FAQ
Please email conferences@vanderbilt.edu for more information.
Click Here to Submit an Online Maintenance Request Form
Eligibility & Application
1. Who is eligible to participate in Vanderbilt’s Experiential Learning Housing Program this summer?
This unique housing option has been designed to accommodate qualified Vanderbilt students working directly with a VU/VUMC faculty member involved with an Experiential Learning project or unique research curriculum. VU/VUMC faculty members will register and pay for all eligible students participating in this special summer program. All participants will continue to follow all Vanderbilt’s COVID-19 protocols and testing requirements.
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2. What dates do you provide the Experiential Learning Housing Program?
Vanderbilt’s Experiential Learning Housing Program is only offered during the summer season. Enrolled Vanderbilt students occupy all of our Residence Halls during the fall and spring semesters.
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3. When can I check-in? When must I check-out?
Check-in will be held at the reception desk of your designated building. During move-in and move-out only, temporary parking will be available. All parking regulations will apply. Please inquire with our office if you have specific questions. Parking is never permitted in fire lanes; doing so will result in being ticked and your vehicle will be relocated to a secure, remote location.
Check-out will be held at the reception desk of your designated building. All students must check-out of their rooms by 9 AM, no later than Saturday, August 5th.
Participants must check out by returning their room/apartment keys and any temporary access cards. They must relinquish access to their spaces by 11 AM on their scheduled departure date in order to avoid additional charges (participants CANNOT stay later than noon on Saturday, August 8th).
Please DO NOT check out until you have completely moved out of your room/apartment, have cleaned it, and removed all trash. If you return your keys and magnetic access cards before completing your move-out, you may be charged an improper check-out fee. A staff member will perform a check-out inspection shortly after you check out, even if other residents occupy the rest of the residential rooms.
Any items left in rooms will be discarded. It is important to leave the room in the condition you received it. Please ensure you clean your bedroom and any common areas you used, including the bathroom. Vacuums are available to check-out at the Building reception desk.
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4. Is there a minimum night stay requirement?
Yes, the minimum stay is 21 nights. However, we suggest a minimum of thirty nights to avoid being charged the Metro City Tax (6%) or Davidson County Accommodation tax ($2.50/night).
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5. When is my housing application due? April 1, 2023. A waitlist will be created after all available spaces have been filled.
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Payment Information
6. I represent an organization that would like to house multiple students. How do I reserve spaces for them?
We will be happy to arrange this for you. Please visit the “Register Now” page and register your students. This includes ALL Vanderbilt University and VU Medical Center, participants. All housing fees must be paid in full by May 1, 2023.
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7. What are room costs?
The traditional single rooms are $53.50 per night, per person.
These rates do not include sales tax (9.25%), as well as the Metro City tax (6%), and the mandatory Davidson County Accommodation tax ($2.50 per night) which will be applied to stays less than 30 nights.
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8. Is a deposit required?
No. Before you can move into your housing assignment, full payment is due.
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9. When is my payment due?
Payment in full is required prior to check-in or with the application. Any additional charges that may incur will be billed after your stay.
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10. Can I change my dates or cancel my application?
Yes, please contact the Office of Conferences at 615.343.8699 if you need to change your dates or cancel your application. Most date changes can be accommodated. Cancellations can be made without penalty up to 30 days prior to your scheduled arrival date on campus. All refunds will be reduced by $250.00 which serves as the mandatory cancelation fee. Refunds will not be issued at all 9 days or less prior to your scheduled check-out date. [ Top ]
11. What if I arrive after-hours?
Arrivals outside regular business hours can be scheduled in advance by calling the Office of Conference Services at 615.343.8699 approximately one week before arrival. If you require an unscheduled check-in after our office hours, please contact the office with as much notice as possible, at 615.343.8699. A staff member will meet you at the Building’s reception desk to assist you.
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12. What do I need to bring to check-in?
You will need to bring a photo ID and a copy of your confirmation letter from our Vanderbilt faculty member.
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13. What furniture is included in my single room?
All single bedrooms in suites include a twin bed, a dresser, closet, desk, and desk chairs. You may want to bring a study lamp with you. University furniture may not be removed from the apartment for any reason.
All rooms are clean, furnished, and air-conditioned. All modern amenities and utilities are included in the daily rate: a bedroom in a completely furnished bedroom, kitchen and laundry facilities on-site ($1.50 per load), study space, cable TV hook-ups, and high-speed wireless internet Ethernet access.
All rooms are clean, furnished, and air-conditioned. All modern amenities and utilities are included in the daily rate: a bedroom in a completely furnished bedroom, kitchen and laundry facilities on-site ($1.50 per load), study space, cable TV hook-up jacks, and high-speed wireless internet Ethernet access.
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14. What other amenities are included in the residential rooms?
Amenities include:
- 24/7 information desk and emergency response staff
- 24/7 automated locking exterior doors with magnetic card access
- Elevators
- Laundry facilities on site
- Utilities (including water, electricity, and central air-conditioning)
- Custodial service in bathrooms and corridors (schedule provided at beginning of summer)
- Free high-speed internet access (wired and wireless)
- Free university cable television service
- Maintenance service, including emergency maintenance services
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15. What do I need to bring?
