Registrations is Closed for the Summer. We are full
Vanderbilt University Conference Services offers a unique 10-week summer housing program for summer academic interns and researchers from Sunday, May 28, 2023 through Saturday, August 5, 2023 for qualified college students. Eligible individuals must be enrolled in a degree-seeking program and actively involved in a summer research or internship program that has an educational component in the Nashville area. Eligible interns do not need to be a Vanderbilt student to enroll in the Summer Academic Intern Housing Program.
Participants in this program must be at least 18 years of age or older and must stay for at least a three week period.
We are currently offering a limited amount of double rooms within a shared suite in Lewis House and The Chaffins. Each suite has a shared bedroom with two beds, a shared bathroom, a shared kitchen with a full size refrigerator, oven/range, and living area.
Rooms are assigned on a first come, first served basis.
We offer our participants first-rate accommodations at competitive prices! All summer academic interns will be housed in the same complex, giving residents the opportunity to interact with peers and other summer academic interns from across the country. Our primary concern is to provide a clean, attractive and safe place to reside while you are away from home. Exterior Residence Hall doors are automatically locked 24 hours a day with access granted by a magnetic Vanderbilt ID which will be provided to participants at check-in. For security purposes, Allied Universal Security Officers will be checking photo ID’s of all individuals entering the Residence Halls.
Vanderbilt is a pedestrian campus. Parking on campus comes at a premium. Parking will be sold separately through Vanderbilt University Traffic & Parking. Interns will need to visit the parking office in person with a photo ID, vehicle registration, and proof indicating you will be participating in our intern housing program.
All Summer Academic Interns will be required to complete Vanderbilt's online Sexual Misconduct Prevention Module (formerly Haven) prior to acceptance into our unique summer housing program.
Prior to arrival on campus, Academic Interns must complete an application to obtain a Vanderbilt ID. Part of the process will be to upload a photo that will be used for identification when gaining entrance into your residence halls.
These special housing accommodations are designed to house serious academic students only. We expect all participants to follow all University policies and procedures, as well as Tennessee laws. Vanderbilt University reserves the right to evict students found to be in violation of University policy and/or Tennessee Law, and your payment(s) may be forfeited.
Please click on each tab to learn more about our Summer Academic Internship Housing Program. Please check our website for regular updates as information is subject to change.
We hope you make Vanderbilt your summer destination!
Please be advised registration will close on Monday, May 1, 2023 at 12PM. Spots are limited and may sell out before the deadline. Please email email@example.com if you wish to be added to the 2023 Housing Wait list after registration is closed.
This special housing option has been designed to accommodate students working directly with Vanderbilt departments as well as organizations offering learning opportunities in Nashville’s business and non-profit communities. Proof of internship/research must be provided to the Office of Conferences with your registration.
We are only able to offer our Academic Intern Housing Program during the summer season from Sunday, May 28, 2023 through Saturday, August 5, 2023. Enrolled Vanderbilt students occupy these spaces during the fall and spring semesters.
The minimum stay is 21 nights. However, we suggest a minimum of 30 nights to avoid being charged the Metro City Tax ($2.50/night) or Davidson County Accommodation tax (6%).
Vanderbilt’s Academic Intern Housing is very popular and rooms are reserved on a first come, first serve basis (and fill up quickly!). A wait list will be created after all spots have been filled. There is a $250 non-refundable deposit to reserve a room. The deposit will be applied to the total cost of your housing.
You must be paid in full before you move in, NO EXCEPTIONS.
Please contact the Office of Conferences at Internhousing@vanderbilt.edu if you need to change your dates or cancel your application. Cancellations can be made without penalty up to 14 days prior to your scheduled arrival date on campus, less the $250, which serves as the mandatory deposit.
Summer Academic Intern Housing is available on a first come, first served basis. Our Summer Academic Internship Housing Program participants will reside on campus in a shared double room suite. There is a minimum stay requirement of three weeks.
