Holden Beach Vacation Guestbook
On this page you will find all of the information included within your Holden Beach Vacation Guestbook. From here, you can navigate to specific sections of the book by using the “jump to” section below or you can view/download a PDF version of the guestbook by following the provided link. To access anytime during your vacation, this information provided in a book within each home and is also accessible within the Happy Stays app or the Happy Stays desktop page HERE.
Checking In – Maintenance – Emergencies – Guidelines – Home Rules – Elevator
Hot Tub Rules – Pool Safety – Check Out Procedure – Ordinances
The guestbook is also available as a PDF HERE.
We Strive for Clean Rentals – Upon your arrival, we ask that you please look around your home to see that everything is in order and the level of cleanliness meets your satisfaction. It is our goal to provide you with the best stay possible, starting within your home. We ask that if the home is not in good order, please call our Housekeeping Department. If you have not notified us within 24 hours of your arrival, then we assume that you have found your home to be suitable for your stay.
Reporting Existing Damage – Please look around your home upon arrival and report any existing damage to us within 24 hours. This will allow us to document that the damages occurred prior to your arrival. You may do this by either emailing us through the link provided on your check-in instructions, or you may call our Maintenance Department to report items directly.
Bed Linens/Rental Equipment – All bed linens are delivered prior to your arrival. If you do not see bed linens located inside your home, please check the beds before calling our housekeeping line, as some of our homes require beds to be made prior to our guests’ arrival. In the event you experience any issues or wish to order more bed linens, please call our Housekeeping Department.
Air Conditioning – Unless the unit appears to be completely nonfunctional, please wait at least 24 hours before reporting an air conditioning problem. Lower thermostat setting gradually 2 or 3 degrees at a time, or the compressor will freeze if it is set too low, too fast. We recommend that you keep the thermostat set on 72 degrees in the summer and 65 degrees in the winter. Make sure all windows and doors are closed when the system is on. The air conditioning will not work properly if the doors are left open during the humid summer months, thus not providing you with the indoor comfort that you would like to enjoy.
Refrigerator – We ask that you please wait 24 hours before reporting any refrigerator issues. Due to the refrigerator being opened during check-out and check-in, for lengthy periods of time, it may take time to return to the normal cool setting. Make sure the refrigerator and freezer are always set to the medium setting. Turning them too high will cause the compressor to freeze. Avoiding excessive opening/closing on your first day will help with the cooling process.
Reservation Holds for the Following Year – Guests have the option to reserve their current vacation home, for the same calendar week of the following year, by placing a non-refundable reservation hold. Current guests have until 5pm of the Wednesday during their stay to capitalize on this option. All reservation holds are tentative and subject to price increases, change of amenities and availability.
TVs, Modems, and Entertainment Systems – Why would anyone want to watch TV while here on Holden Beach? Most of our homes have cable television service and several televisions located in and about the home. Because of the differences in levels of service, we cannot begin to inform you about each home. Everyone wants the internet these days and we want it to work for all guests. Unfortunately, we cannot guarantee the services or quality of service of third party service providers. We will make every effort to ensure the service is functioning. Please do not tamper with wiring and connection configurations including tampering with modems, routers, TVs, stereos, and etc.
Maintenance/Refunds – Please promptly report any and all equipment concerns such as elevators, appliances, pool equipment, etc. to our Maintenance Department. We will make every effort to have repairs made as soon as possible. Please Note: If you are calling outside of our normal operating hours, our phones and voicemails are being monitored to respond to emergency issues only. For more information on emergency issues please see the “Emergencies” section of this page. Non-Emergency issues or concerns will be handled during normal business hours. If you feel that a breaker has tripped, please check the breaker box. Most breaker boxes can be found on the 1st floor, behind a door, in a conditioned area. We ask that you check the breaker panel first before calling our maintenance department on any electrical issues.
Clogged Toilet/Sink – All properties come equipped with a plunger. If this does not solve your problem, please call our Maintenance Department at 910-842-1550, Option 2.
