Terms and Conditions

Reservations
Our office hours vary but generally the office is open daily from 9:00 am until 4:00 p.m. with the exception of Easter, Thanksgiving and Christmas Day when the office is closed.  If you plan to arrive on one of these days please check with us for details.  To make a reservation, please call us at 1-800-845-6164 and one of our reservationists will help you find the perfect vacation home.  All reservations are subject to an administrative fee, 6% occupancy tax and 6.75% state tax.  Check out our web site for an up to date listing of all our homes.

Holidays
The holidays are a wonderful time to get together with friends and family so why not make a vacation out of it!  The following holidays are a three/four night minimum stay: Martin Luther King, President’s Day, Independence Day, Thanksgiving, Christmas and New Year’s.  For many properties these become 2 night minimums as we approach the date. All slopeside properties have a three-night minimum during the winter season running Thursday to Sunday.  No Saturday Check Ins for these units.

Occupancy
The maximum number of persons allowed in each vacation home is designated on their individual property description pages and on your rental agreement.  Children are counted in the total occupancy unless they are under the age of two.  Occupancy represents the total number of people allowed to occupy the property inside or outside, daytime or nighttime.  Any party exceeding this number will be immediately evicted without a refund.

Family Groups Welcome
All of our vacation homes are privately owned, therefore, occupants are limited to family groups only.  No sororities, fraternities or non-chaperoned groups are allowed.  You must be 21 years of age or older to obtain a rental agreement on a property and ID may be required prior to tenancy.  Should a group misrepresent themselves, they will be evicted immediately without a refund and will also lose their damage deposit.

Bring Your Best Friend
There would be no need to leave Sparky at home or in a kennel while you are enjoying the best Beech Mountain has to offer.  We have a few homes where pets are welcome to vacation with you. You can easily browse our pet-friendly category under our "Vacation Rentals" section or enter in your dates of stay and use the "Pets Allowed" filter to check availability for your specific travel dates. If you have any questions, please do not hesitate to contact our rental office for more information.  In most homes, pets are limited to two domestic, house broken dogs.  Sorry, kitty will have to find a friend to stay with because cats and other animals are not allowed.  There is a non-refundable pet fee required for each pet and a Pet Policy Form that must be signed prior to rental.  Let us know when making your reservation if your furry friend is coming along.  Pets in non-pet homes are strictly forbidden, and will result in eviction and loss of your damage deposit.

Payments
Online Bookings: When making a reservation through our website, an electronic lease agreement must be signed and the stated deposit (one half of the total rent) will be automatically charged to the credit card provided once the reservation is submitted. Your remaining balance will be due no later than 1 day prior to arrival. Unless you contact us to make other arrangements, this balance will be automatically charged to your credit card on the due date provided on your contract. After your initial deposit is taken and you wish to pay your remaining balance prior to automatic processing on your due date, your options are as follows:
  • > 30 DAYS PRIOR TO ARRIVAL: personal check, travelers check, money order, certified funds, Visa or MasterCard accepted (should you choose to change the credit card on file for final payment)
  • < 30 DAYS PRIOR TO ARRIVAL: NO personal checks accepted; ONLY travelers check, money order or certified funds accepted, Visa or MasterCard accepted (should you choose to change the credit card on file for final payment)
Please mark your calendar with your payment schedule, as we do not send out reminders.  If any deposit or portion of the deposit is not received by the specified due date, your reservation may be cancelled and the property released for general sale.  Please remember to put your unit number on your check or money order.  A $30.00 bank charge will be assessed for all returned checks. Many of you will vacation with other family members or friends, but only one person signs the lease.  We hold the leaseholder responsible for payment, and all of the responsibilities spelled out in the lease.

Bookings Over The Phone: When making a reservation over the phone, the stated deposit (one half of the total rent) will be due 7 days after you make the reservation, along with a signed lease agreement. The lease agreement will be emailed to you on the day your reservation is made. Please read the lease carefully, sign both pages (Rental Agreement & Residential Lease Agreement) and return it along with any other appropriate paperwork by either mail, email or fax. Payment options for your deposit are as follows:
  • > 30 DAYS PRIOR TO ARRIVAL: personal check, travelers check, money order, certified funds, Visa or MasterCard accepted
  • < 30 DAYS PRIOR TO ARRIVAL: NO personal checks accepted; ONLY travelers check, money order or certified funds accepted, Visa or MasterCard accepted
Your remaining balance will be due no later than 1 day prior to arrival. Payment options are as follows:
  • > 30 DAYS PRIOR TO ARRIVAL: personal check, travelers check, money order, certified funds, Visa or MasterCard accepted 
  • < 30 DAYS PRIOR TO ARRIVAL: NO personal checks accepted; ONLY travelers check, money order or certified funds accepted, Visa or MasterCard accepted 
Please mark your calendar with your payment schedule, as we do not send out reminders.  If any deposit or portion of the deposit is not received by the specified due date, your reservation may be cancelled and the property released for general sale.  Please remember to put your unit number on your check or money order.  A $30.00 bank charge will be assessed for all returned checks. Many of you will vacation with other family members or friends, but only one person signs the lease.  We hold the leaseholder responsible for payment, and all of the responsibilities spelled out in the lease.

