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Rental Information

Weekly and Nightly Reservations Prime Season

June 6, 2009 through August 14, 2009

Weekly Rentals: All rentals begin SATURDAY and end on SATURDAY or begin SUNDAY and end on SUNDAY.

Nightly Rentals: Properties that allow nightly rentals are available to rent two-days prior to the check-in date. Example: For a nightly rental beginning July 19, 2008 and ending July 21, 2008, guest must call on or after July 17th (2 days prior to check-in) to enquire about nightly availability. Properties with a moon symbol rent on a nightly basis with a 2-night minimum, unless otherwise noted. Friday night check-ins are not permitted without prior approval. Nightly Rentals must end on the Saturday of the applicable week. Example: Check-in on Wednesday, July 9th must check out no later than Saturday, July 12th.

SPECIAL NOTE: Nightly reservations for the Memorial Day and Labor Day weekends will be accepted 2 weeks prior to check-in date.

Weekly and Nightly Reservations Off Season

January 1, 2009 – June 5, 2009 and August 15, 2009 – December 31, 2009

Weekly Rentals: Rentals are available on any start date and end date EXCEPT at a select few properties that homeowners deem SATURDAY to SATURDAY or SUNDAY to SUNDAY ONLY.

Nightly Rentals: Properties allowing nightly rentals may be booked at any time. Minimum stay is 2-nights unless otherwise noted.

Flex Rentals

These properties allow nightly rentals year-round with no advance booking requirement. The booking requirements of 2-days prior in high season and 2-weeks prior from Memorial Day through Labor Day do not apply to Flex Rentals as you can reserve these rentals at any time. There is a 4-night minimum stay in any of these properties during prime season and a 2-night minimum stay during the remainder of the year. Please contact your guest services representative or visit our website for more information.

Rental Payment

After making a reservation, an Advance Rent Request/Lease Agreement will be mailed or emailed. Please check all the information for accuracy. READ the Terms and Conditions carefully. SIGN and return it along with payment of one half the rent, optional trip interruption insurance, if purchased. This payment is due 14 days after making your reservation. Unpaid reservations will be cancelled without notice after the due date. Balance of your final payment must be received 30 days in advance of check-in. If account is not paid-in-full prior to check-in, reservation will be cancelled and cancellation policy will apply. After confirmation, all cancellation rules and procedures apply.

Forms of Acceptable Payment

In order to keep processing costs down and avoid passing credit card fees on to the guest, personal checks will be accepted for rent payments arriving 30 days prior to check-in date. Any payment received less than 30 days prior to check-in must be certified funds or money order made out to Oak Island Accommodations, Inc. and sent via overnight delivery. CREDIT CARDS WILL NOT BE ACCEPTED. Only if a reservation is made less than 14 days prior to check-in, will payment-in-full be required at the time of booking with Visa or Mastercard accepted.

Accidental Damages

Accidents sometimes happen to all of us, but we at Oak Island Accommodations are convinced that our valued guests do not journey to our wonderful beach just to do damage to the rental homes. In view of this belief and with our desire to provide better customer service to both our guests and to our property owners, Oak Island Accommodations will no longer be requiring our guests to pay a security deposit. This action on our part in no way eliminates the responsibility of the guest for the proper care for the property. Any damage, whether accidental damage or otherwise, will be the responsibility of the guest, with the exception of normal wear and tear. The guest remains subject to all obligations imposed by the North Carolina Vacation Rental Act.

Maid Service

Departure Maid Service Inclusion*: All weekly rentals include departure maid service in the rental price. Nightly and monthly rentals do not apply.

Departure Maid Add-On*: This service is available for purchase if not already included in your rental rate. By paying this added rate, you receive a full cleaning of your rental property performed at your departure. Please contact Oak Island Accommodations guest services for rate inquiries.

Mid-week Maid Service*: This service is available if you require a mid-week cleaning. Please contact Oak Island Accommodations' guest services for rate inquiries.

If maid service is purchased or included, departing guests are required to put used dishes in dishwasher and start the machine; take out all trash; remove all linens from beds, bag them in the OIA linen bag, and place the bag outside by the front door; remove all personal/food items from refrigerator/cupboards.