Washer/Dryer – If you encounter a problem with your washer/dryer, many have a troubleshooting guide on the underside of the washer lid. If no instructions are listed, here are a few suggestions: 1) If the washer will not spin after washing a cycle, make sure you do not have too many clothes in the load. 2) If the dryer is taking much longer than it should to dry, try putting in fewer clothes. 3) Keep the lint filter clean to ensure shorter drying times.
Internet Issues / Troubleshooting— When you arrive at the property, if the internet and / or cable is not working, we suggest trying unplugging the routers / modems for 1 minute and then plug back in. If that does not work, please be patient and understanding as this is something out of our control.
After-Hours Emergencies – **VERY IMPORTANT** Our office hours are Monday thru Friday 8:00am – 5:00pm, Saturday 9:00am – 5:00pm and closed on Sunday. Our after-hours emergency service is in place until 10:00pm and is only for dire emergencies that may threaten your life or the property. Emergency Issues Include: Water Leaks, Electrical Outages, Property Lockouts, Air Conditioning (during summer months), or any type of safety issue. We will respond quickly to these types of issues, so please leave clear and detailed messages when leaving a voicemail. Non-Emergency issues or concerns will be handled during normal business hours. We greatly appreciate your cooperation and consideration with our after-hours service. Our Maintenance/After-Hours number is (910) 842-1550, Option 2.
*Call 911 immediately in the event of a fire or medical emergency*
Lock Outs – We ask that you please always keep both sets of keys with you. In the event a guest is locked out of the home during the rental period, guest may borrow a key from the Agent’s office during normal business hours at no charge provided the guest returns the key to the Agent’s office during normal business hours the same day. After business hours, the guest must contact the Agent’s office at (910) 842-1550, Option 2. Agent’s employee will meet the guest at the office.
Long Distance Calls – A long distance block has been placed on your phone; however, all 1- 800 number calls are free.
The Owners’ Closet – All homes are equipped with a locked owners’ closet or storage room. We ask that you be respectful of these areas as they are not intended for guests. Please do not open or tamper with these closets.
Grilling/Fireplace – It is strictly prohibited by the fire ordinance of the state of North Carolina to use grilling equipment in multiple unit buildings or on wooden decking. ALL grilling should be done on the ground level of the rental property. Grilling is not permitted under carports, porches, or wooden decks. All grills must be at least twenty (20) feet from any part of any structure while in use or producing any heat. This includes overhangs of any structure. Please roll grills out beyond the building structure. Never use charcoal in gas grills and please remember it is the guests’ responsibility to clean the grills before departure. Charcoal and lighter fluid are not provided. Please refrain from using fireplaces during summer months or in high wind conditions.
Gatherings/Occupancy – Please respect your neighbors and the home in which you are staying. House parties are strictly prohibited. The number of guests occupying a property is limited to the number stated on the confirmation and exceeding the specified occupancy constitutes a breach in the lease agreement (except for an infant requiring a crib)and these limits are strictly enforced. All homes are limited to families, married couples or adults 25 years of age or older. For groups not meeting these requirements PROACTIVE Vacations will be glad to suggest some resorts in the area to accommodate you. Campers, vans, or buses may not be used to increase the capacity.
Events, Parties, and Other Visitors – House Parties are Prohibited on the Premises. Any special events such as but not limited to: family reunions, weddings, receptions or anniversaries are not permitted at the Premises without express, written permission by the Agent. Special Events require additional lease provisions, event fees, insurance, and/or additional security deposit.
Dishwashers – Please only use detergent deemed suitable for a dishwasher. Using regular dish soap will produce too many suds and can clog drains, producing an overflow.
Extra Light Bulbs – We are aware that light bulbs go out unexpectedly. In this event, each property should be equipped with extra bulbs in a storage cabinet. If you are unable to find the extra supply or are unable to reach the light that needs changing, please call our housekeeping or maintenance department and they will address the light at their earliest convenience. Any light bulbs changed are to be left in the cabinet.
Carpet/Upholstery – We are aware that accidents happen. If you happen to stain the carpet or upholstery, please do not attempt to remove the stain yourself. Contact our office as soon as possible so that we can plan to fix the issue as soon as possible.