Cancellations & Reservation Charges
Sometimes cancellations are unavoidable, and we will do our best to re-rent your reserved accommodation for the same rate and time period.  All cancellations or reservation changes must be made in writing. Cancellations incur a $50.00 fee and a 20% charge of rent is applied for reservation changes.  In the event the lease must be cancelled by the leaseholder, deposit money cannot be returned unless the property is re-rented at no loss to the owner.  If we are unable to re-rent the property at no loss to the owner the deposit will be forfeited.  Please note that we offer Travel and Vacation Insurance, which can help protect your investment in unforeseeable circumstances.  A Travel Insurance brochure will be sent to you with the reservation contract if you choose to add this coverage to your rental.

Travel/Lodging Protection Plan
The unexpected, extreme weather, injury or illness- it does happen and may necessitate the cancellation of your travel plans.  It is because of the unexpected, Beech Mountain Realty and Rentals recommends that you consider “Cancellation Insurance” to protect your vacation investment.  The Travel/Lodging Protection Plan, provided by C.S.A. Inc., covers certain unexpected illness, injury and other unforeseen reasons for trip interruption and/or cancellation.  The fee is added to your reservation as an optional item.  If you do not wish to insure your travel plans, you may deduct the insurance premium.  A complete information pamphlet will be sent with your reservation contract.  Coverage is not in force unless payment has been made for this plan at the time of reservation.  Our staff will go over the rate schedule with you when you are making your reservation.

Security Deposit Protection Plan Insurance
Most reservations require a $50 Security Deposit Protection Plan Insurance in lieu of a refundable security deposit.  This will help to better protect you, our guest, and homeowners against accidental damage to the property.  The $50 Security Deposit Protection Plan Insurance is non-refundable.  
Select homes have a security deposit of $500 that is refundable.  Ask your reservationist which applies to the property you have rented. 

Check-In Procedures
Check-in begins at 3:00 p.m. year round and is noted in your rental lease.  With the size and complexity of our homes, our housekeepers need every minute of the 10:00 am to 3:00 p.m. window to ensure the cleanliness of your vacation home.  Please do not interfere with their work or pressure our staff to allow you entry before 3:00 p.m.  It’s a big job and everyone does his or her best to get you into a wonderfully clean and inviting home.  For your own security, do not enter the home or use hot tubs or other amenities until you have received the keys from our office.  Do not plan on buying groceries before check-in.  We cannot let you check in early nor can we provide refrigeration facilities.  If your home is ready before 3:00 p.m. we will gladly let you go in.  In unusual circumstances, it may be necessary to delay occupancy beyond 3:00 p.m., until your home is ready.  While you wait, enjoy the beautiful hiking trails, Buckeye Rec Center or visit one of our shops or restaurants on the mountain.

Keys
You will be given two sets of door keys (and a hot tub key if applicable) in your check- in packet.  Please be sure to return all keys to our rental office upon check-out.  If any key is not returned, you will be charged $10 per key.  We don’t want your money; we just have to maintain tight key control.

Late Arrivals
If you will be arriving after office hours, please be sure to inform our staff and make sure your rent is paid in full so that we can leave keys to your rental unit. Once we are made aware of your late arrival, we will leave a packet with keys and directions to your vacation home for you to pick up in our late arrivals box. Once you come up the front steps to our office, this box is located to the right of our door. 

Check-Out Procedures
Your vacation is nearing an end and we know it is hard to leave, but please check out according to the time listed on your rental agreement (10:00am) so the property can be prepared for the next guest.  If you have any questions regarding your check-out procedures, do not hesitate to call our office.  Please check that the following items are completed prior to leaving the property:
  • All garbage must be taken to the Town of Beech Mountain Convenience Center before departure. DO NOT place in outside bins or leave inside home. Any trash left in home with result in a removal fee.
  • Any non-perishable products can be brought to the office to be taken to the local hunger coalition if you desire.
  • Make sure all dirty dishes are in the dishwasher and turn the dishwasher on.
  • Ensure the unit receives reasonable cleaning during your vacation (vacuuming, sweeping, etc).
  • Leave furniture and other contents in original location and condition.
  • Please be sure to close and lock all windows and doors when you leave due to our constantly changing weather. Helping conserve energy keeps rental rates from increasing.
  • When departing during ski season, please leave heat at 70 degrees. When departing during other seasons, please turn heating system off.
  • Double-check that all personal items have been accounted for. We will not be responsible for any items left in the unit. Items returned will include a $25.00 fee plus postage.  Lost and found items unclaimed after thirty days are turned over to a local charity.
  • Turn off all lights (inside and outside).
  • Retun all keys to the office by 10:00am. A late check-out will incur additional fees. Non-returned keys will incur a $10.00 per key charge.
  • If you are leaving before the rental office opens at 9:00 am, you may leave your keys in the locked key box to the right of our office entrance. If any of the above mentioned items are not completed satisfactorily, there may be additional charges that are deducted from your damage deposit.
Accommodations
Beech Mountain Realty and Rentals represents the finest and best maintained homes on Beech Mountain.  All homes are individually owned and reflect the personal tastes of each owner.  Every effort has been made to ensure that our descriptions, rates and amenities are accurate.  However, we cannot be held responsible for changes made by owners to furnishing, amenities, rates and equipment or printing errors.  Our homes are well maintained and very clean, but understand that these are unique and intricate homes, which, just like your own home will experience a wide variety of unexpected breakdowns.