Many of our participants bring the following:
- Extra large fitted twin sheets, pillowcase, pillow, and blanket
- Bath towels and bathrobe, shower slippers
- Rain gear and an umbrella
- Personal toiletries, including soap and shampoo
- A small reading lamp for your desk
- An alarm clock
- Clothes hangers for the closet
- A portable iron
- Comfortable shoes or sneakers
- Bottled water and snacks
- Pots, pans, dishes, glasses, silverware, etc. if you plan to cook in a community kitchen
- A small TV, radio and laptop computer
- Coffeemaker
* Remember to safeguard your property at all times. The Office of Conferences does not assume responsibility for the security of personal property.*
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16. Are there items I am not allowed to bring?
ALL Participants must adhere to all Federal, State, and Local laws while on campus. Smoking is prohibited in all property owned by Vanderbilt University and Medical Center, including vehicles and property leased by the institution, campus grounds, parking lots, garages, plazas, courtyards, except in locations that have been designated for smoking and related devices. Vanderbilt’s smoke-free policy includes but is not limited to cigarettes, tobacco, and devices such as e-cigarettes, pipes, vaporizers. Additionally, the following items are not allowed:
- Hot plates, popcorn poppers, toaster ovens, grills (Foreman or similar) or any appliance with exposed heating elements
- Fryers
- Candles
- Kerosene lanterns or heaters
- Pets (except fish)
- Powerful sound systems or stereos (a personal-size system with headphones is fine)
- Wireless access points (routers, wireless printers, AirPorts, etc.)
- Waterbeds or mattresses (University mattresses and box-springs may not be removed)
- Halogen lamps
- Fireworks
- Firearms and other weapons
- Dartboards
- Concrete blocks or bricks
- Other similar items
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17. What resources are available near campus?
The campus offers the convenience of a cozy residential community, in close proximity to the amenities of a large city. Nearby businesses or attractions within walking distance include:
- Starbucks and independent coffee shops
- Several chains and local restaurants, including pizza shops, grills, delis, and pubs
- Mexican, Indian, Chinese, and other international cuisines are also available nearby
- Tanning, hair, and nail salons
- Tailor, dry cleaners, and package laundry services
- Campus Bookstores, and independent bookstores
- CVS/Pharmacy with Minute Clinic, Rite-Aid
- FedEx/Kinko’s and UPS Stores
- Belcourt Theatre
- Centennial Park, home of Tennessee’s 1897 Centennial Exposition
- Houses of Worship
- Vanderbilt University and Children’s Hospitals
- Vehicle maintenance shops
- Several national banks and ATMs
- Summer membership to the University Rec Center. Click here for more information.
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19. Are there laundry facilities?
Yes, there are coin-operated laundry facilities on site. Each load costs $1.50 You may wish to bring an extra supply of quarters, as there are no change machines on campus. Vanderbilt students can use their Commodore card for laundry.
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20. Where can guests park?
When visiting Vanderbilt, please do not park in reserved spaces or non-University parking areas on the perimeter of campus. Please park in the designated visitor parking spaces. Two-hour visitor parking is available in the Terrace Place Garage, spaces 41-92, 21st. Avenue & Terrace Place. Vehicle height limit is 8′ 2.” A visitor with a state-issued handicap placard may park in any metered space on campus for free. If you have additional questions about parking for a special needs visitor, please contact our office at 615.322.2554.
Parking & Transportation
21. Use of University parking facilities constitutes acceptance of the guidelines of the Office of Parking Services which has final discretion on the location of all parking. If at any time you are not comfortable walking on campus, you may call the Vanderbilt Police Walking Escort Service at 615.421.8888. Additionally, Vanderbilt offers an app, VandySafe, that includes community safety resources and will notify you of emergencies on campus. VandySafe can be found in your App store by searching for “VandySafe” on the Apple and Google Play stores.
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22. Does Nashville have public transportation?
Yes, the Nashville Metropolitan Transit Authority offers bus service around the city, with pick-up and drop-off around the perimeter of campus. More information is available by clicking here. You may click here for routes and schedules.
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Lockouts & Maintenance
23. What do I do if I lock myself out of my apartment?
Please call the Office of Conferences at 615.343.8699, a staff member will meet you at the Building’s reception desk to provide a loaner key. The Conference & Event Coordinator (CEC) will then wait for you to return with the loaner key within 5 minutes. If your key is lost, the lock and keys must be replaced; a lost key charge is $100.00. Please be prepared to show proof of identification for assistance with lockouts.
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24. What do I do if I lose my keys or my building access card?
Please report your lost magnetic building access card by calling our 24-hour emergency line at 615.343.8699 to receive a replacement access card at a cost of $50.00. A Conference & Event Coordinator will be able to give you a temporary access card and/or room key.
If the room key is lost the staff member will arrange for the lock to be changed. For security reasons, once a key is reported lost we will automatically change the lock, which will require you (and your roommates) to get new keys. A fee of $50.00 will accompany the replacement of the lock and keys. Please be prepared to show proof of identification for assistance with lost keys.
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25. How do I report a maintenance problem?
All participants should place non-emergency maintenance requests through our on-line system (click here). Should you have an emergency maintenance request, please contact the Conference Coordinator on duty at 615.343.8699 option #1 for immediate assistance.
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