may only use the designated pier or walkway of their rental home.

What to Bring

The following items are not provided by Pirate's Cove Realty. Please remember to bring them along.

• Beach Towels
• Cleaning Products (e.g.dishwashing detergent, laundry detergent, all-purpose cleaner, glass cleaner)
• Paper Products (e.g. toilet tissue, paper towels)
• Personal Hygiene Products (shampoo, soap, toothpaste)

Fishing and Crabbing

• The State of North Carolina requires a Recreational Fishing License to fish in all waters. This license is available online at www.ncwildlife.org or can be purchased at Walmart in Kitty Hawk at milepost 1. The cost for a 10 day short term license is $10.00 and is required for everyone over the age of 16. All docks and piers, whether community, public, or private, require a fishing license, with the exception of oceanfront fishing piers. Please feel free to visit our office if you need assistance.

Return to Top