All housing fees must be paid in advance, prior to arrival on campus. A $250 non-refundable deposit is required to reserve your spot, and will be forfeited if you terminate your contract early or make changes to the number of nights in which you originally were contracted.
*After May 1, 2023, full payment is due with your room reservation.*
Lewis House and The Chaffins are apartment style living accommodations with a shared bedroom, living room, bathroom, and kitchen. The Chaffins consist of two double rooms, totaling 4 beds in the apartment; while Lewis has double room suites and double room studios; totaling 2 beds per bedroom.
Double Room – The cost is $53.50 per night, per person and this rate does not include applicable taxes. Roommate preferences can be requested, but are not guaranteed. Double rooms consist of two beds in the room.
Single Room – No single rooms are available this summer. We apologize for any inconvenience.
These special housing accommodations are designed to house serious students only and proof of your internship/research must be provided to the Office of Conferences during the application process. Although there will be Resident Advisers and Conference & Event Coordinators assigned to live among the interns, Summer Academic Interns will be expected to regulate their own behavior and confront inappropriate conduct. University Housing officials expect all participants to follow all University policies and procedures, as well as Tennessee laws. There will be a mandatory 24/7 Quiet Hours policy in effect at all times throughout the summer. Vanderbilt University reserves the right to evict students found to be in violation of University policy and/or Tennessee Law. Those found in violation of Tennessee laws or in violation of university policy may be quickly removed from the Academic Intern Housing Program by law enforcement. The offender’s housing contract will be terminated and housing payment forfeited.
Employers and Group Sponsors
Through the Vanderbilt Office of Conferences, the Summer Academic Intern Housing Program is equipped to offer a one-stop shop. Best of all, you will receive a single invoice including all services rendered.
Room assignments will be done through the Office of Conferences and we will do our best to keep your groups together. Please let us know as soon as possible if any of your interns have special circumstances that need to be accommodated.
Full payment is due by May 1, 2023.
The Summer Intern Housing Program is able to accept a credit card or check from a business or non-profit, a Cashier's Check, or a Vanderbilt departmental transfer (COA). We cannot accept cash, money orders or personal checks for housing sponsored by an internship.
Please choose the CHECK option found in the drop-down under "credit card" at check out if you will be paying by check or COA.
Please contact the Vanderbilt Conference Office at firstname.lastname@example.org if you have any questions.
Modern amenities and utilities are included in the daily rate. This includes a completely furnished bedroom, bathroom, kitchens, laundry facilities on-site, study spaces, TV hook-ups, and high-speed wireless internet Ethernet access.
Each double room consist of two beds, two dressers, a closet, two desks, and two desk chairs. You may want to bring a study lamp with you. University furniture may not be removed for any reason.
All rooms are clean, furnished and air conditioned.
Each suite has one shared bathroom. Custodial service is provided in the common area baths ONLY once a week.
Roommates can be requested for suites. All requests must be mutual and available upon registering.
We do allow coed rooms and suites, however, the requested roommates and suite mates must fill an entire suite. For example, if Ben requests to room with Mary, John, and Susan; Mary, John, and Susan must also request Ben as a suite mate, as well as each other. We will not approve a coed suite unless all willing individuals who have submitted the same suite mate request are in agreement.
GROUP SPONSORS PLEASE NOTE: Please let us know as soon as possible if any of your interns have special circumstances that need to be accommodated with their room selection.
24/7 information desk and emergency response staff
24/7 automated locking exterior doors with magnetic card access
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)
Maintenance service, including emergency maintenance services
Many of our participants bring the following:
Regular fitted twin sheets, pillow case, 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 would like to cook
A small TV, radio and laptop computer
* Remember to safeguard your property at all times. The Office of Conferences does not assume responsibility for the security of personal property.*
You must adhere to all Federal, State and Local laws while on campus. Smoking is prohibited in all property owned by the 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
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)
Firearms and other weapons
Concrete blocks or bricks
Other similar items
Nearby businesses or attractions within walking distance include:
Starbucks and independent coffee shops
Several chain 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
FedEx/Kinko’s and UPS Stores
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
Please call the Office of Conferences at 615.343.8699, and a staff member will meet you at Morgan House Front 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; for a lost key there is a charge of $100. Please be prepared to show proof of identification for assistance with lockouts.
