Bowen Vacation Homes 

Rules and Regulation

 

Agency Disclosure: Bowen Vacation Homes is employed by and represents the interests of the Property Owner. As the Agent of the Property Owner, Bowen Vacation Homes is required by contract, and North Carolina State Law to follow all lawful instructions of the Property Owner. Tenant also acknowledges that the Property Owner may be a licensed real estate agent.

 

Property Description: All of our rental properties are privately owned by individual homeowners like you. All furnishings and decorations reflect the owner’s personal preferences and desires and differ from property to property. Please be courteous of the properties and treat them and the items within as if they were your own. It is the responsibility of the tenant to make sure that the property selected meets all needs and requirements of your stay; those items include size, max number of occupants, accommodations, accessibility, condition of the property and amenities. Interior, exterior, amenity and view photos are provided during booking for your review. Bowen Vacation Homes cannot guarantee any furnishings or equipment in the properties as that is outside of the control of our company.

 

Please remember, once you have entered into a Vacation Rental Agreement on a property this reservation cannot be moved to another property. The contract you sign is with an individual homeowner and any cancellation no matter the reason will be held to the no cancellation policy.

 

If you have additional questions about a property and whether it will work for your stay, please contact Bowen Vacation Homes prior to booking.

 

Rental Periods: Our rental periods are as follows.

January - Memorial Day & Labor Day - December partial stays are allowed for most properties.

Memorial Day - Labor Day reservations are for full weeks only, Saturday to Saturday.

 

Minimum Age: Tenant signing this Agreement shall be 25 or more years old and must take possession of the property. If identification is requested, tenant shall present it immediately. All minors must be chaperoned at all times when on the premises or inside the property. If unaccompanied minors are found in the property or on the premises of a property, tenant is subject to immediate eviction.

 

Maximum Occupancy: Please make note of the Maximum Occupancy for each property. Occupants are any person, including children (no matter the age) in the property at any time. This includes both day guests and overnight guests. At any time that the maximum occupancy is exceeded due to day guests or overnight guests, local housing codes and owner requirements are violated. All tenants will be promptly evicted as set forth in Article 4 of the North Carolina Vacation Rental Act.

 

House Parties: Properties are rented for family group occupancy or where the majority of the occupants will be 25 and older. At no time will parties be allowed in any of the properties, or on the premises of a property. No teen or college groups (including but not limited to, prom, graduation, fraternity or sorority or any school related function) are allowed regardless of being chaperoned by anyone over the age of 25. Bowen Vacation Homes Reserves the right to evict all tenants immediately without refund. Any tenant renting this property under false pretenses shall be immediately evicted without any refund at the sole discretion of Bowen Vacation Homes.

 

Weddings, Wedding Receptions or other group events (including but not limited too, birthday parties, retirement parties, promotions, etc.) may not be held on any of the properties, or on the premises of a property without prior approval of Bowen Vacation Homes.

 

Pets: Not all the properties Bowen Vacation Homes has, allows pets. When looking through available properties, please make sure that the property states pets are allowed and that you do not exceed the pet occupancy allowed. Pets allowed are dogs and/or cats only. If the property allows pets, there will be a non-refundable per pet fee. Please note, for Service Animals with paperwork proof only, there is no pet fee charge - but the pet still must be declared.

 

If Tenant or any guest of the tenant is found to have a pet in the property or on the premises of a property that does not allow pets tenant will be subject to immediate eviction without refund, undeclared pet fee of $400 and will be responsible for any damages and cleaning. Pets found on properties that allow pets but the pet is undeclared will be charged the undeclared pet fee of $400.

 

Bowen Vacation Homes and its property owners reserve the right to refuse any pet. Please contact us directly prior to reserving a property to make sure that your pet and or the number of pets are allowed for the property you are interested in.

 

Reservation fee: All reservations have a $200.00 reservation fee (subject to change) + tax.

 

Confirmation of Reservation: To confirm a reservation, an initial payment of 50% of the Reservation Total, the Security Deposit Waiver fee, if elected, and Travel Insurance, if elected, must accompany the signed rental agreement within 3 days of making the reservation. A copy of the tenants photo ID will be required with the signed rental agreement to confirm the reservation. Written confirmations will be sent only on request.

 

If your check in date is in less than 30 days, the full payment is due at the time of reservation, along with the Security Deposit, All Taxes, and any additional services requested (pet fee, linens, early check-in, etc.).

 

Final Payment: Final payment is due thirty days before your arrival date. This payment also will include the Security Deposit (If security deposit waiver is declined), All Taxes, and any additional services requested (pet deposit, linens, early check-in, etc.). Reminder notices are sent via email only.