Pet-Friendly/Dog Only Homes – Pets are allowed at ONLY pet designated properties. A nonrefundable pet fee will be required when bringing a pet. A dog friendly home is limited to a single dog or 2 dogs with the combined weight of 50lbs. Americans with Disabilities Act (ADA) rules with regard to tenancy service dogs are honored. Guests who may be sensitive or allergic to pet hair or dander should be aware that it is not guaranteed that a pet has not entered the home. Registered service dogs & owner’s pets may have resided in the property previously prior to guests stay.
Loss of Personal Property – PROACTIVE Vacations assumes no responsibility for accidents or injuries to guests or for the loss of personal property. It is your job as a guest to make sure your rental home is properly locked upon any and all departures. Open windows should be avoided with the presence of small children. There are no lifeguards present on Holden Beach, so please watch your children carefully and be aware of swimming conditions.
Pools/Hot Tubs – *Very Important* Use pools and hot tubs at your own risk. All pools/hot tubs are cleaned prior to arrival, and also cleaned mid-stay for 7 night rentals.
Outside Shower and Water Spigots – Please make sure the water is turned off at these locations when not in use. The hoses and/or outdoor showers on the deck are there to wash off your beach chairs/toys and as well your feet when coming in from the beach. You will enjoy the house much more without sand being tracked in, though some is inevitable. Please hose off the sand from the deck occasionally to avoid build-up of sand on the deck. Remember the house is only cleaned when you leave.
Games and Puzzles – Many of our homes are furnished with games and puzzles for guests to use. Please be careful to place all of the game pieces and parts back in their respective boxes and/or containers. There may be small pieces to games and/or puzzles that might be attractive for the younger ones to place in their mouth. Parents please be attentive to your younger children when the games are being used. These games and what not are for your convenience and entertainment while here visiting. Please do not remove them from the inside of the home.
Soaking up the Sun – While there are plenty of things to do to stay busy, the most popular is hanging out on the beach. Hopefully your vacation will afford lots of sunshine for your visit to play in the water, build elaborate sand castles, sip on your favorite beverage, or read your favorite book. In all of your fun and relaxation, don’t forget to use sunscreen. We hear too many stories of vacations spent in misery after the first day of someone having too much sun exposure with not enough sunscreen. Being sunburned is not fun. Use plenty of sunscreen and use it often to make your vacation enjoyable.
Splash In the Water – There is nothing more refreshing than the cool ocean water. At the same time it can be very dangerous. Parents please pay attention to your kids in the water, especially their position in the water, and directions they are being pulled. They can have a very powerful force and pull someone under very quickly. Always be aware of what is happening with the water currents and heed the warnings to stay out of the water when the currents are strong.
Furniture and Accessories – Furniture from inside the house is not permitted to be taken outside; including linens and accessories provided in the home. If indoor or outdoor furniture is re-arranged, please ensure that when you check-out it has been placed back in its original place. This includes kitchen items as well. Please do not re-arrange the kitchen.
Parking – Space for parking is provided in the carport and driveway of the property only. Please do not park on the street or in the driveway or carport of adjacent property. As well, do not park on grass lawn areas or areas that are landscaped.
No Smoking – Smoking inside the home is not permitted. There are no exceptions. Please ensure that all cigarette butts outside have been picked up and not littered on the property.
We’ve set out these house rules so that every guest visiting our property has a safe, secure and most importantly, fun stay at our place. Compliance with these rules is essential for every member of the traveling party. We hope you have a great time and find everything you need at our home.
- Breach of any of these house rules is a breach of the terms and conditions of occupancy, as per the rental agreement you have signed.
- We reserve the right to evict any guests or visitors from the property who refuse to follow these house rules.
- In any case, please use common sense while staying in our house. If you’re unsure about any of the house rules and require further clarification, please give us a call.
- Guests are fully responsible for the safety and security of their children at all times, as well as any disturbance caused to other residents in the neighborhood.
