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. 

If you are a Vanderbilt student currently living on campus, the renter's insurance you already have will fulfill the above criteria. 

Below is an insurance company that many Vanderbilt students use and can provide what you need at a low monthly rate.  

• GradGuard 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 ($2.50/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 of your stay must be paid in full before your move in date. 

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 $63.50 per night, per person for a double. This rate does not include applicable taxes. Roommate preferences can be requested. 

Nashville sales tax is 9.75%. There is a Metro City Tax ($2.50/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 until your remaining balance is paid off. 

We do not work with student financial aid. 

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

Employers and Group Sponsor Payments

Groups internal to Vanderbilt are able to use a payment string to pay for interns. External group sponsors can pay using a company credit card in our portal, or ACH bank transfer. 

Please chose the "Group Sponsor" option found in the drop-down box at check out if you will be paying with a payment string or ACH transfer. This will allow you to finalize your registration without payment. Please email internhousing@vanderbilt.edu to arrange your payment after registering all 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 or Morgan House in Vanderbilt's Highland Quad. Suites have one 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. 
*These dorms are near the hospital. Some street noise and helicopter noise WILL occur. 

Pets

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 and we will send you the necessary documents. 

Safety Protocols 

Safety is of the upmost importance to us during your stay on campus. to ensure your safety we have the following protocols in place.

• 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 roam Highland Quad from 10:00 PM until 6:00 AM daily. 
• VUPD is available 24/7 for emergences 
• 24/7 duty phone for any overnight lockouts.
•  All roommate requests must be mutual by all parties.
• All stay over guests must be registered and approved with Conferences and Events ahead of time. Guests are limited to 3 consecutive nights and must be approved by your roommates/suitemates.

Room Requests and Special 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.

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 you and your suitemates.

Kitchens do not include 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 Lewis 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 a la carte using a credit or debit card. You can also purchase a flex meal plan at the Card Services office. 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.

Lost Key 

Please call the 24-hour emergency line at 615-582-9974, and a staff member will provide you with a replacement. The charge for a replacement key is $100. Please be prepared to show proof of identification before receiving a replacement key. 

Lockout

In the event of a lockout Please call the 24-hour emergency line at 615-582-9974, and a staff member will let you back into your room

Lost Card

 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. 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. The replacement card will only work until the end of the following business day, giving you the opportunity to make it to the Card Services office for a new one. 

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 student: You will submit maintenance requests the same way they do during the school year using the ReADY system. 

Non-Vanderbilt Student" 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. 

Check-in and Unloading

Check in will happen on a rolling bases since interns can choose their own check in and check out dates. Our first available date for check in is Sunday, May 25th. Please see our schedule below for check in hours based on date. Your check in date will be the move in date you chose during registration. If your housing was set up and paid for by your internship or sponsor, you will need to ask them for your move in and move out dates. You will not be permitted to check in earlier than the first day you paid for. 

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. 

There will be a limited number of designated short term parking spots for unloading 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. We will also have a limited number of hotel carts available that can be checked out on a first come first served bases to help move your items.

Check-in Staffing Schedule

May 24th & 25th - 8:00AM-10:00PM

May 26th-29th - 10:00 AM-10:00PM

May 30th & 31st - 8:00AM-10:00PM

June 1st-July 11th - 8:00AM-10:00PM *We will not keep regularly scheduled staff members at the desk for check in during these dates. You will be able to call the duty phone during the hours listed above and a team member will come over to check you in. 

Please note that you will not be able to check in outside of the hours listed above.

Check-out and Loading

Check out will happen on a rolling bases since interns can choose their own check in and check out dates. The last day to check-out will be Saturday, August 1st by 11:00AM. Please see our schedule below for check in hours based on date. All interns must be vacated by 11 AM with no extensions allowed. Please plan your travel accordingly. Staff and security will begin room checks promptly at 11:00AM to begin turning over rooms for incoming students.

 All room keys must be returned at 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.

There will be a limited number of designated short term parking spots for loading in Highland Circle. We do ask that you move your car as soon as you are finished loading so others can get in to load as well. We will also have a limited number of hotel carts available that can be checked out on a first come first served bases to help move your items.

Check-Out Staffing Schedule

June 15th-July 24th - *We will not have any regularly scheduled staff at the desk for check outs during these dates. There will be an express check out box in the Lewis lobby where you can place your key in a filled out envelop. 

July 25th-July 31st - 10:00AM-10:00PM

Aug 1st - 7:00AM-11:00AM

If you need to check out earlier in the morning on these dates, you can use the express check out box.

Vanderbilt Student Gap Housing Option

Vanderbilt undergraduate students who are residing in on-campus housing for the Fall 2026 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 will be billed to your student account in late August. As some buildings/spaces may not be ready for occupancy on Saturday, August 1 due to summer use and facilities projects, students must be flexible and available to move any time between Saturday, August 1 and Saturday, August 8. 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 1. 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 student move in.

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 is an insurance company that many Vanderbilt students use and can provide what you need at a low monthly rate.

• GradGuard 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. 
• There are several walkable options near Vanderbilt 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. The rec center will be open in the months of June and July. David Williams II Recreation and Wellness Center | Vanderbilt University

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 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.

How much is a parking permit?

$175 and it is good for the whole summer.

Will I have a roommate?

Yes. You will have a roommate and or suitemate. 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. 

Singles are reserved for those with special accommodations. Any leftover single bedrooms will be given out on a first come first served bases. If you are placed in a single bedroom, you will still have suitemates.

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.

Can I have an overnight guest? 

Yes, as long as your roommates and suitemates agree. You must register your guest with Conferences and Events. Guests cannot stay more than 3 nights in a row.

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 2026 semester will have the option to move directly to their fall housing assignments upon conclusion of intern housing. The charge to do so will be billed to your student account in late August. As some buildings/spaces may not be ready for occupancy on Saturday, August 1 due to summer use and facilities projects, students must be flexible and available to move any time between Saturday, August 1 and Saturday, August 7. 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 1. 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.

Frequently Brought Items  

What Not to Bring

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