 

Trust Account: Guest agrees that all payments, including the damage deposit will be placed in an insured interest bearing trust account with Coastal Bank and Trust, 300 N US 17, Holly Ridge, NC 28445 with the interest accrued to the credit of Bowen Vacation Homes.

Payments: Reservation payments may be made by certified check, or credit card (Mastercard, Visa, American Express, Discover, Diners Club and JCB).

 

Taxes: All rentals in Surf City and Topsail Beach are subject to the 6.75% NC Sales Tax and an additional 6% local accommodations tax for a total of 12.75%. All rentals in North Topsail Beach are subject to the 7% NC Sales Tax and an additional 6% local accommodations tax for a total of 13%. Taxes are calculated as of the date of occupancy. Tenant is responsible for sales and occupancy taxes calculated as of the date of occupancy. Taxes shall be disbursed upon termination of occupancy or material breach of this Agreement.

 

Security Deposit: All properties require a refundable security deposit not more than twice the weekly rental amount. The specific security deposit for the property will be found on the Reservation Confirmation Email. The Security Deposit may be applied toward actual damages and other deductions as permitted by the N.C. Security Deposit Act. The security deposit will be mailed to the person who made the reservation within forty-five days of departure with full accounting of any deductions. Deductions include but are not limited to damages, missing/lost keys or passes, excessive cleaning, pet damages, damages due to use of tobacco or tobacco like products, long distance charges, or damages caused to common areas by tenant or guest of the tenant. If the damages are greater than the security deposit, Bowen Vacation Home’s is entitled to collect from the tenant any additional money owed to cover damages and legal fees.

Tenant is responsible for any damages that occur on property during occupancy. Please report any damages to your property to Bowen Vacation Homes as soon as practical to allow for any needed repairs prior to the next reservation.

Security Deposit Waiver Option: In lieu of a Security Deposit, you may choose to accept the Security Deposit Waiver which covers up to $2,500 for damages to the Property as a result of an accident within the Property. The Security Deposit Waiver is automatically charged unless you choose to opt out and then the Security Deposit is required with final payment. This waiver does not cover negligent or intentional damages or damages caused by pets. Please refer to the Description of Coverage, which can also be viewed at www.bowenvacationhomes.com and details full terms and conditions that apply. Purchasing the Security Deposit Waiver does not negate tenant’s responsibilities. Please report any damages to your property to Bowen Vacation Homes as soon as practical or this waiver is void. The properties are carefully inspected after each check out. Tenant will need to report any damages found within 24 hours of their arrival or they will be subject to being charged for said damages.

The cost of this waiver is a non-refundable fee. Payment for this waiver must be paid with initial payment.

1 Bed Unit: $75

2 Bed Unit: $150

3 Bed Unit: $300

Tenant Cancellations: In the unfortunate event the tenant has to cancel their reservation for any reason, the tenant must do so in writing. Cancellations may be sent via email to bowenvacationhomes@gmail.com or by USPS to: Bowen Vacation Homes, 2017 NC Hwy 172 Suite A, Sneads Ferry NC 28460 *Please contact our office to verify receipt at 910-741-5015

 

Bowen Vacation Homes will make every effort to re-rent the property for the specified dates at the same rental rate. If the property is re-rented, the advance rent payments will be refunded to the tenant less the $200.00 cancellation fee, the reservation fee + tax, any third party credit card processing fee(s) + tax and the travel insurance fee (if chosen).

 

Please note guests may not sublease or assign this agreement.

 

For Cancellation purposes, each cancellation is booked as a Saturday-to-Saturday Reservation, even when multiple weeks are reserved. Bowen Vacation Homes will make every effort to re-rent the property. If the property rents for only part of the original reservation, the tenant will be refunded the portion that covers the re-rented dates. If the property remains un-rented the tenant is not entitled to any refund in rent. Any funds that are to be refunded will be mailed to the tenant within 30 days after the new reservation has been confirmed and payment has been made and posted to the accounts. Tenant understands there is an optional travel insurance that can be purchased to help guard against loss of payments made.

 

Bowen Vacation Homes Cancellation: In the event that the property reserved becomes unavailable prior to your travel dates, Bowen Vacation Homes will notify the tenant directly, and will make every effort to reschedule to a comparable property. If Bowen Vacation Homes is unable to find a comparable property that is acceptable to the tenant, Bowen Vacation Homes will refund 100% of your Initial payment. If tenant agrees to the comparable property, tenant agrees to pay any increase in rental charges associated with the new property.