- Please do not use glasses outside or in the children’s play area for safety reasons.
- Be careful not to wash food remains down the drain.
- To simplify the inventory process, please return any kitchen items back to where you originally found them.
- Please do not overload or underload the washer/dryer.
- Please do not flush any sanitary products, paper towels, diapers, or any other products/ obstacles down the toilet.
- In case of any bad weather (rain, storms etc.), please close the deck umbrellas and store them securely to avoid breakage.
- Balconies and decks are a great space to congregate and take in the views. However, they may pose a hazard to younger children. Ensure to include safety rules regarding the use of these spaces.
- Please be respectful of bed sheets and towels. Makeup foundations, face medications/ creams, and tanning products will stain and/or bleach linens/towels. Please avoid using regular hand/bath towels with all skin products.
- Upholstery and Carpet Care: Wet swimsuits and more so tanning lotions and oils (which we encourage you to use) will stain carpets and fabrics on furniture. Please refrain from applying/spraying lotions in carpeted areas or while sitting on the furniture. It goes without saying, please refrain from sitting on the furniture with wet clothes or with applied sunscreen.
- Last rule: HAVE FUN!
Elevator Operation Instructions – The Premises has an elevator. Please note that while the elevator is a wonderful convenience, it is not something for child play or those not familiar with its operation. The most common damage created by guests is opening the elevator cab gate before the cab comes to a complete stop, and/or forcing the door open to the elevator shaft on any of the floors. Directions for Operation of the elevator are as follows:
- Close Door Securely.
- Ensure that the elevator door and the cab gate is closed securely.
- Depress button for desired floor level.
- Do not open elevator gate during operation of elevator and wait to open the gate until the elevator has come to a complete stop at the desired floor.
- When exiting the elevator, ensure that elevator gate has been closed, and that the door has been closed. If the gate and door are not closed, the elevator will not operate. 6. Turn off the elevator light when not in use.
- If the elevator stops intermittent between floors, please call (910) 842-1550 for assistance.
- Do not depress the emergency button except in the event of an actual emergency.
- To call the elevator, depress the button next to the elevator door. The button should light up. Wait for the elevator car to arrive at the floor. Do not open the door until the light has turned off. Do not force the door open as this will result in damages to the safety switch installed on each floor.
The Hot Tub provided for your use has been cleaned prior to your arrival. The water has been treated to ensure it is correctly balanced. If used following these instructions, there should be no need for additional maintenance visits. Hot tubs pose similar risks to swimming pools, as well as having their own dangers. Here are some hot tub safety rules that everyone should be aware of before using the tub.
- Use hot tub at your own risk
- Shower before use to remove make-up, sunscreen, insect repellent, etc.
- Do not use any soap products or bubble bath in hot tub
- Do not set temperature above 102 degrees
- No alcohol consumption in hot tub
- Do not leave children unattended near the hot tub
- Children under 5 should never be in the hot tub
- Consult a physician before use if pregnant, if you have health conditions or use certain medicines for circulation, etc.
- Limit time spent soaking
- Never use street clothes in the hot tub
- Re-attach the cover after use
Staying in hot water for too long can cause nausea, dizziness, vomiting, overheating, or burning of the skin. Depending on the spa temperature, limit soaks to 30 minutes. Keep children under 5 from spa use. Drink lots of water— never alcohol! If you take certain medications or have heart disease, diabetes, or high or low blood pressure consult with your doctor before taking in a hot soak.
The pool provided for your use has been cleaned prior to your arrival. Swimming pools pose a potential risk and we ask you to be aware of some safety rules prior to using the pool. Please use the pool at your own risk. We are not responsible for accidents or injuries.
- Do not leave children unattended near the pool
- Be considerate of others: Use the bathroom before you go into the pool—and leave the water if you need to take care of business.
- No food or beverages in the pool or on the pool deck. Don’t use glass containers near or around the swimming pool area. Beverage glasses can easily break on the pool deck or pool walls. Instead use outdoor-friendly options like acrylic tumblers or paper, plastic, or foam cups, or drink from a can.
