Highlands Cove Realty
Whether you’re coming by yourself or with the entire extended family, we have a mountain vacation rental property that will meet your needs perfectly. Choose from one of our graciously appointed condominiums, beautiful single family homes, or charming cottages. All vacation rentals are equipped with satellite television, fully stocked kitchens, and plenty of bed and bath linens offering luxury accomodations with all the comforts of home.
Over the past few weeks, it has become clear that the Coronavirus pandemic (COVID-19) brings uncertainty to current and future travel plans. Please know that we at Highlands Cove Realty are closely monitoring the rapidly evolving situation to help keep our small community and families safe and healthy. View our response to this situation:
Live the Old Edwards lifestyle! A temporary membership is available for an additional fee with some of the rental properties.* As a temporary member, you will have access to:
• An on-site, professionally designed golf course
• Our newly renovated clubhouse & grill room
• A full-service fitness center
• Har-tru clay tennis courts
• The sumptuous outdoor heated mineral pool
* Please discuss when making your reservation whether a temporary membership is available.
Vacation Rental Policies
You may check-in any time after 4:00pm EST. Generally, early check-ins are not permitted. Our office hours are Monday–Friday, 9am-5pm and Saturdays, 10am-4pm. Old Edwards Club at Highlands Cove is located off of HWY 64 between Highlands and Cashiers. Our office is located just before the entrance gate on the left. Upon arrival, you will receive two keys, a property information packet, and directions to your vacation rental. If you cannot make the above stated arrival time, please call our office at (828) 526-8128 to make arrangements for a late check-in. If you are staying at an off-site property, see your electronic welcome packet for check-in procedures.
Check-out is at or before 11:00am EST on the day of your scheduled departure. Generally, late check-outs are not permitted. Tenant agrees to honor check-in and check-out times. In the event the rental property is not vacated at the check-out time specified in the Vacation Rental Agreement, Highlands Cove Realty at Old Edwards Club (Agent) is hereby authorized, in addition to any and all other remedies available under this agreement at law or in equity, to charge Tenant a late departure fee and if necessary, remove Tenant’s belongings from the premises at Tenant’s expense. A minimum late departure fee of $100 per hour may be assessed.
The following should be completed before departure:
- Load and start dishwasher as needed
- Clean Grill thoroughly if used
- Discard all leftover perishable food items
- Return all furnishings and accessories to original location
- Set A/C to 75 degrees during summer or heat to 55 from October through April (failure to do so could result in serious damages to the property)
- Turn off all lights
- Leave garage door openers on kitchen counter ($150 fee for each missing door opener)
- Close and properly secure all windows and doors
Keys should be dropped off at our office or in the event that Agent’s office is closed, you may leave the keys at the gatehouse of Old Edwards Club at Highlands Cove. For off-site properties, please return the keys to the key box at the property where you found them. There will be a $25 fee for each key that is not returned. Garage door openers should be left on the kitchen counter.
Payments & Fees
All reservations require an advance rent payment of 50% of the rental amount, a reservation fee, and applicable taxes in order to secure the reservation. Advance rent & rental agreements will be due within 7 days after you make your reservation unless otherwise stated in your lease agreement. The remaining balance is due 30 days before check in. Payment types accepted are Visa, MasterCard and Discover.
Duration of Stay
Agent defines a one (1) week stay as seven (7) consecutive nights and a one (1) month stay as twenty-eight (28) consecutive nights. Most properties require a week minimum during the months of July and August. Some require a week minimum throughout the year. There are instances where Owners will consider less than 1 week in prime season if it ties into an existing reservation. Please discuss availability options when booking your reservation. Reservations less than 7 nights will be based on the nightly rate established for that property. Reservations that exceed 7 nights but are less than 28 nights will be prorated based on the weekly rate established for that property. Reservations that exceed 28 nights will be prorated based on the monthly rate established for that property.
Sales & Occupancy Tax
Rental and housekeeping fees are subject to state and county taxes as required by law. Taxes are subject to change. Tax rate at time of occupancy will apply to all reservations.
