Eligibility

This special housing option has been designed to accommodate students who are at least 18 years old working directly with Vanderbilt departments as well as those who have learning opportunities in Nashville’s business and non-profit communities. You must be a degree seeking student at any university. Proof of internship/research must be provided to Vanderbilt Conferences and Events with your registration.

Renters Insurance

As a resident, you are liable to the University and others for loss or damage caused by your actions or those of your guests. You are required to maintain adequate property and liability insurance that includes the following:

• Personal Property Insurance: Covering the students belongings while on campus, with a limit adequate to repair or replace the student's personal property in the event of loss, damage, or theft. 
• Personal Liability Insurance: With a limit no less than $100,000 and include coverage for student-caused water damage or fire damage to adjacent spaces. 

This insurance may be provided by a standalone Renters Insurance Policy or by an extension of a Homeowners Insurance Policy maintained by you or by a Parent/Guardian/Family Member. Prior to move in, you may be required to provide evidence of insurance. 

Below are two suggestions of fully compliant renters' insurance companies. 

• GradGuard Insurance
  
• URMIA Student Property Insurance

Minimum Length of Stay

The minimum stay is 21 nights. However, we suggest a minimum of 30 nights to avoid being charged the Metro City Tax ($1.25/night) or Davidson County Accommodation tax (7%).

Non- Refundable Deposit

There is a $250 non-refundable deposit to reserve a room. The deposit will be applied to the total cost of your housing. The remaining balance must be paid in full before move in. NO EXCEPTIONS.

Please contact Vanderbilt Conferences and Events at Internhousing@vanderbilt.edu if you need to change your dates or cancel your reservation. 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 non-refundable deposit. If you cancel within 14 days of move in you will only receive a 50% refund for your stay. 

Nightly Per Person Rate

All intern housing will be in suite style dorms with roommates and or suitemates. Please see our accommodations tab for more information. 

The cost is $58.80 per night, per person for a double. This rate does not include applicable taxes. Roommate preferences can be requested. 

Nashville sales tax is 9.25%. There is a Metro City Tax ($1.25/night) and a Davidson County Accommodation tax (7%) for all stays less than 30 days. If you stay longer than 30 days, you will not have to pay Metro or accommodation tax.

Single Room – Single bedrooms are reserved for those with special accommodation needs. If any remain, they will be assigned on a first come first served bases at the same cost of a double.

Non-Refundable Deposit and Payments

Summer Academic Intern Housing is available on a first come, first served basis.

All housing fees must be paid in advance, prior to arrival on campus. If you are not fully paid at move in, you will be asked to make payment before receiving your key. You can pay all fees via credit card or debit card through our online portal. A $250 non-refundable deposit is required to reserve your spot and will be forfeited if you terminate your contract early or cancel your stay. Your deposit will go toward the final cost of your stay.

At registration the only cost due is the $250 deposit. * You can make additional payments through the portal in any amount and time frame that works for as long as it is fully paid at least 24 hours before move in. 

*After May 15, 2025, full payment is due with your room reservation. *

We cannot accept cash, money orders or personal checks for housing payments. 

Employers and Group Sponsors

If you are internal to Vanderbilt, we are about to use COA or POET for payment. If you are external to Vanderbilt and are not able to pay using a company credit card, we are able to accept a business check or ACH as well. 

Please chose the CHECK option found in the drop-down under "credit card" at check out if you will be paying by check, ACH, or COA. Please email internhousing@vanderbilt.edu to arrange this payment after registering your sponsored interns.

Room assignments will be done through Conferences and Events office, unless you have specific placements you would like. We 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.

Please contact the Vanderbilt Conference Office at internhousing@vanderbilt.edu if you have any questions.

Accommodations

Summer intern housing at Vanderbilt University will be in shared suite style dorms on campus near the Vanderbilt University Medical Center. Some suites are two person suites, with both beds in the same room, and some are three person suites with two beds in one room and one in the other. Interns will reside in Lewis House and Morgan House. Suites have a shared bathroom for all suitemates, a shared kitchen with an apartment sized refrigerator, oven/range, and a living room area All suites include TV hook- ups, utilities, access to free laundry facilities and high- speed wireless internet access. 