- No running on the pool deck! Walk, don’t run. The number one pool safety rule is to never, ever run near a swimming pool. Slipping on wet concrete is a real concern and serious injuries can result.
- Absolutely no diving.
- Stay away from drains and other openings that cause suction
- Don’t enter the pool under the influence of alcohol or medications. Swimming under the influence poses risks: Alcohol and some medications can impair your ability to swim and affect other motor skills, as well as breathing and orientation.
- Supervise others sober and without distractions, such as reading or using a cell phone
- Do not tamper with pool heater
- Swim with a buddy
- No roughhousing. Drowning accidents can occur during rough play in the pool, especially with young children. No jumping on each other in the pool, or holding anyone underwater.
- Sun safety is part of the deal. Always wear sunscreen when swimming outdoors and wear appropriate clothing poolside. This is especially important for kids.
- Use pool safety equipment properly. Pool safety equipment should not be used as toys.
- Out of the pool and inside when storms threaten. Lightning can strike suddenly, even in the absence of rain or with blue sky visible. Take cover when a storm approaches and remain out of the water until at least 30 minutes after the last lightning is sighted or thunder heard.
- When exiting the water to go inside the home, be sure to completely dry yourself off before entering. Take care to not track water onto slick floors where someone could slip
- Don’t push anyone into the pool. What seems like fun can be dangerous. You could severely injure someone when you suddenly throw, push, or yank them into the water when they don’t expect it.
Thank you for being our guest. We hate to see you leave and hope that you will come back to visit us soon. PROACTIVE Vacations would like to remind you again of our check-out procedures along with a few other notes:
Check-out time is 10:00 am on the day of your departure, NO EXCEPTIONS. Your prompt departure is needed and appreciated to allow our housekeeping team enough time to prepare the rental for the next guests. Please make sure that you have all of your belongings out of the house and have followed all of the procedures as outlined herein.
Keys: If your property uses an electronic door lock for access, please return the additional key(s) used during your stay back to the hook on the refrigerator. If your property uses a lock box for obtaining keys to the property, please make sure to return your keys to the lock box prior to check-out.
Check-Out Instructions: Please make sure to follow the check-out procedures below to avoid any fees being charged against your Security Deposit and/or your credit card on file, as noted below.
- Please take all personal beach furniture/toys/etc. upon departure to avoid an excess trash fee
- Remove all food from the refrigerator, pantries, and cabinets.
- Check the entire property for any personal belongings.
- All dishes, cooking utensils, etc. must be cleaned and returned to their proper location. No items shall be left in the dishwasher.
- Set the thermostat back to 72 Degrees during summer stays, and 65 Degrees during winter stays.
- Place rolling trash receptacle roadside between road and sidewalk, or within three feet of the road on the night before garbage day. Note: Trash pickup starts early on Saturday mornings during the summer months. Make sure to get your trash out the night before to avoid missing pickup.
- Return all Keys to the refrigerator hook if electronic locks, or the lock box, as appropriate for your property location.
- All Trash cans are to be emptied inside the property and placed in the rolling trash receptacles.
- Remove bed linens and place in specified location.
- Turn off all lights, inside and out, including ceiling fans
- *IMPORTANT* Make sure to lock ALL windows and doors
- Report any damages during your stay.
Grills: Before check-out, please make sure that the ashes have been dumped from the grill and that the grill surface has been cleaned.
Trash Collection (Black Cans) & Recycling (Blue Cans): **Very Important** We ask that you please remove all trash, inside and out. Trash collection occurs every Tuesday, yearround, and trash receptacles must be out at the street no later than 6am, therefore we ask that you please roll the can out the night before. An additional pick-up occurs on Saturday, from June to September. We ask that you place your receptacle back near the home after collection has occurred. Recycling carts (not all properties participate in this service) are emptied every other week, during the months of October – May and weekly during the months of June – September.