Agent imposes a non-refundable $50 Reservation Fee with every reservation.
If Tenant does not purchase a Vacation Rental Damage Protection policy through Agent, a Security Deposit will be required. Tenant may opt to purchase CSA Vacation Rental Damage Protection Insurance for $50. Where Tenant provides a Security Deposit and Damages occur as previously referred to, the Security Deposit will be used for those costs. If Damages exceed the security deposit collected, Tenant will be responsible for the excess amount. Additional fees as noted throughout this Rental Policy document may also be deducted from Tenant’s Security Deposit. Security Deposits generally will be refunded within 30 days of your departure date.
Cancellation of Reservation
Please contact our office if you must cancel or change your reservation. We will refund your advance rent only if we are able to re-rent the property for the same time period and under the same terms and conditions, less a $75 cancellation fee. We require that final cancellation requests be submitted in writing to the Agent. Agent and/or the Owner cannot be held liable for any acts of nature or occurrences beyond our control, and rate adjustments resulting from these circumstances will not be made. Travel Insurance through CSA is available for purchase through Agent which may cover your reservation in case of unforeseen qualifying conditions. Please refer to policy for coverage limitations.
Damages to Property
Please enjoy your rental with care. Immediately upon arrival, Tenant agrees to notify Agent of any noticeable damages or conditions that require repair or maintenance. Tenant further agrees to compensate Owners for any damages (including replacement costs of missing amenities) caused by Tenant or Tenant’s guests to rental property and amenities including equipment, furnishings, and fixtures (“Damages”) that occur during rental period or as a result of Tenant rental, excluding normal wear and tear. Tenant shall be responsible for reporting to Agent any damage or loss to the property or any of its contents during rental period as soon as possible and prior to departure. If damages exceed Security Deposit or any amount covered by Vacation Rental Damage Protection policy purchased by Tenant (See Below), Tenant agrees the excess will be charged to the card number provided for the reservation.
Vacation Rental Damage Protection
In lieu of a Security Deposit, Tenant may purchase a Vacation Rental Damage Protection plan designed to cover unintentional damages to the rental unit interior that occur during your stay, provided they are disclosed to management prior to check-out. If purchased, the policy will pay a maximum benefit of $3,000 for qualifying damages. Any damages that exceed $3,000 or are otherwise not covered under the plan, will be charged to the credit card on file. If during your stay, an insured person causes any damage to real or personal property of the unit as a result of inadvertent acts or omissions, the Insurer will reimburse the Insured for the cost of repair or replacement of such property up to a maximum benefit of $3,000. Certain terms and conditions apply. Full details of the Vacation Rental Damage coverage are contained in the Description of Coverage or Insurance Policy www.vacationrentalinsurance.com/g20vrd. The Vacation Rental Damage can be purchased up to and including at check-in. By submitting payment for this plan, Tenant authorizes and requests CSA Travel Protection and Insurance Services to pay Highlands Cove Realty at Old Edwards Club directly any amount payable under the terms and conditions of the Vacation Rental Damage Policy. Please contact Agent directly if you do not wish to participate in this assignment.
CSA Vacation Rental Insurance
Vacation Rental Insurance has been made available with your Reservation. Vacation Rental Insurance provides coverage for prepaid, nonrefundable expenses due to certain unforeseeable circumstances that may jeopardize your vacation investment and force you to incur unplanned expenses. Separate terms and conditions apply, read your Description of Coverage/Policy carefully to understand coverage limitations. Contact CSA directly at (866) 999-4018 with coverage questions.
Rules & Regulations
All properties are inspected prior to Tenant arrival in an attempt to make sure that all appliances, electronics, and mechanical equipment are in working condition. There are times when unforeseen circumstances will cause a malfunction of equipment and we will make every effort to ensure these repairs are handled as quickly as possible. No refunds will be made due to malfunction of equipment, service, or amenities of the rental.