Custodial services and toilet paper refresh for suite bathrooms is included and is done once a week by Vanderbilt housekeeping staff. All other cleaning is your responsibility.

For more detailed information about the rooms please click the links in blue above to see photos and videos.

Single bedrooms are available only to those with special accommodation needs or documented special reasons. If any singles remain after all specialized needs are met, they will be assigned on a first come, first served basis. 

Pets are not allowed in Vanderbilt housing unless they are pre-approved service animals. If you have a service animal, please email us at internhousing@vanderbilt.edu so we can send you the documents you will need to fill out. 
*These dorms are near the hospital. Some street noise and helicopter noise WILL occur. 

Safety Protocells 

Safety is of the upmost importance to us while you or your student stay with us on campus. 

• 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. 
• A security officer will be placed at the entrance of each dorm building 24/7 throughout the summer

• For security purposes, security officers will be checking photo ID’s of all individuals entering the Residence Halls.
  Roommates can be requested for suites. All requests must be mutual and available upon registering.
• All stay over guests must be registered and approved with Conferences and Events ahead of time. 

Room Requests and Accommodations 

We do accept roommate and suitemate requests. There will be a spot where you can add this on your registration form. All parties must request each other on their forms for the request to be granted. 

We do allow co-ed rooms if all parties in the room request and agree to the living situation. 

If you have a medical or documented special accommodation, please include those details in your registration. Please also email your accommodation documentation to internhousing@vanderbilt.edu.

Add on Amenities 

Parking - Vanderbilt is a pedestrian campus and parking can be limited. Parking passes will be sold separately through Vanderbilt University's Traffic & Parking Department. Interns who are not Vanderbilt students will need to visit the parking office in person during business hours to register your car and pay for a parking pass. Vanderbilt students can purchase the parking pass online using your VUnet ID. 

Recreation Center- The rec center is located directly across from Lewis and Morgan and will be open in June and July this summer. Rec passes are available for purchase at the rate of $45 a month. You will need to purchase them directly from the rec center once you arrive. 

Non-Smoking Campus

You must adhere to all Federal, State and Local laws while on campus. Smoking is prohibited on 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.

Those found in violation of Tennessee laws or in violation of university policy may be quickly removed from the Academic Intern Housing Program. The offender’s housing contract will be terminated, and housing payment forfeited.

Lost Key 

Please call the 24-hour emergency line at 615-582-9974, and a staff member will meet you at Lewis 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.

Lost Card

If you lose your card on the weekend or after hours, please call our 24-hour line at 615.582.9974 to receive a temporary replacement access card until the card office opens. If you lose your card during weekday business hours, please go directly to the Card Services office for a replacement at the cost of $25.

Mail Services

Non-Vanderbilt interns cannot receive mail on campus and no packages can be delivered to the residence halls. Vanderbilt does have Amazon Hub Lockers in two different locations if you would like to receive smaller sized packages. If you are interested in receiving mail or large packages, 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. 

Maintenance

Vanderbilt students will submit maintenance requests the same way they do during the school year. Non-Vanderbilt students can submit maintenance requests with us using the QR code found on the bulletin board on your floor, near the elevator. Should you have an emergency maintenance request, please contact the Conference Coordinator on duty at 615.582.9974 for immediate assistance.

Non-emergency maintenance requests may take up to 3 days to be resolved.

Trash

Dumpsters are available on the exterior of each building. Directions to the dumpsters will be displayed in each building. You are responsible for taking out your own trash. Please do not place trash bags in community trash cans or recycle bins. 

Kitchens
Interns will have a shared kitchen in their suites. Kitchens include an apartment-sized refrigerator, oven, stove, and sink. You must supply your own cookware, utensils and dishes. Keeping the kitchens clean will be the responsibility of the interns in the suite.

The kitchen does not have a microwave so we suggest bringing one if you will need it often. There are two community microwaves in the Morgan lounge and one in the Morgan lounge. 