The essence of your vacation is to enjoy yourself, so we will make every effort to remedy “displeasing” situations and correct any problems you may experience in a timely manner.  We have a full-time maintenance department ready to serve you, so please report any inoperative equipment or problems to our office promptly.  Please understand that certain emergencies do take precedence, also maintenance problems involving professional service or parts will not be available on weekends.  For after-hours emergencies, you can call our local office phone number of 828-387-4291 and follow the directions for paging our on-call staff.  This is for emergency maintenance situations only!  For medical emergencies, dial 911.  For non-emergency situations, please call during office hours or leave a detailed message.  You can expect a courteous and professional staff to help remedy these situations; however, refund will not be issued due to malfunctioning equipment or other guest dissatisfaction.

What is Provided
Linens are provided as a courtesy to all renters.  Sheets and towels will be supplied for your use in all vacation homes we represent.  Each home is supplied with the appropriate amount according to the capacity of the unit.  Beds will be made up with linens, pillows, a blanket (winter only) and bedspread plus extras.  Towels will be folded and lying on the bed for your use.  Please be sure all linens stay when you leave.

All of our homes feature standard items, which include the following: drip coffee maker, toaster, pots and pans, dishes, utensils and glassware. All other unique and specific equipment and amenities for each home will be chosen by the owner.

All units offer a telephone, which enables the caller to make local calls at no charge (unless otherwise specified in the home's "Amenity" section of their rental page.  All long distance calls are to be made collect or by credit card/calling card. Specific to the carrier the owner has chose, your unique card (AT&T, sprint, etc) may not be accepted by the carrier.  MC and Visa usually work.  No long distance or toll calls are to be charged to the rental property phone.  The telephone number to the property you have rented is on the front of your rental agreement.  If the telephone service is interrupted, we will make every effort to correct the problem but cannot guarantee replacement or repair.

Hot tubs, TV’s, VCR’s, porch furniture, grills, recreational games and equipment, and the like are furnished as a courtesy by the owner and are not guaranteed. Refunds will not be given due to breakdown.

What You Need to Bring
Paper products, bath toiletries, detergents, and trash bags are not supplied.  We suggest bringing your own pool and hot tub towels and any specialty items such as blenders, large roasting pans and the like. 

Here on Beech Mountain we have a great amount of snowfall from November through April.  You must be prepared with 4-wheel drive, studded snow tires or chains.  Chains can be purchased in the area in the event of a snowstorm during your vacation.

Firewood for fireplaces is not provided.  Call our office, and for a nominal fee, we will have wood delivered at our earliest convenience.  Please do not build large fires in wood burning fireplaces as they can cause glass doors to shatter.  Please leave hot ashes in the fireplaces upon your departure.  Gas for gas fireplaces is provided.

Read and carefully follow the directions for gas fireplaces.  Under NO circumstances should the fire logs in the gas fireplaces be removed or rearranged.  If this occurs it will result in a repair charge to your credit card to collect monies to pay for the damage.

Outdoor barbecue grills are not guaranteed for any reservations from November through April due to severe winter conditions.  If your unit has a grill (during this time frame) feel free to use at your expense.  Make sure to use either propane or charcoal depending on the type of grill the unit has.  If you put charcoal in a propane grill you will damage the grill and this will result in a loss of your security deposit with possibility of billing to collect further monies to pay for the damage.  Not all units allow grills, inquire when booking your reservation.

Pre-Reservations
We can book your Beech Mountain vacation, one full year in advance- book NOW for best selection!  Beech Mountain Realty and Rentals offers you FIRST RIGHTS to book the property you stay in this year, for the same time frame next year if you book while you are here.  After that point your house is to be released for general rental.  Please check with a Beech Mountain Realty and Rentals reservations to check on dates to confirm by as well as prices and availability. 

Rental Homes for Sale
In the event that the property you are renting is on the market for sale, we may find the need to show the property during your stay.  We will make every effort to schedule the showing at a convenient time and not interrupt your vacation. 

Construction
Beech Mountain is a growing resort community and new construction is evident throughout the area.  If you rent a home near new construction, please be tolerant of the possible additional noise and other concerns.  Please realize that this situation is a matter beyond our control.  Sorry, no refunds or moves will be made.