Smoking is strictly prohibited inside all of our rental properties. If any evidence of smoking in the unit is found, you will be charged additional fees for carpet cleaning and deodorizing of the property. Fees will be charged to card on file.
Some properties may allow pets with payment of an additional non-refundable pet fee. Pet fees vary depending on length of stay, number, and size of pet(s). Some properties are governed by an Association with additional restrictions regarding pets. If rental property allows pets, Tenant shall give written notice to Agent of intention to bring any pets at least one week prior to arrival to allow for Association approval. If you bring a pet into your vacation rental without prior written approval, you will be asked to leave without refund. If you have a service animal that will be traveling with you, you must advise the Agent if the animal is needed because of a disability and what work or task the animal has been trained to perform. Tenant shall be fully responsible for any and all damage to the property by any pet or service animal including but not limited to the cost of replacing any damaged flooring, interior or exterior surfaces, furnishings, screens or outdoor areas. All animals must be on a leash when walking outside. Tenant shall be responsible for cleaning up after their pet anywhere on property. Pet waste shall be bagged and disposed of in appropriate trash receptacles. Failure to comply with these rules will result in a fine to the Tenant.
Association Rules & Regulations
All reservations are confirmed with the understanding that the Tenant and Tenant’s guests will abide by all rules & regulations as imposed by any governing Property Owners’ and/or Condominium Associations.
A maximum number of guests has been established for each rental property. Tenant should not permit the property to be occupied by more people than stated in guidelines for that property. In most cases, two people per bedroom is allowed. Misrepresentation or exceeding the maximum number of occupants will result in guests being asked to vacate immediately without refund.
It is expressly understood and agreed that the Owner of said premises and Agent (including Agent’s employees or representatives), shall not be liable for any damages or any injury to Tenant, Tenant’s guests or his family or to his family’s or guest’s property from whatever cause arising from occupancy of said premises by Tenant and his family and guests. It is further understood and agreed that Owner and Agent (including Agent’s employees or representatives) shall not be responsible for any personal property left by Tenant in said premises. In the event property of Tenant is left on premises, Tenant may request Owner or Agent to mail or ship property back to Tenant at Tenant’s sole expense. The typical cost for mailing/shipping items back to Tenant is a $25 service fee plus the cost of shipping.
In accordance with the National Association of Realtors, Agent has a contractual relationship with the Owner of each property. Agent pledges itself to protect and promote the best interests of the Owner at all times and to treat all parties including both Owners and Tenants fairly and honestly.
Properties Listed For Sale
In the event that the rental property is listed for sale, Tenant agrees to allow the property to be shown by appointment with 24-hour notice. If the property sells prior to Tenant occupancy, Agent will advise Tenant of the transfer of property. Tenant should refer to the Vacation Rental Agreement for more information on Tenant rights if the property is transferred.
All of our rentals offer satellite, streaming or cable service and most offer wireless internet. Please be sure to ask whether your rental property has internet service if this is of importance to you before signing the Vacation Rental Agreement. You can find instructions on how to use the satellite and internet in your welcome packet. Do not attempt to dial up to an internet provider as this can cause astronomical long-distance charges that may be passed along to the Tenant. Television and internet services may be limited at times and you may experience outages.
All rental properties may not provide landline phone service. Please be sure to ask whether your rental property has a landline if this is of importance to you prior to confirming your reservation. Some properties have a landline but with long-distance call block. In this case, you must use a calling card, cell phone or make collect calls. Cell phone services may be limited depending on the location of rental and on your carrier network. Please call our office for information on cellular service availability in the rental area.
Linens & Supplies
Rentals include one set of sheets per bed. A set of towels and bath cloths for each bath are provided. If you would like a linen service or additional housekeeping during your stay, please contact the Agent during normal business hours to make those arrangements. All properties are equipped with an initial limited supply of paper towels, toilet paper, dishwasher detergent, laundry detergent, coffee, shampoo, conditioner, body wash and lotion. Any additional supplies needed during your stay will be your responsibility to purchase and may be purchased from local retailers or acquired through Agent’s concierge services. If you would like items stocked prior to your arrival, please call Agent at least one week prior to your check-in date to make arrangements with the concierge service. Additional fees apply for Concierge services.