On Campus Dining

Rand dining hall is open in the summer M-F for breakfast and lunch hours. The dining hall is available to interns al-la-carte using a credit or debit card. Dining halls on campus are cash free.

For Campus Dining locations, hours, and menus, click here.

Off Campus Options

Vanderbilt is close to several restaurants, convenient stores and grocery stores. You also have the ability to order DoorDash, Uber Eats, or grocery delivery to the dorm. When ordering from a delivery service you will need to meet the driver in the lobby or outside. They will not have access to get into the dorms and the security team will not let them in.  

Due to construction on the Morgan side, the best delivery address to use is the Lewis House address. This will bring them to the small parking lot on the back side of Lewis.  

Check-in

 Different interns will have different check in dates based on their housing needs. Our first day of check in will begin at 8:00 AM on Sunday, May 25th outside Lewis House (weather permitting) until 8:00 PM that evening. This means you can check in on this day only if you are registered to do so. You will not be permitted to check in earlier than the first day you paid for. Check in will continue daily in Lewis' House common room from this point on. 

Depending on the day and time you check in, Lewis House may not always be staffed. If staff is not present when you arrive, please call the duty phone and someone will come to check you in. If you are arriving after midnight you will need to let us know ahead of time so we can make arrangements for your check in. 

You will receive your room number, roommate information and key at check-in. Due to quick turnaround and a large number of interns we are not able to provide roommate information ahead of time. If you drove, you will have 30 minutes to unload in Highland Circle. We do ask that you move your car as soon as you are finished unloading so others can get in to unload as well. (Parking passes sold separately) We will have a limited number of hotel carts available that can be checked out on a first come first served bases to help with move in and move out. 

To check-in you will need a form of official ID, and you must be paid in full. You can return to your registration to complete payment.  

If your housing was set up through your internship or sponsor, you will not need to make a registration and pay. They would have done that for you. Please check with them for move in and move out dates. 

Check-out

 Different interns will have different check out dates depending on their program. The last day to check-out will begin at 8:00 AM on Saturday, August 2nd and continue until 11:00 AM. All interns must be vacated by 11 AM. Staff and security will begin room checks promptly at 11:00 AM so that we can begin turning over rooms. 

If your check out date is before August 2nd, you may check out at the desk or use the express check out box located in the lobby. All room keys must be returned upon check-out. If a key is lost or not returned upon check-out, you will be charged a $100 fee to replace the lock. 

At checkout it is your responsibility to make sure you have left your room and or suite clean, trash free, and have taken all of your belongings out of the suite. 

We will have donation bins in the lobbies for any items you would like to leave behind. 

*If trash or personal belongings are left in your suite, you will be charged a $50 cleaning fee.

Vanderbilt Student Gap Housing Option

Vanderbilt undergraduate students who are residing in on-campus housing for the Fall 2025 semester will have the option to move directly to their fall housing assignments upon conclusion of intern housing. This is coordinated through the HRE team. The charge to do so is $420.70, which will be billed to your student account in late August. As some buildings/spaces may not be ready for occupancy on Saturday, August 2 due to summer use and facilities projects, students must be flexible and available to move any time between Saturday, August 2 and Saturday, August 9. Students should not plan to leave the Nashville area until completing their move to their fall assignment. Students will remain in their assigned intern housing space until their fall assignment is ready for occupancy. Additional information, including instructions on applying to move directly to your fall assignment, will be communicated to eligible students in mid-July by HRE. Please note that this option is only available to students who are residing in intern housing until Saturday, August 2. Students who check out of intern housing prior to this time are not eligible to move directly into their fall assignments and should plan to move in when the residence halls open for upper-division students on Sunday, August 17.

Do I need Renters' Insurance?
Yes, you are required to maintain adequate property and liability insurance that includes the following:

• Personal Property Insurance: Covering the students belongings while on campus, with a limit adequate to repair or replace the student's personal property in the event of loss, damage, or theft.
• Personal Liability Insurance: With a limit no less than $100,000 and include coverage for student-caused water damage or fire damage to adjacent spaces.