 

If the tenant chooses to not accept the new property and the reservation is canceled and all funds are refunded, tenant understands that Bowen Vacation Homes and the Property Owner will not be held liable for any damages of any sort incurred by the tenant as a result of the cancellation.

 

Travel Insurance: Travel Insurance is offered through Play Travel Protection, which helps protect the tenant due to unforeseen circumstances that may happen before or during your trip. The cost of this insurance is 7% and is automatically added and due with the tenant’s initial payment. Details outlining benefits, exclusions, and limitations are in the InsureStays brochure included with the Agreement as an addendum. You can also view this brochure at www.bowenvacationhomes.com. If Tenant does not want this coverage, tenant may opt out when reserving. Tenant’s payment for the travel insurance is distributed to the insurance company by Bowen Vacation Homes in advance of check-in and is non-refundable.

 

Hurricane Policy: NO REFUNDS WILL BE GIVEN BECAUSE OF MANDATORY EVACUATIONS RELATED TO HURRICANES. If state or local authorities order a mandatory evacuation of an area that includes the property, Tenant must follow all evacuation orders. Tenant will not be entitled to any refunds from Bowen Vacation Homes. Tenants that purchased travel insurance will need to file a claim with InsureStays for reimbursement.

Tenant also understands that if a weather event has been identified that Bowen Vacation Homes or the Property Owner may access the property to prepare for the weather event. This may include, but is not limited to boarding windows/doors, closing hurricane shutters, moving furniture inside the property, etc.

 

Check-in: Begins at 3:00 PM on the day of arrival. Directions for access will be given the day of check in. Please make sure that all tenant/guests understand that you are not allowed at the property OR on the premises prior to 3:00 PM as inspectors and cleaners are working to get the property ready. We make every effort to ensure that all properties are clean and ready for occupancy, however in some cases it is necessary to delay occupancy until the property is ready. No refunds or credits will be given in the event occupancy is delayed. Bowen Vacation Homes will make every effort to notify you as soon as possible in the unlikely event check in is delayed. Please check with Bowen Vacation Homes prior to your arrival to see if early check-in is available on your property.

 

Check-out: ALL tenant/guests must vacate the property by 10:00 AM. If Bowen Vacation Homes finds a tenant is still on the premises after 10:00 AM it will result in at a minimum charge of a full day's rent being charged to the credit card on file. If failure to vacate the property delays any cleaners, inspectors and/or repair work and the vendor charges to return to the property, Tenant will be responsible for any of the additional charges. Detailed move out directions will be given the day of check in. Tenant is responsible to make sure all keys and passes are returned upon check out. Tenant understands any lost or not returned keys or passes will be assessed a fee and will be charged to the credit card on file.

Inoperative Equipment/Nuisances: Bowen Vacation Homes will make all efforts to make your stay enjoyable. Sometimes there are things beyond the control of Bowen Vacation Homes. No refunds, discounts or transfer of properties will be given for any equipment that is currently not working upon check in. Those items are but are not limited to, appliances, air conditioning, HVAC, TV’s, DVD players, fireplaces, internet services, pests, etc. Bowen Vacation Homes will make every effort to repair these items as soon as possible. Replacements are not available, and a qualified repairman will be called as soon as possible. Tenant understands that if a repairman comes to work on any inoperable item, that tenant must grant them access to the property for the needed repair. Tenant also understands that should they refuse entry to any repairman they will be responsible for a second trip fee and subject to immediate eviction. Should a repairman make the trip to the property and the repair is needed due to misuse of the item, tenant understands that they will be charged for but not limited to any service call fee, after hours call fee, and repair fee, and that said fee(s) will be subtracted from the security deposit fee or charged to the credit card on file.  Swimming pools, hot tubs, etc., if offered, may not be available during the Spring, Fall, or Off Seasons. No refunds will be made if these amenities are shut down for the season, maintenance, etc.

Tenant understands that Bowen Vacation Homes has no control over neighbors, other properties not managed by Bowen Vacation Homes and their Tenants, weather, local authorities, etc. Tenant also understands that Bowen Vacation Homes will issue no refunds, discounts, or transfers to other properties due to neighbors, other properties, weather, etc.

Please report any inoperative, damage, or missing items to our office immediately. If routine maintenance is needed during your stay, please call us at 910-741-5015. In the event of an emergency please call 911 and then call our office.