Tenant may use a propane grill if one is provided with your rental unit. Some properties do not allow gas grills. Please ask Agent for details on which properties allow grills and whether they are gas or electric. If your rental property supplies a grill, you must use the grill in its current location, do not attempt to move grill to another deck. An additional tank of propane will be located in the storage closet outside (cottages & condo’s) or in the garage (homes) in case you run out. Please notify Agent if you use the back-up tank so refill service can be scheduled. Please leave the grill clean upon your departure. Failure to clean the grill will result in an additional $25 fee.
Access to Old Edwards Club
Tenant reservation does not expressly grant access to Old Edwards Club (“Club”) amenities. The Owner of the property must be a member of the Club in order for a temporary membership to be available for Tenant to purchase. A Temporary Access Application must also be completed, and a membership fee paid to Agent prior to usage of Club facilities. Temporary Access to Old Edwards Club will provide Tenant access to on-site amenities including the golf course, dining solarium, fitness center, tennis courts, and outdoor heated mineral pool. Greens fees will apply. Please discuss temporary access options with Agent prior to booking.
Your vacation rental will be cleaned prior to arrival and after your departure. Upon departure, please try to leave the home in the same condition it was in when you arrived. If property is left unusually messy or damaged (such as unwashed dishes, grill not cleaned, garbage left in the house or stains on carpet or furniture), additional cleaning fees will be deducted from your Security Deposit or charged to your credit card.
Please be sure to place all trash in proper receptacles located near your rental property. Some properties have an outside storage closet or garage, while others offer a community dumpster. All trash should be properly bagged prior to disposal. If trash is not properly bagged, a minimum additional $25 cleaning fee will apply.
If staying in a condominium complex, there is a two-vehicle limit. Please park the first car in a space directly in front of your rental. Please be respectful of the parking lot, as homeowners and other renters require parking spaces as well. If you will have more than two vehicles, any additional should be parked at the main entrance or Agent’s office lower parking lot, and carpool to your rental property. Motorcycles, RV’s and trailers are prohibited from being driven by renters within most of our communities. If you have a motorcycle, RV, or trailer, please ask Agent prior to signing the Vacation Rental Agreement for applicable rules and restrictions on motorcycles, RV’s, and trailers for the property you plan to rent.
All units have one or more closets that are reserved for the storage of the property Owner’s personal items. These closets are locked and are not included with rental.
If you are locked out of your rental, you may borrow a key during office hours from the Agent. If after hours, please call our office and an after-hours telephone number will be provided on our office auto-attendant for assistance.
After Hours Assistance
If you are experiencing a medical emergency or fire, please call 911. Our office auto-attendant will provide an after-hours number to reach one of our staff members. This service is meant to help those who need immediate assistance. If you are experiencing an issue that does not need immediate attention, please leave a message on our auto-attendant and your call will be returned the following business day.
Please contact the Highlands Post Office to set up any desired mail service if you are planning an extended stay. The Highlands Post Office can be reached at (828) 526-2667. We do not have the ability to offer rental mailboxes as those are reserved for Owners.
Good Neighbor Policy
Rental properties are generally located in neighborhoods that include both vacationers and property Owners. Please abide by all noise and traffic rules, and respect the rights and space of nearby homeowners and other vacationers. Your rental may be in communities where construction activity is underway, and therefore you may experience construction activity nearby. Neither Agent nor Owner can guarantee limited noise or congestion from other persons or neighboring properties. Therefore, rate adjustments or refunds resulting from these circumstances will not be granted as this will fall outside the realm of our control.
Highlands Cove Realty
Highlands Cove Realty specializes in luxury mountain homes, homesites, condominiums, cottages and rentals at Old Edwards Club and in the surrounding Blue Ridge Mountain communities.