*If maid service is not provided with rental and the guest does not elect to purchase maid service, then the guest is responsible for cleaning the property thoroughly prior to departure. Any cleaning procedure not completed satisfactorily will result in a charge due and payable to Oak Island Accommodations. The cleaning procedures include:

Sweep/vacuum all interior floors, all exterior decking.
Wipe down all tables, cabinet surfaces, counter tops with a cleaning agent.
Clean and disinfect all toilets, showers, baths, and sinks with a cleaning agent.
Remove all bed sheets, pillow cases, towels. Load into bag. Place bag outside by front door.
Remake the beds with spreads as found.
Empty and clean all trash cans.
Dust all surfaces.
Change drip pan foil on stovetop.
Load all used dishes in dishwasher, run, and replace clean dishes on shelves.
Remove all personal/food items from all cupboards and refrigerator.

Linen Service

Linen Service Inclusion*: Weekly rentals that include linen service in the rental price are denoted with the linen symbol in the description. If the symbol appears, linen service is included with weekly rentals only. Nightly and monthly rentals do not apply. Linens will be left at the front door on the day of arrival.

Linen Service Add-on*: This service is available for purchase if it is not included in your rental rate. By paying this added rate, you receive your linens delivered to your rental unit upon arrival. Please contact Oak Island Accommodations guest services for rate inquiries.

*If linen service is purchased or included, guests are required to remove all sheets , pillowcases, and towels and place them in the linen bag outside by the door prior to departure. (Note: guests are requested to leave mattress pads and decorative pillows or pillow-covers with the beds; these items are NOT to be included with bed linens and towels in the laundry bag).

Off-Season Monthly Rentals

Short-term properties made available for monthly rentals in the winter time frame will be subject to the following policy variations from their normal summer arrangement:

Rents less than thirty days will be subject to short term rules.
The rent and security deposit will be paid prior to occupancy by the tenant.
For occupancy longer than 30 days, the rules for long-term rentals apply:
- The rent is due at the end of each 30-day increment;
- Late fees are incurred 6 days past that date;
- Should the rent payment remain unpaid, the eviction process begins 15 days after the rent is due.
- Personal checks will be accepted for rentals of thirty days or longer.
- Cancellations reducing the original term will be subject to a $75.00 fee.
- Security deposits will be refunded 45 days from the departure date.

2009 Early Reservations

If you would like to reserve the same property for the same calendar week the following year, you may do so by contacting our reservations department by Wednesday of the first week of your current stay. For this service there will be an additional fee of $25 plus tax for each week of the rental period, payable when the early reservation is made. This is not applied against your rent. Notwithstanding the advance reservation, homeowners have priority until January of the next year which will supersede any such advance requests for reservations. If the homeowner exercises their right to take that time, every effort will be made to accommodate you, and failing that, the additional fee will be refunded. All prices for the next season are subject to change until the Advance Rent/Lease Agreement is signed and returned with the appropriate payment.

Occupancy

The North Carolina Health Department states that any dwelling using a septic system is allowed only two people per bedroom. Occupancy is limited to this criteria and is enforced.

House Parties

OIA rents to responsible guests over the age of 25. House parties are not allowed under any circumstances. Should a house party be discovered, expedited eviction procedures will be commenced pursuant to NCGS 42A-24. Charges for cleaning and repairs will be the guest's responsibility to pay for willful damages and for any loss of rentals should the property be determined as unsuitable for re-rental at the same rate during the remainder of the tenancy.

Campers, Tents & Motorhomes

Campers, tents, and motorhomes are not allowed to be occupied or hooked up to any rental property. For information on Oak Island camping facilities, please contact the Southport-Oak Island Area Chamber of Commerce at (910) 457-6964.

Pet Friendly / Dogs Only

Pets (dogs only) are allowed only at designated properties. Oak Island Beach Villas do not allow pets in any unit under the Property Owner Association By-Laws. One pet up to 60 pounds is permitted per designated household. Additional pet(s) and pets over 60 pounds must receive prior approval. A non-refundable $100 plus tax pet fee will be required with final payment. One additional dog may be accepted with the prior approval of the homeowner. If the additional pet is accepted, an additional non-refundable pet fee of $50 plus tax will be required. This pet fee covers costs for extermination/cleaning. If pets are found in a unit that does not allow pets, there will be a $100 plus tax non-refundable extermination/cleaning fee charged as well as mandatory removal of the pet. If pets in excess of those permitted are found, there will also be a mandatory removal of the pet(s). In each case, if such pets are not immediately removed then expedited eviction procedures will be commenced pursuant to NCGS 42A-24. In addition, the tenant will be liable for any damages or lost rent. This policy is strictly enforced. Local Veterinary Hospital: Oak Island Animal Hospital, (910) 278-7575.

