These guidelines are here to help you and your group settle in comfortably, enjoy every amenity, and leave the space just as wonderful as you found it for the next guests. Please take a moment to read through and share with your group.
🔏 Security Deposit: A $200 refundable security deposit is required for each reservation.
🚭 Smoke-Free Property This is a completely smoke-free home — indoors and out. If evidence of smoking is found, a $250 deodorization fee will apply.
🚗 Parking: Parking is available for 1 car in the parking lot. The lot is shared with other condos so please park only in the designated spot labeled #3.
🕓 Check-In & Check-Out Check-in begins at 4:00 PM and check-out is by 10:00 AM. Parking on the premises is available during your reservation window only. Unapproved late departures may result in a $250 fee, as our team works on a tight turnaround to prepare the home for arriving guests.
🤫 Quiet Hours Please observe quiet hours from 10p to 8a — the neighbors will love you for it.
🧹 Cleaning & Products Our professional cleaning team handles all deep cleaning between stays. During your visit, please avoid using bleach-based products to prevent accidental damage to linens and surfaces.
🕯️ Scents & Candles Out of respect for guests with sensitivities, please refrain from burning incense, diffusing essential oils, or using similar scented items inside the home.
🎉 Gatherings & Events This home is designed for rest, relaxation, and quality time — not parties or events. Please keep overnight guests to those listed on the reservation.
📜 Guests are required to provide a government-issued photo ID and complete a signed rental agreement prior to check-in, as required under North Carolina law (N.C. Gen. Stat. § 42A-10). This is completed through our complimentary guest portal, which also offers optional keyless entry and check-in convenience features.
🐾 No pets are allowed
We kindly ask that you treat the home with care, as if it were your own. Our goal is to provide a beautiful, comfortable retreat where guests can truly relax and make lasting memories. This property is professionally managed by Host Help Property Management. Our team is available to assist with any questions or needs during your stay, with office hours from 8am–12pm EST.
Example of rental agreement below:
RENTER AGREEMENT for {{property_name}}
Arriving: {{check_in_date}} | Departing: {{check_out_date}} | Nights: {{reservation_nights}} | Guests: {{guest_count}}
Property: {{property_name}}
Address: {{property_address_full}}
Max Occupancy: {{listing_max_occupancy}}
Check-In Time: {{check_in_time}}Check-Out Time: {{check_out_time}}
Guest Name: {{guest_full_name}}
Phone: {{reservation_phone}}
Email: {{guest_email}}
Confirmation Code: {{reservation_code}}
Agreement Date: {{date_now}}
THIS IS A VACATION RENTAL AGREEMENT UNDER THE NORTH CAROLINA VACATION RENTAL ACT. THE RIGHTS AND OBLIGATIONS OF THE PARTIES TO THIS AGREEMENT ARE DEFINED BY LAW AND INCLUDE UNIQUE PROVISIONS PERMITTING THE DISBURSEMENT OF RENT PRIOR TO TENANCY AND EXPEDITED EVICTION OF TENANTS. YOUR SIGNATURE ON THIS AGREEMENT, OR PAYMENT OF MONEY OR TAKING POSSESSION OF THE PROPERTY AFTER RECEIPT OF THE AGREEMENT, IS EVIDENCE OF YOUR ACCEPTANCE OF THE AGREEMENT AND YOUR INTENT TO USE THIS PROPERTY FOR A VACATION RENTAL.
This Renter Agreement ("Agreement") is made and effective {{date_now}} between Host Help ("Owner and/or Manager") and {{guest_full_name}} ("Guest") regarding the property known as {{property_name}} ("Rental Property") located at {{property_address_full}}. This Agreement applies to the Guest's stay from {{check_in_date}} to {{check_out_date}}, and to any dates added if the reservation is modified. This Agreement applies to all members of the Guest's party ("Group"). Guest is responsible for sharing this Agreement and its requirements with all Group members and any other persons permitted onto the Rental Property.
TERMS AND CONDITIONS
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Guest agrees to abide by all rules and regulations contained herein or posted on the premises. Guest's obligations include keeping the premises clean and safe and causing no unsafe or unsanitary conditions in the common areas or remainder of the premises. Guests agree not to use the premises for any commercial activities or purpose that violates any criminal law or governmental regulation. Breach of any duty in this clause shall be considered material and result in termination of occupancy with no refund of any kind.
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In no event shall the Rental Property be occupied by more than {{listing_max_occupancy}} persons without prior written approval by the property manager. No fraternities, school, civic, or other non-family groups are allowed without prior approval. Guests may not assign or sublet the Rental Property in whole or in part. Violations are grounds for expedited eviction with no refund of any kind. Guest acknowledges and grants Host Help Property Management permission to enter the premises at any time for inspection if the Manager reasonably believes damage has occurred. Guest further agrees to grant access for maintenance and repair. If the property is listed for sale, Guest agrees to grant access by scheduled appointment upon notification.
