Guidelines for Use of Vanderbilt University Facilities
As an educational institution, Vanderbilt’s overriding interest is to create and foster an environment that enhances the educational experience of its students and promotes a productive and satisfying place to work for its faculty and staff. At the same time, the University is a member of the larger Nashville community and seeks to be a contributing member of that community. Organizations outside the Vanderbilt community (“Off –Campus Organizations”) frequently request permission to use University facilities for meetings and other activities or to enter the Vanderbilt campus for the purpose of interacting with students, staff and faculty. Vanderbilt is willing to entertain and reasonably accommodate such requests provided that they do not interfere with or disrupt the on-going activities of the University and do not endanger or encroach upon the tax-exempt nature of the University’s operations and property. Consistent with the University’s mission and these interests, Vanderbilt has adopted the following guidelines to assist in evaluating and facilitating requests by Off-Campus Organizations to use or have access to University facilities. These guidelines are not all-inclusive and are subject to change at any time without notice. Prior to submitting a request as outlined below, religious groups must meet additional guidelines and criteria established by the Office of University Chaplain and Affiliated Ministries, and be recommended for approval by the University Chaplain.
- The Off-Campus Organization requesting the use of a University facility should be a tax-exempt, non-profit charitable organization (such as a 501c3 organization) and the purpose of the request should be consistent with, and in furtherance of, the non-profit mission of the organization.
- The use of a University facility by an Off-Campus Organization must not interfere with, or conflict with, the on-going activities of the University community, or disturb persons residing, working, or attending classes on campus. The University is also concerned about the impact that campus activities have on its surrounding neighborhoods. Therefore, these same factors will be considered to ensure that an Off-Campus Organization’s use of a University facility will not have an adverse or undesirable impact on the neighborhoods that surround the Vanderbilt campus.
- Where appropriate, activities by an Off-Campus Organization should be sponsored by, and coordinated with, any on-campus group or department, such as a registered student organization. In any case, the activities must be scheduled with the Reservations and Events office.
- Use of University facilities by Off-Campus Organizations should not be of a recurring nature (such as weekly or monthly meetings)
- Use of University facilities by Off-Campus Organizations should not interfere with the scheduling of future events by on-campus organizations. Individual chapters of organizations should work through the local central office to submit their requests.
- Requests to sell merchandise or make a commercial solicitation of members of the University community will generally not be granted because such commercial requests are not consistent with the non-profit, tax-exempt nature of the University and its facilities.
- Off-Campus Organizations should first contact the Vanderbilt Reservations and Events office to inquire about availability of adequate facilities to hold their event on Vanderbilt’s campus. After this has been established, the Off-Campus Organization must submit an email request to use University facilities to: Jack Davis, Student Centers Director (email@example.com). Requests should be submitted a minimum of one (1) month prior to the proposed date of the event. Expenses incurred by the University will be billed to and paid by the Off-Campus Organization. Deposits may be required at the time a request is approved. The appropriate representative of an Off-Campus Organization whose request for use of an on-campus facility is granted must sign a contract and provide proof of insurance coverage that names Vanderbilt University as an insured on the policy for the Organization’s activities on the Vanderbilt Campus.