Please report your lost temporary access card by calling our 24-hour emergency line at 615.343.8699 to receive a replacement access card at a cost of $50. A Conference & Event Coordinator will be able to give you a temporary access card. You are responsible for replacing your own Intern Housing Photo ID if it is misplaced. This can be done by visiting the Commodore Card Office located in the Sarratt Student Center. Please note their hours here
Non-Vanderbilt interns cannot receive mail on campus and no packages can be delivered to the residence halls. All University mailboxes are already assigned to enrolled students and offices. If you are interested in receiving mail, we encourage you to obtain a PO Box from the Acklen Post Office, the local FedEx Kinko’s or one of the UPS Stores located near campus. You can set up a P.O. Box in person at the UPS Store on West End.
You can submit Maintenance requests here. All participants should place non-emergency maintenance requests through our on-line system. Should you have an emergency maintenance request, please contact the Conference Coordinator on duty at 615.343.8699 for immediate assistance.
Dumpsters are available on the exterior of each building. Directions to the dumpsters will be displayed in each building. Interns caught using the common room trash cans will be fined $50.
Interns will have access to kitchens in their respective double room suites. Kitchens include a refrigerator, oven, stove, dishwasher, and sink. You must supply your own groceries, cookware and utensils. Keeping your kitchens clean will be the responsibility of the intern.
Guests in the Summer Intern Housing Program may purchase meals by visiting Vanderbilt Campus Dining between 9 am and 4 pm Monday – Thursday at noon on Fridays.
For Campus Dining locations, hours, and menus, click here. All unused meals expire on August 5, 2023.
Check-in: Academic Intern Housing Check-in will begin at 9:00 AM on Sunday, May 28th at Lewis House until 8:00 PM that evening. However, please only arrive on your scheduled check-in date listed on your application. You will only be allowed to check in on your scheduled day.
You will receive your room number and key at check-in. You will have 20 minutes to unload in Highland Circle, and you must have your hazards on if your car will be left unattended.
Lewis House may not always be staffed. If staff is not present when you arrive, please call the 24 hour duty phone.
To check-in you will need a form of official ID and YOU MUST be paid in full. You can return to your registration here to complete payment. If you are prompted for a code after logging in, please use Intern23.
If you are part of a sponsored group, your housing has been covered and you will not need to make a registration and pay.
Check-out: Academic Intern Housing Check-out will begin at 9:00 AM on Saturday, August 5th at Lewis House until 11:00 AM. No exceptions. Staff and security will begin room checks promptly at 11:01 AM.
If your check out date is before August 5th, you may check out at the desk or use the Express Check Out box located in the lobby. All room keys and access cards must be returned upon check-out. If a key is lost or not returned upon check-out, you will need to pay a $100 fee to replace it with a $50 fee for lost access cards.
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 key and access cards before completing your move out, you may be charged an improper check out fee and/or for the additional night(s) you or your items remain in the apartment.
Any items left in the apartment 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.
Vanderbilt University will no longer require masking or physical distancing indoors. The change is effective immediately and aligns the university with recent CDC guidance that classifies Davidson County in the “medium” COVID-19 community level.
Individuals will have the option of wearing a mask indoors, including in classrooms, offices, labs, dining and community spaces.
“Mask optional” means it is an individual’s choice whether to wear a mask or not. The university will continue to support those who want to wear a mask at any time for any reason, and expects all community members to respect one another as well. There will no longer be physical distancing requirements, whether an individual is masking or not.
Information regarding masking and capacity protocols within VUMC buildings can be found on the VUMC website.
As always, university leaders will continue to monitor trends and work with public health experts to update campus policies if needed.
More information on testing options through VUMC can be found here.
Metro-Nashville has testing locations open. In addition, there are additional testing sites in Tennessee and Kentucky.
Rapid tests that you can do at home may also be available at retail locations.