This insurance may be provided by a standalone Renters Insurance Policy or by an extension of a Homeowners Insurance Policy maintained by you or by a Parent/Guardian/Family Member. Prior to move in, you may be required to provide evidence of insurance.

Below are two suggestions of fully compliant renters' insurance companies.

• GradGuard Insurance
  
• URMIA Student Property Insurance

How can I get around Nashville without a car?

Nashville has an easy-to-use public bus system. You can find routes and rates Here.

Nashville also has a Bicycle sharing option. Bcycle 

Uber and Lyft are also readily available in Nashville. 

Vanderbilt University is located to many walkable options as well. 

Will I have access to the Rec Center as an intern?

Yes, if you purchase a pass. Passes can be purchased at the recreation center starting in June at the rate of $45 a month. 

Can I receive mail on campus?

Non-Vanderbilt interns cannot receive mail on campus and no packages can be delivered to the residence halls. Vanderbilt does have Amazon Hub Lockers in two different locations if you would like to receive smaller sized packages. If you are interested in receiving mail or large packages, 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.

Where can I park on campus?

Once you have purchased a summer parking permit you can park in any of the Zoned lots that do not say they are reserved spaces. The closest parking to Highland Quad can be found in 25th Ave garage right next to Lewis House. 4th floor and above. Parking passes will be sold separately through Vanderbilt University's Traffic & Parking Department. Interns who are not Vanderbilt students will need to visit the parking office in person during business hours to register your car and pay for a parking pass. Vanderbilt students can purchase the parking pass online using your VUnet ID.  

How much is a parking permit?

$175 and it is good for the whole summer.

Will I have a roommate?

Yes. Our summer housing is apartment style dorms. 2 twin beds in each room. Some Suites hold 2 people and some hold 3 people. 

You will be paired with others of the same gender who are completing similar internships as you. 

if you have a roommate request please include their name in your registration in the provided box. 

What size sheets should I bring for my bed?

All Highland Quad beds are regular size twins.

Can I use my financial Aid for summer housing?

No. We do not work directly with the financial aid office. You may apply for summer loans, but payments must be made directly to us using our online portal.

If I am a Vanderbilt student, will I be able to move directly into my fall assignment?

Vanderbilt undergraduate students who are residing in on-campus housing for the Fall 2025 semester will have the option to move directly to their fall housing assignments upon conclusion of intern housing. The charge to do so is $420.70, which will be billed to your student account in late August. As some buildings/spaces may not be ready for occupancy on Saturday, August 2 due to summer use and facilities projects, students must be flexible and available to move any time between Saturday, August 2 and Saturday, August 9. Students should not plan to leave the Nashville area until completing their move to their fall assignment. Students will remain in their assigned intern housing space until their fall assignment is ready for occupancy. Additional information, including instructions on applying to move directly to your fall assignment, will be communicated to eligible students in mid-July.

Please note that this option is only available to students who are residing in intern housing until Saturday, August 2. Students who check out of intern housing prior to this time are not eligible to move directly into their fall assignments and should plan to move in when the residence halls open for upper-division students on Sunday, August 17.

What to Bring

-Microwave                  -Regular fitted sheets and blankets 

-Pillows                        -Bath towels  

-Cleaning supplies       -Any toiletries you may need      

-Shower shoes             -Clothes hangers or organizers

-Hangers                      -TV, gaming system, or electronics 

-Paper towels               -Pots, pans, dishes, silverware, cups, etc.

-Collapsible hamper     -Food, drinks, snacks

-Rain gear/umbrella     -Laundry detergent

-Dartboards                  -Alcohol 

-Any

What Not to Bring

-Fryers                        - Anything with exposed heating elements

-Candles                     -Kerosene lanterns or heaters

-Large speakers         - Any pets

-Firearms or weapons of any kind

-Alcohol 

* If you are found in the possession of weapons or drinking underage, your residency will be terminated immediately, with no refund.