Cancellations

Weekly or Longer: If you cancel you will be responsible for any lost rent or other damages, if the property is unable to be rented for the same period for the same or greater rent. If the property is re-rented, then and only then will a refund be made. If you must cancel a reservation, note that all cancellations must be in writing by fax, email or letter.
Nightly: If you must cancel a nightly reservation, you may do so with no penalty up to 14-days prior to your arrival. Cancellations within 14 days are refunded in the amount paid, less one night's rent, should the property remain unrented for the same period for the same or greater rent amount. If the property is re-rented for that same time period, then (and only then) a refund will be issued.
Both Weekly and Nightly Rentals: If the property is re-rented for only a portion of the original rental period or at a reduced rate, the canceling guest only receives a refund for the period and the rate for which the property is re-rented, not to exceed the original rental rate or term, less a cancellation fee of $75. Refunds will be payable to the canceling tenant within 45 days after the subsequent re-rental payment has cleared our bank. NOTE: if the property is not re-rented as required hereunder, no refund will be given the canceling guest. Please consider Vacation Rental Travel Insurance as described below.
For Monthly Rentals: Rental payments by the month are not refundable and for any occupancy over 30 dasy, long term rules apply. Security deposits will be refunded within 45 days from departure date, less a $75 cancellation fee.

The tenant will not assign this agreement to secondary guests or sublet the property in any way, either whole or part.

Vacation Rental Travel Insurance

Oak Island Accommodations has partnered with CSA Travel Protection to provide you with important insurance coverage, travel services, and emergency assistance to take care of you during your trip. This optional coverage is calculated at just 6.5% of your total reservation cost, including the cost of additional services. You may choose to decline Vacation Rental Travel Insurance.

What If: Illness and accidents, medical emergencies, hurricanes and other severe weather, delayed and cancelled flights, lost passports and luggage and other troubles can occur when least anticipated, forcing interruption or cancellation of vacation plans. Do not risk losing your vacation investment, incurring unplanned expenses. Oak Island Accommodations does not reimburse for trip cancellations or interruptions, so please consider purchasing travel protection. We highly recommend Travel Insurance.

Information on the CSA Travel Protection Plan is included with your Advance Rent Request/Lease Agreement. Travel protection cannot be added after final payment is received. To participate, include the amount of the premium with the first half of rental payment. Oak Island Accommodations receives a fee from the provider for providing this service.

Transfer Policy

Date Change: After payment is received, date changes for the same property will not be accepted less than 60-days prior to arrival of the original date; or less than 60-days prior to arrival of the new requested date. If requesting a change of date within the guidelines set forth, a $25 fee plus tax applies.
Property Changes: A change to a different property requires cancellation of the original property and therefore the cancellation policy applies.
Name Changes will be accepted upon receipt of written approval from both parties no later than 30-days prior to arrival.

Reservations Cancelled by Oak Island Accommodations

If, when you are scheduled to begin your occupancy of the property reserved, the property owner or Oak Island Accommodations cannot provide the property reserved in a fit and habitable condition or if other circumstances require relocation to a different area on Oak Island, we reserve the right to substitute a reasonably comparable property in a fit and habitable condition. If we cannot do so, the landlord and Oak Island Accommodations will refund all payments made by you. We make every effort to ensure your reservation is undisturbed. If circumstances beyond our control do occur (for example, the sale of the home, removal of the home from the rental market, owner's reservation of the home for the week in question, necessary repairs to the home thereby making it unable to be occupied), then Oak Island Accommodations will contact you immediately and help you to find an alternate property suitable to you. Due to circumstances beyond our control, such alternates may be in a different location than your original selection. We will refund the difference in rent if the alternate accommodations are less than those reserved. If more, you will be responsible for the difference in excess. Oak Island Accommodations is the agent for the homeowner and has no authority to offer discounted rates or refunds.