Pursuant to the North Carolina Vacation Rental Act, if Guest commits a material breach of this Agreement, holds over after tenancy expires, fails to pay required amounts, or obtained possession by fraud, Manager may commence an expedited eviction proceeding. Guest will be given at least four hours' notice to vacate, and a hearing before a magistrate may be held as soon as 12 hours after service.
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In the event the Guest wishes to cancel this Agreement, the cancellation policy applicable to this reservation is governed by the booking platform through which the reservation was made ({{reservation_source}}). Travel Insurance, Damage Protection, and any processing or administrative fees are non-refundable regardless of the cancellation reason.
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Full payment is collected at the time of booking. All policies in this Agreement apply equally to payments made by credit card, check, or cash, and whether made via website, phone, or in person. Any refunds due to the Guest from a credit card payment will be processed by credit card transaction; all other refunds will be made within 30 days by check.
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A Security Deposit is required for this reservation unless Guest elects to purchase the Damage Waiver Program offered by the Manager at the time of booking. If Guest has paid the Damage Waiver, the Security Deposit requirement is waived. If Guest has not purchased the Damage Waiver, a Security Deposit hold will be placed on the credit card on file prior to arrival. If the Rental Property is returned undamaged beyond normal wear and tear, the Security Deposit hold will be released in full following checkout. In the event of damages, Manager will provide Guest with a full accounting of expenses. Should damages exceed the Security Deposit amount, Guest agrees to pay the balance within 5 business days of notification. Deductions from the Security Deposit may include, but are not limited to: excess cleaning fees, hot tub draining and refilling fees, trash removal fees, missing or damaged item replacement costs, and repair costs for buildings or grounds. Manager is under no obligation to use the least expensive means of restoration. The Security Deposit shall not be automatically forfeited and may only be applied to actual damages as permitted under Article 6 of Chapter 42 of the General Statutes.
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Regular payments and security deposits for this booking will be displayed as Host Help Property Management on Guest's credit card statement.
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Guest agrees to provide a valid, government-issued photo ID (including driver's license or passport) prior to check-in for security and identity verification purposes.
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Guests must obtain written permission from Manager prior to bringing any pet(s) onto the Rental Property. Any pet(s) found on the Rental Property without prior approval will be grounds for expedited eviction and forfeiture of all monies paid.
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Guests must inform Manager of their intention to bring children and provide the specific number. A child is defined as any person under the age of 18.
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No refunds will be provided due to inoperable appliances, pools, hot tubs, elevators, or other amenities. Manager will make every reasonable effort to ensure such items remain in good working order. No refunds will be given due to power blackouts, water shortage, flooding, snow, construction at adjacent properties, or mandatory evacuations of the area by county officials due to hurricanes or other potentially dangerous situations arising from acts of god or nature. The guest acknowledges they have been offered evacuation insurance and has either declined or purchased coverage through our program or the OTA.
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Guest is responsible for all shipping costs for any Lost and Found items Manager is requested to return. Items not claimed within 30 days will be disposed of at Manager's discretion.
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If a hot tub or pool is provided at the Rental Property, it will be prepared and tested for proper chemical balance prior to or on the day of occupancy. Misuse — including spilling soap, shampoo, oils, glass, or metal into the water — will result in a Service Call Charge at Manager's sole discretion. Under no circumstances are pets allowed in pools or hot tubs. Violation is grounds for expedited eviction and forfeiture of all monies paid.
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If linens or towels are supplied with the Rental Property, Guest is responsible for lost or damaged items at a cost of two (2) times the published standard replacement price.
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In the event Manager is unable to make the Rental Property available for any reason other than those described above, Manager’s sole liability is to provide a full refund of all monies paid under this Agreement. Guest expressly acknowledges that Manager shall not be held liable for any special or consequential damages resulting from such unavailability. Guest agrees to indemnify Manager from and against liability for injury to Guest or any other person occupying the Rental Property resulting from any cause whatsoever, except personal injury caused by the gross negligence or intentional acts of Manager.
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Manager may terminate this Agreement upon breach of any term hereof by Guest. Guest shall not be entitled to the return of any rental monies paid and shall vacate the Rental Property immediately.
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This Agreement shall be enforced under the laws of the State of North Carolina, including the North Carolina Vacation Rental Act, and represents the entire Agreement between the parties. Any amendments must be in writing and signed by both parties. In the event of a dispute, legal action may only be instituted in the county in which the Rental Property is located. If any part of this Agreement is deemed unenforceable, that part shall be severed without affecting the remaining Agreement.
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The Rental Property may offer access to recreational and water activities including but not limited to canoes, bicycles, and swimming. Guest fully understands that outdoor recreational and water activities involve inherent risks and hazards, including bodily injury, disease, strains, fractures, paralysis, death, or other serious ailments. Guest agrees to fully indemnify and hold harmless Manager and all agents, employees, and contractors for any injury or damage caused by these activities, whether caused by negligence of Manager, negligence of participants, negligence of others, accidents, the forces of nature, or other foreseeable or unforeseeable causes. Guest hereby assumes all risks, dangers, and responsibility for any losses and/or damages. Guest further assumes full responsibility for all persons permitted onto the Rental Property during the rental period and indemnifies Manager from all claims arising therefrom.