No Smoking & Smoke Free Properties: Our properties are smoke free/no smoking properties. Use of cigarettes, pipes, cigars and vapes are prohibited inside our properties. If smoking outside on the premises, please make sure that you are smoking in designated areas and any debris discarded in the proper place. Do not throw trash or smoking debris on the dunes or in the grasses. Failure to follow these rules shall result in forfeiture of security deposit and/or immediate eviction. Tenant will be responsible for but not limited to any cleaning of carpets, linens, furniture, etc. to make the property smoke free.

 

Linens: Our properties do not come with linens; tenants are responsible to bring linens with them. Please pack fitted and flat sheets, pillowcases, bath towels, wash cloths, blankets, kitchen towels, dish cloths, and beach towels. Bowen Vacation Homes does offer a full linen service. Linen packages can be booked during reservation, or you can call/text Bowen Vacation Homes at 910-741-5015 as soon as possible after confirming your reservation to schedule service. Linens will be delivered to the property before the end of the day your reservation starts.

Cleaning: Tenant is responsible for cleaning of the property at check out. A list of required items are provided in your Welcome Packet left on the kitchen counter during check in. These items include, but are not limited to, washing the dishes and placing them back in the proper places, (if the home has a dishwasher, dishwasher must be emptied) making the beds, throwing away all food items in the refrigerator and cabinets, locking all doors and windows, etc. Tenant understands they need to place all trash from the property in the trash cart outside and follow all trash pickup timelines as specified in the Welcome Packet. Tenant is aware that any cleaning not done, or trash not removed will be charged to the tenant.

 

Items in Units: If you are renting more than one property from Bowen Vacation Homes, please do not remove items from one property and take it to another property. Any items that are missing are the responsibility of the tenant and the tenant will be charged for any lost, missing, or damaged items.

Articles left behind: Bowen Vacation Homes will do its best to help you find an item left behind in the property after checking out. If you find that you have left something behind, please call/text Bowen Vacation Homes at 910-741-5015 as soon as possible. Bowen Vacation Homes is not responsible for any items left behind at the property. A $25 charge plus shipping will be applied to all items left behind. After 30 days any items not claimed will be donated to a local charity.

 

Telephone Use/Pay-Per-View/Internet: Bowen Vacation Homes has some properties that have telephones in them. Any long distance calls made during your visit will be assessed a fee of $20 plus the usage charges. Local calls include Topsail Island, Sneads Ferry, Holly Ridge, Wilmington and Jacksonville, NC. We encourage you to bring either your cell phone, or a prepaid calling card. Pay per views are prohibited. If charges are incurred the tenant will be charged the fees along with a $50 service fee. Tenant agrees internet access is limited to lawful use and downloads. Violators are subject to prosecution, civil action, fine and fees.

 

Parking: Space is limited at our properties. Please call/text us directly prior to booking to make sure the property can accommodate your boats, trailers, campers, motor homes, etc. Town ordinances restrict the hookup of any camper, motor home, etc. to a rental property's utilities.

 

Grills: Grilling is not allowed on any deck, porch, garage, carport, walkway, or near siding of the property. Please use the driveway or designated area for grilling. $100 fee will be charged to Tenant for failure to follow these rules. If a grill is present on the property, Tenant understands that due to our corrosive environment the grill may not be functioning. Tenants are responsible to provide LP gas or charcoal for the gill if it is present, and any grilling tools. Tenant is also responsible for the cleaning of the grill after use. If using a charcoal grill Tenant is responsible for disposing of cooled ashes in the outside trash can.

 

Sand Dunes: Please do not walk, play, or litter on our sand dunes. The dunes are our only line of protection to our island. There are fines and ordinances against dune destruction in Surf City, Topsail Beach, and North Topsail Beach. If we find trash, oyster shells, etc., on our sand dunes, there will be a $25 fine for cleaning it up.

Fireplaces: Some of our properties have fireplaces available. If one is available Tenant understands that they are only available to use from October 1 - March 31. No refund will be given if the fireplace is not functioning during your stay. Failure to follow the fireplace rules will result in immediate eviction and forfeiture of your security deposit.

 

Lock-Out Service: If during your stay you become locked out of the property you can come to the office and borrow a key during normal business hours. We can also bring a key to you. During business hours we can provide the key to you at a charge of $20. After hours the charge for Bowen Vacation Homes to come unlock the door there is a charge of $50 before 8:00 pm and $100 after 8:00 pm. Fee is payable in cash at time of service to the responding rental agent.

 

Thermostats: Thermostats will not be set below 72 for air conditioning nor above 75 degrees for heat. The refrigerator temperature dial shall stay at mid-range. The cost of unnecessary repairman service calls shall be charged to Tenant along with an after-hour fee.