Moving

If you are renting two different homes within a two-week period, please contact our office by Wednesday of your first week's stay so that we are aware of your move at the end of the week. On the day of your move, please stay in your home with everything packed . We will call you when your new unit is clean and ready. You may then pick up your keys at the location specified.

Disclosures

All monies received by agent will be held in a trust account with Branch Banking & Trust Bank at Oak Island, NC, a federally insured institution, and interest shall be paid to agent.
Article 4 of the NC Vacation Rental Act authorizes the rental agent by law to evict a tenant under certain circumstances. Please refer to a copy of the lease which will be provided and is hereby incorporated by reference.
ANCILLARY SERVICES. In conjunction with various providers, Oak Island Accommodations offers various ancillary services and benefits such as golf packages and travel insurance to those tenants who arrange for them in advance. For these arrangements we may receive a fee from the company offering the service or benefit.
We reserve the right to substitute accommodations without notice or liability should the unit be out of order. If a unit is deemed "uninhabitable" by Oak Island Accommodations, guests will be moved, depending upon availability, to another property which may not be in the same location or have the same view. Please refer to RESERVATIONS CANCELLED BY OAK ISLAND ACCOMMODATIONS section of this document.
Oak Island Accommodations is not responsible for any personal belongings left on the property, accidents occurring on or because of the rental property.
Every effort has been made to assure that all descriptions, prices, and locations are accurate. However, descriptions, prices, and locations can change without notice. Oak Island Accommodations, Inc., will not be responsible for errors or changes made by printing errors, homeowners, or even nature.

When You Arrive

Check-in time is 3:00 PM – 5:00 PM. Please feel free to call the telephone number provided in your information packet after 12:00 p.m. to enquire if your home has been released by the Housekeeping Department.

Release of your property for check-in is subject to the Housekeeping Department. Some of our cleaning staff members are still in the field even after 5 p.m. If, in the rare instance this should be the case with your home, please help us with your patience and do not enter the home until the cleaning process is finished.

Check-In: Beginning Saturday, May 24, 2008 through Saturday, August 30, 2008, all Saturday check-ins falling into this date range should follow the check-in instructions provided to you with your Reservation Confirmation. Arrivals after 4:45 p.m. should proceed to the Oak Island Accommodations main office located at 8901 E. Oak Island Drive. For all other check-in days and dates, please arrive at the Oak Island Accommodations main office for check-in.
Late Check-Ins: Guests checking in after office hours will find their keys in a key box located in the foyer of the Oak Island Accommodations' main office ONLY IF THE ACCOUNT IF PAID IN FULL. If your account is not fully paid or you find no packet in the key box for your property, please arrange to come to the OIA office during business hours. If you arrive after business hours, remove your key packet from the key box, review the packet to verify the renter's name and house name. The key packet includes an emergency number if needed. Please arrange to stop by the office on the following day at your convenience to drop off the signed contract and key card.

Check-Out

Check-out time is no later than 10:00 AM. When you leave, you may lock all door s and windows behind you, leaving the keys in the unit on the kitchen counter, or (if you prefer) returning the keys to the main office. Whether you leave the keys in the unit or return them directly to OIA, please include your completed Guest Survey with your keys. Your opinions are important to us.

Keys

Each reservation will be provided two sets of keys. Additional keys may be requested and require a $10 deposit per key. Upon the guest's departure, all keys must be turned in, either by leaving them in the property on the kitchen counter or brought into the OIA office. Unreturned keys will incur a $10.00 replacement fee per key.

We encourage guests to leave their completed Guest Survey with the keys. We value guests' opinions.

Rental Items

Rental items include Linens, Cribs, Highchairs, Bikes, etc. RENT ITEMS EARLY! AVOID THE RUSH! ASSURE YOU GET WHAT YOU WANT! For your convenience, some homes provide linens, and these homes are denoted with a linen symbol. If it does not include linens, you may either bring them with you or rent them. Why worry about packing all your linens when we can do it for you? Oak Island Linen, LLC, and Oak Island Beach Rental, LLC, offer linen and beach rental items with Sunday delivery included! Need an extra high chair or crib for the baby in the family? Call our office for rates and details. Items ordered within 30 days of arrival cannot be guaranteed. Please order linens, cribs, high chairs, etc. at least 30 days prior to your arrival date. Note: all beach rental items except baby items will be delivered on Sunday; baby and other first-need items will be delivered on Saturday.