Security Deposit Accounting and/or Return if applicable: Upon your departure, the property goes through several inspections by different employees of PROACTIVE Vacations. If anything is found to be damaged, or check-out instructions noted above are not followed, further investigations are done to verify any discoveries. This process follows through several checkpoints. It is our objective to have the Security Deposit returned to you as soon as possible, but we are held to high standards on the processing thereof. North Carolina General Statues mandate that we return it to you, or provide an accounting of the Security Deposit within 45 days following the vacating of the property. We exceed these requirements by having the accounting and/or return of the Security Deposit within 40 days following the vacating of the property. Please do not call or email regarding your Security Deposit except if you have not received or heard anything from us after 40 days have expired. We understand the urgency to have it returned, but phone calls or emails do not expedite the handling of the Security Deposit.
Booking Again: Now that you have stayed with us, we hope to see you again. If you booked your vacation with a third party market provider, please remember to call us next time at (910) 842-1550, email us at firstname.lastname@example.org, or visit us on the web at www.proactivevacations.com. Guests are able to book their reservations for less by booking directly with us. We will have more properties to choose from next year, or book the same property.
Beach Strand – Only emergency and official Town Staff vehicles are allowed to drive on the beach. It is unlawful to dig into the sand on any part of the beach strand greater than 12 inches deep, without having a responsible person attending the area. Prior to leaving the area, any hole greater than 12 inches deep shall be filled to be level with the surrounding area, leaving the area in the same general condition in which it was found. You may not land your powered boat anywhere along the oceanfront. Sail boards and small sailboats may temporarily land along the beach. Be careful of swimmers.
Noise Ordinance – The local government has in place a “Noise” ordinance to protect the peaceful enjoyment of all guests and residents. While this ordinance is enforced at all times, it is strictly enforced between the hours of 11:00 p.m. and 7:00 a.m. Simply, if noise is being created on one property and it can be heard on another property, then the property where the noise is being created is not in compliance with the ordinance. Please be mindful of this as you enjoy your vacation.
Fireworks – Fireworks (except for sparklers) are not allowed on the island. They will be confiscated by the Police if found.
Fires – Open fires are prohibited, except as permitted by law enforcement. Fire in containers manufactured specifically for such purpose (grills, etc.) are allowed in the open and on the ground. Do not use them on your porch or decking.
Beach Access – Use designated public or private beach access ways only. Do not cross over private property. Only use walkways and steps to access the beach and never cross over the dunes.
Littering – Trash receptacles are placed along the beach for your convenience, please do not litter.
Pets – Pets are not allowed on the beach from May 20 to September 10, except between 5:00 p.m. and 9:00 a.m. daily. Pets must be on a leash at all times on the island.
Swimming- There are no lifeguards when swimming. RIP CURRENTS can kill you. If you get caught in a rip current pulling you away from shore, swim parallel to the shoreline until you get out of the current — do not try to swim against the current back to shore.
Surfboards – No surfboard may be used within 500 feet of the fishing pier or of a pavilion.
Fishing – A popular place to “fish, wade, and shell” is at the extreme east end of the island along McCray Street. Be aware there is dangerous underwater debris in that area that should be avoided at periods of high tide — at low tide you can see it. The Town checks the beach daily, if dangerous debris is noticed, call Town Hall at (910) 842-6488. If you fish in the surf, please be courteous to those swimming and relaxing nearby. A North Carolina Coastal Recreational Fishing License is required. Licenses are available from any DMF office, WRC license agents (which includes most Wal-Mart stores), online at WRC’s website, www.ncwildlife.org or by calling 888-248-6834.
Jet Skis – Jet skis should only be operated 500 feet from shore. Do not ride jet skis onto the beach strand.
Walkers/Runners/Cyclists –For your safety it is requested that you use the sidewalk and stay off the road way. Please be reminded that according to NC State Law all persons under 6 years old MUST wear an approved safety helmet while riding a bicycle.
Aquatic Life Stings – If you are subjected to the unfortunate event of being stung by any of our aquatic life, please call 911. DO NOT attempt to treat it yourself. Our local first responders and emergency medical personnel are trained with the most current treatment methods and will respond promptly. Most of the time they can treat you without the need of hospitalization; this is determined on a case by case basis