 

Routine Maintenance: Tenant understands it may be necessary to enter the property during business hours to service equipment or make repairs. No courtesy calls are given. In the event the repair would happen outside of normal business hours a courtesy call will be given.

 

Construction: Construction throughout Topsail Island is happening throughout the year. Unfortunately, we have no control over construction to nearby properties or amenities during your stay. Please understand that per local ordinances it cannot begin prior to 7am and must end by 6pm. No refunds, discounts or property transfers will be made due to construction.

 

Additional Regulations: All of the local condos and some properties have additional rules and regulations. Rules and regulations must be followed by tenant and any guests of the tenant.  

 

Property for Sale: Occasionally a property owner will decide to sell their property. Tenant understands that Bowen Vacation Homes will work with all prospective buyers, home inspectors and appraisers to not disrupt your reservation as little as possible. In the event access is needed Bowen Vacation Homes will try to give you as much advance notice as possible.

 

Property Transfer: In the event the Owner sells or transfers ownership of the Property prior to occupancy by tenant, tenant has the right to enforce this Agreement if the rental is to end 180 days or less after the transfer of ownership. If more than 180 days, tenant has no rights to enforce this agreement unless the new property owner agrees to honor this rental, however, tenant will be refunded all money paid minus reservation fees and any travel insurance purchased. In the event of the sale of the property, Bowen Vacation Homes will notify tenant as soon as possible.

 

Tenant agrees to comply with all obligations created by the Vacation Rental Act on tenant with regards to maintenance of the property, including but not limited to, keeping the property clean and safe as conditions permit and causing no unsafe or unsanitary conditions in the common areas of the property that the tenant uses.

Tenant understands that they are not to use the property for any activity or purpose that violates any criminal law or governmental regulation. Tenant’s breach of any duty contained in this paragraph shall be considered material and shall result in the termination of tenancy.

 

Expedited Eviction: If the tenancy created hereunder is for 30 days or less, the expedited eviction procedures set forth in the Vacation Rental Act will apply. Tenant may be evicted under such procedures if Tenant (1) holds over in possession after Tenant's tenancy has expired; (2) commits a material breach of any provision of this Agreement (including any addendum hereto); (3) fails to pay rent as required by this Agreement; or (4) has obtained possession of the Premises by fraud or misrepresentation. Events that would constitute material breach of this Agreement by Tenant and terminate tenancy immediately include but are not limited to damage to the Property, pets in a non-pet Property, smoking in a non-smoking Property, house parties, exceeding maximum occupancy.

 

Owner Closets: The Premises may contain a locked owner's closet for the Owner's personal use and is not a part of this rental. Please do not try to access anything inside the Owners Closet.

 

Indemnity: Tenant agrees to release, indemnify, and hold harmless Bowen Vacation Homes and the Property Owner from and against all liability for injury to the person of the Tenant, to any member of their party or any guest of Tenant resulting from any cause unless caused by Property Owner's or Bowen Vacation Homes negligence. This indemnification specifically includes use of any elevators, spas, swimming pools, hot tubs, and whirlpools if on or at the Property. Tenant also agrees to indemnify Bowen Vacation Homes and the Property Owner for any item(s) left behind after checking out.

 

Limitation or Remedies: At the beginning of occupancy, if Property Owner cannot provide the property in a fit and habitable condition or substitute a reasonably similar property, Tenant hereby agrees that Bowen Vacation Homes and Property Owner's sole liability as a result of this condition is a full refund of all monies previously tendered by Tenant under this Rental Agreement. Tenant acknowledges that in no event shall Bowen Vacation Homes or the Property Owner be held liable for consequential or secondary damages, including but not limited to, any expense incurred as a result of travel or re-renting, etc. Tenant will not be entitled to a refund due to unfavorable weather conditions, hurricane evacuation, failure of a major appliance or air conditioning system, inadequate beach access or disruption of utility services including cable TV. Tenant shall not hold Bowen Vacation Homes or the Property Owner liable for acts of theft, vandalism, or other damages to Tenant's personal property. Provisions of this Agreement shall be construed according to North Carolina law in the event of a dispute. In the event of a dispute, both parties agree that any legal action may only be instituted in the county where this Property is located.

 

Errors and Omissions: All information has been provided for information purposes and no misrepresentation is intended. Bowen Vacation Homes has tried to provide accurate information in all of our listings, but we cannot be held responsible for errors, omissions, or changes made by the property owner.