Concierge Services

Whether your needs are golf, fishing, a romantic sunset cruise, shopping, or recommendations for a special function, the Oak Island Accommodations' staff will help make the most of your vacation. We offer discounts on many island activities including golf rates at over 20 Brunswick County courses, also discounted tickets to Medieval Times in Myrtle Beach, so call today to speak to an Oak Island Accommodations' guest services representative about your plans.

Accommodations

Each property is owned by an individual property owner. Therefore, Oak Island Accommodations is not responsible for décor, furnishings, appliances, bedding, and any other equipment/accessories included in the property. Oak Island Accommodations is not responsible for any changes or malfunctions to such items and therefore cannot issue refunds due to such changes or malfunctions. Additionaly, refunds will not be given for any errors in this brochure. Rates, descriptions, and availability are subject to change without notice. Oak Island Accommodations is not responsible for any pricing changes that occur after payment is made due to special promotional pricing issued by the property owner.

Damages or Equipment Failure

Please report any existing damages or damages incurred during your stay. All properties are carefully checked after guest departure. If damage is discovered, appropriate billing will occur.

Damages or equipment failure can be reported to the Maintenance Department at 910-278-6011 during regular business hours (8:30 a.m. to 5:00 p.m.). An EMERGENCY-ONLY HOT LINE NUMBER is available from 5:00 p.m. to 10:00 p.m. at 278-6011 (follow voice prompts). Maintenance service will be provided on a first-come, first-serve basis.

No refunds of rent or fees will be issued due to a tenant's dissatisfaction with the home's décor, breakdown of appliances, air-conditioners, or other conditions which do not render the property unfit or uninhabitable and over which agency has no control.

Swimming Pools / Hot Tubs / Elevators

A selection of homes offer swimming pools, hot tubs, and elevators. Guests are not permitted to tamper with the chemicals or mechanical controls. For an additional charge, guests may request their pools to be heated. Please inquire at the time of booking if you wish to heat your pool. If you experience any technical difficulties, please contact the Maintenance Department immediately at 910-278-6011. Upon check-in, guest will be asked to sign an instruction waiver.

Smoke Detectors

North Carolina Real Estate Law requires all tenants to check smoke detector operation upon arrival and notify office of any malfunction in writing.

Trash/Recycling

During the vacation season, trash removal on Oak Island begins very early in the morning. Garbage polycarts will have to be at the road by 6:00 a.m. You may want to roll your polycart to the road the night before, except on Caswell Beach. GUESTS ARE RESPONSIBLE FOR ROLLING CARTS OUT TO THE ROAD IN TIME FOR GARBAGE PICKUP. Refer to the "Beach Times" magazine for trash recycling and pickup days. PLEASE NOTE THAT BAGS PLACED ON THE GROUND AROUND THE POLYCART AND NOT INSIDE IT WILL NOT BE PICKED UP.

Lost and Found

Oak Island Accommodations, Inc., is not responsible for any personal items left in or around the rental units, but if you leave an item after your departure, call our office immediately to identify it and arrange return shipment. When OIA discovers a lost item, we do our best to determine the rightful owner. Shipping and handling charges are the responsibility of the guest, and OIA will gladly charge the guest's credit card at the guest's request, but we do not ship C.O.D. Guests may also request overnight shipment service or other suitable means of return; however, there is a 7-day holding period for most items, and large items (for example, cameras, CD players, or portable televisions) found in the unit are held for a 30-day period. Any item not claimed within its respective holding period will be donated to charity.

Telephones/Internet Access

Most, but not all, properties are equipped with telephones. Unless the property provides free long distance service, all long distance calls must be charged to your personal calling card or made collect, unless otherwise noted in the property. Some telephones are set up with minimum phone service which allows the guest to call out to two local prefixes (201 and 278 only), but does not allow incoming calls. Still other phones only allow 911 dial-out. It is recommended that you bring along a cell phone so you may be reached by family/friends. The minimum phone service does not work with internet dial-up modem connections; therefore, it is recommended that guests select a home with internet access (see index) or plan to utilize the Oak Island Library, Flying Pig Coffee House, Mailboxes, Etc., or Port City Java for internet access. Homes with internet access are designated by a symbol and in the index portion of this book. Any telephone charges incurred by the guest and appearing on the property owner's bill during the guest's stay will be due and payable immediately upon receipt by the guest. Neither the homeowner nor OIA will be responsible for any interruption of service or calls, should either occur.