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In the event the Rental Property is sold or transferred, Guest's reservation will be honored if the tenancy ends within 180 days of the recorded transfer. If the tenancy ends more than 180 days after transfer and the new owner does not agree in writing to honor the reservation, Guest shall receive a full refund of all payments made. In certain circumstances at Manager's sole discretion, Manager may offer Guest a full refund outside of the above conditions. For the avoidance of doubt, nothing in this paragraph creates an obligation on Manager to offer a refund beyond what is required under the North Carolina Vacation Rental Act. Guest retains the right to occupy the Rental Property for the duration of the confirmed reservation in all cases where the tenancy falls within the 180-day window, and any offer of a full refund in lieu of occupancy is entirely voluntary on the part of Manager and may be declined by Guest.
HOT TUB WAIVER AND GUIDELINES
- By choosing to use the hot tub, Guest acknowledges and agrees to the following:
There is no lifeguard on duty at any time. Guest is solely responsible for the safe operation of the hot tub and for all persons using it during the stay.
Use of the hot tub involves inherent risks including but not limited to: malfunction of spa equipment; tripping or falling in the hot tub area; injury from unsupervised use; and other risks inherent in hot tub use. This list is not exhaustive.
In exchange for Manager allowing use of the hot tub, Guest hereby agrees to:
WAIVE ANY AND ALL CLAIMS Guest has or may have in the future against Manager, employees, or representatives relating to use of the hot tub or hot tub area.
RELEASE Manager and all agents from any and all liability for any loss, damage, injury, expense, or cost arising from use of the hot tub, INCLUDING NEGLIGENCE ON THE PART OF MANAGER.
HOLD HARMLESS AND INDEMNIFY Manager from any liability to property or personal injury to any third party resulting from use of the hot tub or hot tub area.
Confirm that Guest is over the age of 18 and will adhere to all property rules.
Confirm that this Waiver is fully effective and binding upon Guest and Guest's heirs, next of kin, executors, administrators, and assigns.
HOT TUB SAFETY GUIDELINES:
Use the hot tub at your own risk.
Pregnant women, persons with heart disease, diabetes, or high blood pressure, and elderly persons should not use a hot tub without a doctor's permission.
Young children should not use the hot tub. If a minor is permitted to use the hot tub, they must be supervised at all times.
Hot tub temperatures cannot by law exceed 104 degrees F.
Never use a hot tub alone.
Limit time in the hot tub to no more than 30 minutes per session.
No glass products of any kind in or around the hot tub.
Alcohol and/or drugs accelerate drowsiness in high-temperature water, significantly increasing the risk of drowning.
TRUST ACCOUNT DISCLOSURE
- Tenant acknowledges and agrees that any and all funds tendered under this Agreement, including but not limited to rent, taxes, fees, and deposits, may be deposited into an interest-bearing trust account maintained by the Property Management Company in accordance with North Carolina law. Any and all interest or other earnings accrued on such funds shall be the sole property of the Property Management Company and shall not be due or payable to Tenant. If processed and a hold is not placed, funds are held in trust at First Bank. Corporate address is 205 SE Broad St Southern Pines, North Carolina 28387.
GUEST ACKNOWLEDGMENT
I understand the rules and rental conditions upon which I am agreeing to rent accommodations, equipment, and use of the property. I acknowledge that outdoor activities and exposure to natural elements can be dangerous and sometimes result in injury or death. I am over the age of 18 and assume responsibility for all members of the Group. The Group visits the property and engages in all activities at the Group's own risk. I hereby assume all legal responsibility for bodily injury to myself or to any person on the property as a result of my visit, and use, operation, or possession of any equipment hired or loaned to me.
I will abide by the following conditions:
The Rental Property will be returned in the same condition in which it was rented, and I will be responsible for all damage and/or loss that occurs during my rental period.
I agree to hold harmless and indemnify Manager against all loss, damage, expense, and penalty on account of personal injury or property damage to myself, my Group, or any minor in my care, however arising.
I acknowledge receipt of the property in good order and condition. If found otherwise upon arrival, I will contact the Manager immediately.
I enter into this Agreement freely and at my own risk, acknowledging the risks inherent in indoor and outdoor activities.
All parties agree to comply with all applicable Federal, State, and County laws and regulations.
SIGNATURE
By signing this Agreement electronically, {{guest_full_name}} acknowledges having read and agreed to all terms and conditions set forth herein.
Guest Name: {{guest_full_name}}
Date Signed: {{date_now}}
Booking Source: {{reservation_source}}
Agreement Status: {{agreement_status}}