Mail and Faxes

Oak Island Accommodations' main office will hold all mail and faxes sent to guests. Guests should expect to pick up their mail and faxes during regular business hours. OIA staff will attempt to contact guests regarding their mail and faxes; however, it is the guest's responsibility to check with our office if expecting mail, faxes, or packages. Oak Island Accommodations is not responsible for unclaimed mail or packages.

Fireworks

No fireworks of any kind are allowed on the premises of ANY property. Fireworks are illegal in the state of North Carolina.

Grilling

Use of grills varies by property, and in some properties grills are not allowed at all. When allowable, grills should be used safely. Condominiums do not allow individual grills at all, though some have their own built-in grills in their on-premises recreation areas. In other properties, if you wish to bring and use your own grill, it must be used on the grounds away from the unit. Local fire ordinance prohibits use of outdoor grills on decks, porches, balconies, and similar structures, including those on detached houses. If a grill is found in prohibited areas, the grill will be confiscated, and fines could be imposed.

Unit for Sale

In the event that the property you are renting is on the market for sale, OIA might have need to show the property during your visit. We will make every effort to schedule the showing at a convenient time and not interrupt your vacation. Should a unit go off the market for future rentals, all guests will be notified according to the NC Vacation Rental Act of 1/1/00. The staff of Oak Island Accommodations, Inc., will do its best to find a comparable property; however, relocation of guests to another area or view on the island might be required. Please refer to the NC Vacation Rental Act or your Lease Agreement for procedures if this occurs.

Hurricanes

If a hurricane warning has been officially issued, guests should monitor regularly broadcast weather updates on the radio and television. In the event of a mandatory evacuation order issued by the Brunswick County Emergency Management Authority, all guests must collect all belongings and evacuate immediately. Oak Island Accommodations and emergency personnel will make every attempt to notify all guests of weather emergencies. Should evacuation take place, guests must return all OIA keys to the main OIA office (8901 East Oak Island Drive on Oak Island). The nearest Red Cross Shelter will open in Boiling Spring Lakes at South Brunswick High School located on Highway 87. After official notification that danger of the hurricane has ceased, Oak Island Accommodations will inspect every rental property for viability. After inspection, if a property is deemed safe and inhabitable, guests may re-collect the keys from the office and return to the property. If a property is determined to be unsafe, every attempt will be made to re-accommodate the guest. Oak Island Accommodations is not responsible for any injuries or losses incurred by an Act of God. OIA does not refund any rent or reimburse for expenses related to a hurricane or other storm system. However, trip interruption insurance is available for purchase (SEE TRAVEL INSURANCE). Please note that according to Section 42A-36 of the NC Vacation Rental Act, the tenant or guest is not entitled to a refund if, prior to taking possession of the property, the tenant refuses insurance offered by the rental agent. However, if the tenant purchases the insurance from the rental agent, then the insurance company is responsible for any claims.

Owner's Locked Up Closets

All locked closets contain the owner's personal items and are not for guests' use. Guests are asked to respect owners' private areas on the properties.

Events, Weddings, and Reunions

If a home is used as an "event" property where a reception site for a wedding or other event is held, then a "reception fee" of $500 plus tax will be added to the normal rental as additional rent amount to cover extra wear and tear on the property. OIA receives its normal commission from this fee, and the balance is forwarded to the property owner. In addition:

Any gathering over the occupancy limits of the home must receive prior approval from Oak Island Accommodations and the homeowner.
No more than 50 people, including the wedding party, may be on the property the date of the wedding and no more than the normal occupancy limit may be on the property on other days of the tenancy.
The wedding and the reception must take place outside the home.
An $1,000 security deposit is required. This security deposit is refundable within 45 days from departure date
Departure maid service must be purchased for the event property.
A 4-night minimum stay is required.

ALL INFORMATION PROVIDED IS SUBJECT TO CHANGE. FOR ANY QUESTIONS, PLEASE CONSULT THE TERMS AND CONDITIONS ON YOUR LEASE AGREEMENT OR CONTACT US AT 1-800-243-8132.

Rental Information

Contact Us:
Phone: (800) 243-8132
Email: E-Mail